Estimated reading time: 5 minutes

Are volunteer fairs part of your recruitment strategy? They should be! Of course, fairs offer the opportunity to easily connect with dozens, even hundreds, of prospective volunteers. They also give you the opportunity to raise awareness about your organization’s work and connect with other like-minded organizations who might want to partner. But only if you’re prepared to make the most of them!

Before signing up for a fair, you’ll want to ask yourself a few questions:

• Are you currently recruiting for multiple volunteer roles?

• Does the fair’s location and audience (e.g., a youth fair held in Scarborough) line up with your recruitment needs?

• Do you have the capacity to screen or follow up with all the potential volunteers who apply directly/sign up for your mailing list at the fair?

• Are you or your colleagues willing to attend the entirety of the fair?

• Do you have sufficient (or a budget for) promotional materials?

If you answered yes to all the questions above, attending a volunteer fair or two sounds like a good fit for your organization!

Now comes the matter of what to pack for the fair. Feel free to use the checklist below:

q Tablecloth (ideally branded)

q Décor (could be related to your programming – e.g., an art gallery could bring prints)

q Pop-up banner (table-top or full size)

q Flyers, pamphlets, posters, business cards, and/or postcards which include your organization’s contact information

q Position descriptions (printed out or digital)

q Sign-up sheets (printed out or digital) and pens, if needed

q Branded giveaways (e.g., pens, buttons, magnets, fans, bookmarks, etc.)

q Candy (or other nut-free snacks) and bowls - make sure they're individually wrapped!

q Instruction signs (i.e., “Sign Up Here” or “Win a Prize”)

q Water and snacks for your representatives

q Laptops/tablets, charging cables, and an extension cord

q Portable Wi-Fi hotspot (if no Wi-Fi is provided at the fair)

q Tent/canopy and weights/sandbags (if outdoors)

q Portable folding chairs and table (if not provided)

Make sure to bring more giveaways than you think you’ll need! For example, if 300 people are expected at the fair, bring 600 postcards. That being said, make sure not to crowd the table – bring a suitcase full of supplies to keep under the table which you can use to replenish your booth throughout the fair.

Now that you know what to bring, let’s think about how best to engage with fair attendees. Follow the etiquette rules below for best results:

• Make sure to arrive on time! The majority of attendees will arrive at the start of the fair – don’t miss your chance to interact with them.

• Be ready to answer questions about your organization’s work and volunteer program. Have a 30-second elevator pitch prepared!

• Listen to attendees carefully – if you think that their skills and experience aren’t a good fit for your organization, don’t take up too much of their time.

• Avoid sitting down unless traffic is slow or you need to – in fact, it’s best to be out in front of your booth, drawing people in.

• Unless capturing content for social media, avoid using your phone too much in front of attendees.

• Attract attendees with a game and prizes or an interactive activity related to your volunteer program (e.g., Habitat for Humanity has been known to bring wood and nails for people to hammer in).

• Don’t feel the need to draw attendees away from fellow exhibitors by interrupting their conversations.

• If there’s a lull in attendee traffic, be sure to take some time to mingle with your fellow exhibitors. This is easier if there’s two of you staffing the booth.

• Don’t forget to bring business cards to hand out – you might make a fruitful connection with whom you can explore partnership.

• If you’ll be sharing a video or audio, make sure to keep the volume low or provide attendees with headphones.

• Try to eat before the fair starts, as it may be difficult to get away for breaks at a busy fair and you don’t want to risk getting your display messy by eating at your booth.

• Make sure to complete a feedback form, if offered one! This will help event organizers continually improve the fair-going experience.
  

There you have it! We hope these tips will prove helpful as you prepare to exhibit at your next volunteer fair.