Best Virtual Career Fair Software Platforms (2024)

Virtual career fair platforms offer a host of features, including:

• Virtual booths: Companies can set up virtual booths to showcase their brand, culture, and job opportunities. These booths may include company videos, brochures, and employee testimonials so job seekers can explore them just like they would at an in-person event.
• Live chat and messaging: Job seekers can interact with recruiters through live chat or messaging to ask questions, submit resumes, or discuss job openings.
• Event tutorial: Candidates can get a quick primer on how to use the platform to make the most of their experience and cut down on tech difficulties.
• Video interviews: Employers and job seekers can engage in video chats that mimic the in-person interview experience and allow for immediate interaction and evaluation.
• Customizable branding: Employers can personalize their virtual booths with their company's branding, logos, and colors to ensure a consistent and recognizable presence at the career fair.
• Resume upload and matching: Job seekers can upload their resumes, which are then automatically matched with relevant job openings. Employers can review resumes in advance or during the event to identify potential candidates.
• Information sessions and webinars: Employers or career experts can host live or pre-recorded informational sessions and webinars on various topics, such as industry trends, resume building, or company culture.
• Data analytics and reporting: Career fair organizers can track and analyze attendee engagement, booth traffic, and interactions. This data helps them evaluate the event's success and make improvements for future fairs.
• AI-powered chatbots: Chatbots can assist job seekers with event navigation, answer frequently asked questions, and provide information about participating companies, among other things to streamline communication between employers and candidates.
• Mobile accessibility: Virtual career fair platforms often have mobile apps so candidates and employers can easily participate and engage on the go.
• Networking lounges: Job seekers can connect with employers and fellow attendees to expand their professional network, while employers can maintain a database of potential candidates for future job openings.
• Scheduling tools: Job seekers can schedule one-on-one appointments with employers or attend sessions at specific times. This feature ensures that everyone can plan their participation effectively.
• Resource library: Some career fair platforms may offer a resource library with job search tips, resume templates, interview guidance, and other materials to assist job seekers in their search.
• Accessibility and inclusivity features: The platform may offer features like closed captioning and screen reader compatibility to make the event accessible to individuals with disabilities.
• Secure environment: The platform provides a secure environment for the exchange of personal information and data, ensuring privacy and data protection for all users.
• Post-event resources: After the virtual career fair ends, job seekers can access resources like recorded webinars, company profiles, and job postings for an extended period.‍
• Integrations: Virtual career fair platforms often offer integrations with other tools, such as ATS systems for candidate data transfer, scheduling tools for interview appointments, or video interview platforms for conducting live interviews and webinars directly within the virtual career fair environment.

We’ve done a lot of research into the kind of organizations that use virtual career fair platforms to boost hiring. Large recruitment firms, educational institutions, niche industries, and employment agencies are among the most successful users of these tools.

• Large corporations: These platforms are ideal for large corporations with frequent hiring demands and a diverse array of job openings, as they enable companies to host large-scale, branded online events that attract a wide range of candidates. Hiring managers can conduct live video interviews and pre-screen resumes. This cuts costs related to in-person events and broadens the talent pool, often on a global scale.
• Universities and educational institutions: For educational institutions, virtual career fairs serve as an accessible and effective means to enhance students' career prospects and broaden their job opportunities. For example, these platforms can facilitate the organization of career events for students and alumni. Students receive guidance from career advisors, and institutions can host webinars covering essential job market trends, resume-building, and interview techniques, ensuring that students are well-prepared for the job market.
• Small and medium-sized enterprises (SMEs): Virtual career fair software allows SMEs to create virtual booths to showcase their brand and job openings. They can engage with potential employees and conduct interviews without incurring the expenses associated with traditional recruiting methods, making it easier for them to compete with larger organizations for talent.
• Industry-specific recruitment: Industry-specific groups or associations can utilize these platforms to host events specifically designed for their members. Job seekers within these niches can explore opportunities and gain valuable insights via networking with industry peers. This helps to create a highly targeted and efficient recruitment process.
• Diversity and inclusion initiatives: These platforms allow companies to host events focused on diverse hiring. This creates opportunities for dialogue, recruitment, and mentorship, promoting workplace inclusion.‍
• Employment agencies: Similar to traditional in-person events, online career fairs offer recruiters one-on-one time with candidates to evaluate qualifications, personality, and career goals, but with much fewer staff resources. This enables a rapid and efficient vetting process, which allows suitable candidates to be presented to clients promptly.

While virtual career fairs can be a great way for organizations to engage job seekers, slow booth reps' responses, overloading booths with information, and no networking opportunities are some of the ways to screw up the whole thing. Here are more details about common mistakes to watch out for.

• Unresponsive booth representatives: When candidates attend a virtual career fair, they expect real-time interactions. If booth representatives are unresponsive or take too long to reply, it can lead to missed connections and lost opportunities. According to Indeed, 83% of job seekers say that a lack of response from employers would make them less likely to apply to that company again. To avoid this, ensure your reps are well-trained, available, and equipped to engage with candidates promptly.
• Overloading booths with information: Ever go to a trade show and there are hundreds of booths? It's cool to share info about your organization, but don't overwhelm candidates with a data dump. To keep candidates engaged and informed, present essential information concisely and offer additional resources or materials for those seeking more in-depth insights.
• Limited networking opportunities: People attend career fairs not only to connect with potential employers but also to network with peers, so don't forget to create a space for this. Set up virtual hangout spots or chat rooms so attendees can connect and make meaningful connections.
• Ignoring mobile accessibility: Almost 70% of 2021 job applications were made from mobile devices, so make sure your platform works on mobile devices. If it doesn't, you might lose out on talented individuals who can't navigate your fair on their smartphones.
• No clear call to action: After engaging with your organization, job seekers need to know what to do next. Give them a clear path to follow, whether it’s applying for jobs, scheduling interviews, or joining webinars.
• Failing to showcase company culture: Candidates seek not only job opportunities but also workplaces that vibe with their values. What’s it like to work with you? Utilize virtual booths, videos, and testimonials to show it.
• Ineffective use of video interviews: Video interviews can be tricky if you don't have clear guidelines and trained interviewers. The right candidates are spotted from a fair and square assessment process, so make sure your interviews are conducted with structure and consistency. Better yet, integrate your virtual career fair platforms with robust video interview tech.‍
• No accessibility features: Neglecting to provide features like closed captioning, screen reader compatibility, and other accessibility options can not only result in legal issues but also harm your organization's reputation. Work with vendors and your recruitment teams to make sure the entire process is designed with accessibility in mind.

Pricing for virtual career fair platforms comes in various flavors, depending on what you need. Here's the lowdown on the most common pricing models:

• Flat fee: You pay a fixed, one-time fee for hosting your virtual career fairs. It's great if you have a large number of hiring fairs to host and want to know exactly how much it'll cost. Premier Virtual is among the virtual recruiting event providers that use this model.
• Per-event pricing: In this model, you pay for each virtual career fair event separately. So, if you're not hosting them very frequently, this can be cost-effective. Eventbrite, for instance, offers a plan called Flex where it's $9.99 per event for up to 100 tickets.
• Tiered plans: Here, you've got different pricing levels with various features. The more you pay, the more features and services you get. Symplicity Recruit does this: Their pricing options range from basic to enterprise plans, with varying features and pricing.‍
• Pay-per-attendee: You're charged based on the number of people who show up to your virtual career fair. If you have events with varying attendance, this model makes sense. Sched is one of the vendors using this approach.‍
• Subscription-based: You pay a regular (e.g. monthly or annual)  fee to use the platform for your career fairs. This works for companies that have ongoing hiring needs. Hopin offers this for its event platform, which can handle career fairs too.‍
• Custom pricing: For large enterprises or those with unique requirements, some vendors offer custom pricing. They'll tailor the cost to your specific needs. vFairs, Easy Virtual Fair, and Handshake are among those that do this.‍
• Freemium model: In this setup, you can use a basic version of the platform for free. If you want extra features or services, you'll pay for them. It's a nice choice for smaller organizations dipping their toes into the virtual career fair waters. Swapcard is one of many that offer a freemium model.‍
• Hybrid model: Some platforms mix and match different pricing approaches. They might have options for per-event pricing, tiered plans, and custom pricing to cater to different clients. WorkCast is one such vendor that takes this hybrid approach.

Since the pandemic, virtual career fair platforms have come a long way. They’ve gone from being basic online job listings to much more sophisticated, interactive ecosystems.

• From text listings to multimedia presentations: Initially, these platforms were all about plain text job listings. Now, you can find multimedia presentations that include videos, images, and interactive content. This helps job seekers get a real feel for the companies they're interested in.
• From basic chat to real-time engagement: Early platforms featured basic chat interfaces for communication. But let's face it, who wants to wait around for answers? Now, we have live chat, video calls, and even chatbots that make it feel like you're really talking to someone in person.
• From static booths to customizable virtual spaces: Older platforms provided static virtual booths with limited customization options. Today, virtual career fair platforms give companies more flexibility to create branded, engaging virtual environments that mirror their physical presence at career fairs. You can create fully customizable virtual booths that let them bring your brand to life. You can also add videos, interactive content, and even games to grab candidates' attention.
• From single-day events to ongoing access: Traditional virtual career fairs were often limited to single-day events. Many platforms now offer extended access to virtual career fairs, sometimes spanning weeks or even months. This gives job seekers more time to research and connect with employers and attend webinars or presentations on their own schedules.
• From limited data analytics to advanced insights: Early platforms didn't give much insight into what was happening. But today, we have in-depth data analytics. These platforms track things like how long candidates spend in booths, who are interacting, and much more. This helps organizations fine-tune their strategies and see if they're getting a good return on their investment.
• From isolated events to integration with HR software: In the past, virtual career fairs often operated as standalone events. Many platforms now offer integration with ATS, video interview software, and other HR tools. Data collected during virtual fairs can be seamlessly incorporated into the hiring pipeline.‍
• From general job listings to niche and specialized fairs: Early platforms primarily focused on general job listings. Today, virtual career fair platforms offer specialized events catering to specific industries or diversity initiatives. This enables more targeted recruiting and networking opportunities for both job seekers and employers.

Asking the right questions during product demos with virtual career fair platform vendors could help a lot in narrowing down the right option for your recruitment team. These questions are organized into different categories to help you get the full picture of what the platform can do for you:

Usability and Customization:

• How easy is it to set up and customize? You want a platform that is user-friendly and can be tailored to match your branding and requirements without excessive technical challenges.
• Can you walk us through a mock event? This allows you to see the platform in action and evaluate its usability.
• Is mobile accessibility supported? Ensure that the platform is mobile-friendly for a seamless event experience.

Engagement and Interaction:

• What engagement tools are available? Explore features like live chat, video conferencing, and gamification to keep participants engaged during the event.
• Is on-demand content available? Like, can people watch videos or webinars later when it suits them?

Integration and Compatibility:

• How do you handle data export and integration capabilities? Inquire about the ability to export event data and integrate it with other systems, like ATS, recruiting CRMs, and other recruiting platforms. You absolutely don’t want a system that's a loner.

Data and Analytics:

• What analytics and reporting features do you provide? Learn about the data and analytics capabilities for tracking the success of your virtual career fairs and making data-driven decisions.
• Can you provide insights on participant behavior tracking? Understand how the platform tracks participant behavior and engagement for optimizing event strategies.

Support and Service:

• What kind of customer support is available? Understand the level of customer support provided, such as 24/7 assistance, onboarding training, and technical support.
• How do you ensure a smooth candidate experience for participants with disabilities? Inquire about accessibility features, such as closed captioning, screen reader compatibility, and accommodations for users with disabilities.
• What is the average turnaround time for technical support requests? Determine how long it will take to hear back from their support when you encounter a tech issue.

Security and Privacy:

• What security measures are in place? Assess the platform's security features, including data protection and privacy protocols.
• What are the data ownership and privacy policies? Ensure that you understand who owns the data collected during the event and what the platform's privacy policies entail.

Scalability and Performance:

• How scalable is the platform? Determine if the platform can accommodate your organization's growth and handle larger or more frequent events.
• How do you handle peak traffic during events? If applicable, inquire about the platform's capacity to handle high traffic loads during peak event times to ensure a smooth experience for participants.

Cost and Pricing:

• What's the cost structure? Get a clear understanding of the pricing model, including costs for features like customization, additional services, or data storage.
• Are there any ongoing costs besides the initial pricing? Clarify if there are any hidden or ongoing costs beyond the initial pricing, such as maintenance fees, custom integrations, or additional user charges.

Training and Onboarding:

• Do you offer training or onboarding services? Inquire about training and onboarding support to ensure your team can quickly get up to speed with the platform.
• Do training and onboarding cost extra? You absolutely don’t want any surprise bills.

Unique Features and Updates:

• Can you provide a list of features unique to your platform? Can you show me how to use them in action? Knowing the software’s key features and seeing how they work could really help in comparing options to determine your best bet.
• Can you share any recent platform updates or upcoming features? Inquire about recent updates or upcoming features to assess the platform's commitment to continuous improvement.

References and Success Stories:

• Can we test the platform before committing? Ask if there's a trial period or a way to test the platform's functionality and features before making a commitment.
• Can you provide references or contact information for current clients? Speaking with existing users can offer valuable insights into their experiences with the platform.
• Can you provide references from organizations similar to ours? Request references from organizations with similar needs or industries to get insights into their experiences with the platform.

Backup and Recovery:

• How do you handle backup and recovery for event data? Understand the vendor's backup and data recovery protocols in case of data loss or system failures.‍
• What measures are in place to prevent and address platform downtime? Inquire about the platform's strategies for preventing downtime and handling it effectively if it occurs.

Setting up a virtual career fair can indeed be relatively quick and easy from a technical standpoint, but ensuring a successful implementation goes beyond just getting the event page up. To make sure your virtual career fair is a hit, consider the following:

• Plan with purpose: Events for school campus hiring, networking, and returnship recruitment—while having some overlaps, each carries its own purpose and therefore, requires bespoke plans to execute effectively.
• Detailed event design: Don’t underestimate the importance of a well-designed event. Your landing pages should be visually appealing, easy to navigate, and informative. Consider creating a welcoming environment that reflects your company’s branding and culture.
• Effective marketing: People won't come if they don't know about your event. Use multiple channels, including email, social media, your company website, and job boards to promote it.
• Keep people interested: You want your event to be helpful and engaging. Use live webinars, videos, Q&A sessions, and gamification to make the event enjoyable and informative.
• Get early birds: Encouraging people to sign up early helps you know how many to expect and plan accordingly. Offer incentives like early access to content or exclusive sessions like resume workshops, interview tips, or industry insights to attract registrants.
• Test the technology: Before the big day, check if everything works well. Make sure the sound, video, chat features, and any interactive elements run smoothly.
• Training and support: Make sure your team and the booth staff know what to do. They should understand how the platform works and how to help attendees. Consider offering live chat support during the event to back your humans up.
• Listen to feedback: Collect feedback from participants and your team on what worked well, and what can be improved. Use this feedback to fine-tune future virtual career fairs.
• Accessibility and inclusivity: Ensure that the virtual career fair platform is accessible to all, including those with disabilities.
• Networking opportunities: Create industry-specific sessions or breakout forums for meaningful networking events.
• Track and analyze data: Use the analytics and reporting features of the platform to track participant behavior and engagement. It helps you figure out what's working and what's not.
• Follow up: After the event, don't let the connections go cold. Follow up with attendees and provide information about the next steps, whether it’s applying for jobs, scheduling interviews, or accessing recorded content.
• Post-event evaluation: After the event, evaluate its success. Did you achieve your goals? What could be done differently next time?
• Budget and costs: Keep track of your budget, including marketing and platform costs.‍
• Keep improving: Use the lessons learned from each event to continuously improve your virtual career fairs. Experiment with different features and strategies to see what resonates with your audience best.

What is a virtual job fair?

A virtual job fair, or virtual career fair, is a networking event where job seekers can engage with companies online instead of in person.

What is a virtual career fair platform?

A virtual career fair platform is an online software solution that hosts digital job fairs and recruiting events, enabling employers and job seekers to engage and explore job opportunities in a virtual environment.

These platforms offer features like virtual booths, live chat, video conferencing, and interactive content, replicating the experience of in-person career fairs while providing accessibility and convenience in an online setting.

Are virtual career fairs useful?

Yes, virtual career fairs have proven to be effective tools for recruitment, networking, and career development. Employers can connect with a wider talent pool, reduce costs associated with physical events, and efficiently showcase their brand and job openings.

Job seekers can explore opportunities, engage with employers, and access valuable resources from the comfort of their own space. According to Brazen, 83% of job seekers prefer virtual career fairs over traditional in-person events.

How does a virtual career fair work?

A virtual career fair works by creating a digital platform where employers and job seekers can interact online.

Employers set up virtual booths to showcase their company, job openings, and culture. Job seekers access the fair through a web browser or a mobile app, and they can explore booths, chat with recruiters, attend webinars, and submit resumes or applications.

Communication happens through chatbots, booth reps, online resources, and in-app notifications, while employers determine qualified candidates using AI-driven candidate matchmaking and video interview tools either within the app or via integrations.

How can a virtual career fair platform help my recruiting process?

A virtual career fair platform can improve your recruiting process by making it simpler, faster, and more accessible.

It allows you to connect with job seekers from all over the world without the need for in-person events. You can talk to candidates in real-time through chat and video, pre-screen them, and showcase your company and job openings. Plus, it provides data and analytics to help you measure the success of your recruiting efforts.

Are there any free virtual career fair platforms?

Yes, there are platforms that let you host virtual career fairs for free, although they may have limitations compared to paid options.

Examples of free virtual career fair platforms include Hopin (free for up to 100 registrations per event), Webex Events (free to host one in-person, hybrid, or virtual event with up to 100 attendees), and Airmeet (free for up to 50 attendees per event).

What type of events can I host with virtual career fair platforms?

With virtual career fair platforms, there's a variety of event formats to help employers and job seekers connect and interact. Here's a breakdown of the types of events you can host using these platforms:

• Webinars: Use webinars to showcase your company culture, values, and job opportunities. For instance, the New York Virtual Career Fair offers webinars where job seekers can learn about available jobs, company culture, and the importance of workplace diversity.
• University and college recruiting: These events connect companies with students and recent graduates while helping educational institutions bridge the gap between academia and the job market. Many colleges, like Penn State, organize both virtual and in-person career events for their students.
• Virtual internship fairs: Match companies with students seeking internship opportunities. Rutgers, for instance, hosts virtual career and internship fairs each fall.
• Networking and panel discussions: Host sessions and webinars to enable job seekers to interact with industry professionals and stay updated on job market trends. Organizations like Women in Tech frequently arrange networking events with tips to help women advance their careers in the tech industry.
• Onboarding and orientation: Use virtual career fair platforms to welcome and train new employees, particularly those working remotely.
• Open houses: Showcase your company's culture and values to attract candidates who resonate with your organization. Events like the New York Film Academy Online Open House allow attendees to learn about programs, admissions requirements, financial aid, and scholarships.‍
• Skill development workshops: Offer workshops and training sessions, such as interview prep, resume building, and tips to enhance job seekers’ chances of getting hired.

Virtual Career Fair Software Platforms: Last Words

You might have noticed that general event management systems often offer free plans, which can be tempting. But here's the thing: Virtual career fair platforms, designed specifically for hiring purposes, have unique features that you won't find in those general systems.

These features include talent matchmaking automation, where job seekers get matched with jobs that suit their skills, and integrations with HR tools for streamlined sourcing, assessments, and data transfer. So, if you're serious about recruiting, it's worth keeping that in mind.

One more handy tip for your virtual career fair platform search: don't be hesitant to ask vendors for a free trial, even if they don't advertise it openly on their websites. Some of them are willing to offer it if you just ask. After all, there's no better way to know if a tool is the perfect fit for you than to give it a test drive.