Exhibitor Handbook

Introduction

Congratulations on your decision to attend a virtual event powered by Prosple!

Prosple is an early careers and education company that exists to help students get the best possible start to their career.

One of the ways we help students is through the virtual career and study events we power, either through our own brands like GradAustralia, or through our partners.

This handbook is designed to consolidate information and tips for exhibitors at one of our events.

Contents

Types of events

Super Career Fairs

Super Career Fairs are a new initiative Prosple is launching in 2021 to help students, employers and education organisations connect and interact virtually through a series of themed events.

We’ve worked closely with universities, polytechnics, industry bodies, student societies and employers to come up with a series of Super Fair events that match the needs of students.

 You can find out about our upcoming Super Fairs here.

Each Super Fair will be co-hosted by a number of partners (universities, polytechnics, industry bodies and student societies) and delivered to students simultaneously via each partner’s Career Directory.

Prosple will also promote and co-host the fairs through their own brands, like GradAustralia or GradNewZealand.

Fairs are completely free to students and co-hosts. Prosple will invite employers who already work with them, and each co-host can invite further employers and exhibitors to their instance.

By working together, we can use employer time wisely to deliver a series of unparalleled virtual career fair events for students nation-wide

University and partner run events

In addition to our own events, we also provide white-label virtual event services to universities, polytechnics, industry bodies and student societies.

For these events, you may be invited by the partner, but the support and infrastructure will be provided by Prosple.

Allocation of responsibilities

There are four main groups involved in the successful running of a virtual event. To help you understand your role and who is responsible for what, please read the below table for a high level overview of who is responsible for what.

Who Responsible for
Co-hosting universities and partners
  • Promoting your instance of each Super Fair to your students.
  • Inviting employers to your instance for each Super Fair
  • Optional: Consulting with employers on how to engage effectively with students.
Employers
  • Submitting an agenda
  • Attending each Super Fair and engaging with students
  • Optional: Participating in a focus session
Students
  • Researching exhibiting employers prior to each fair
  • Attending each fair, meeting employers and asking questions
Prosple
  • Central point of contact for co-hosts and exhibitors
  • Delivering the technology to run the fairs
  • Managing content for employers
  • Technical support for co-hosts and exhibitors
  • Comprehensive reporting for co-hosts and exhibitors

How does it work?

Our platform is highly customisable, allowing us to support many different formats of virtual events. There are several core elements, however, and this section describes briefly how they work.

Platform

All virtual events that we power are run on one or more of our Career Directory platforms. This includes sites like GradAustralia.com.au and GradNewZealand.nz, as well as 150+ other sites we run on behalf of our partners. You can see the full Prosple Network here.

Navigation and user experience

Students will be informed about your virtual event through a multi-channel marketing campaign. For most fairs, this includes a main menu link and homepage banner on the site hosting the event.

A link to this page for a live example is here.

virtual-fairs

Student registration

When students click on either the main menu link, the homepage banner or one of the links in a marketing campaign, they’ll be prompted to register for the event.

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After registering, students will be redirected to the Super Fair Hub, where they can begin reviewing events and shortlisting the exhibitors they plan to visit.

Students will also receive an email confirming their registration, supplying them with further details about the event, as well as an option to save the fair to their calendar.

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By gathering student registration details, we’re able to keep students updated about each fair as we get closer to their live date.

If you’d like to preview the event, simply register yourself!

The Virtual Fair Hub

Once students have registered, they’ll arrive in the Virtual Fair Hub for that event.

Each virtual event is configured differently according to what the organisers are trying to achieve. You can see an example here: https://gradaustralia.com.au/bcsf-2021

Here they’ll be able to watch instructional videos,  review the agenda and read up on exhibitors.

We encourage students to explore the Virtual Event Hub prior to the live event, so they can research exhibitors and come prepared with questions to ask on the day of the event.

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We encourage students to explore the Virtual Event Hub prior to the live event, so they can research exhibitors and come prepared with questions to ask on the day of the event.

When the fair is live, students can join a unique video room for each exhibitor by clicking on the “Join video booth” button.

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Each video room is attended by one or more employer representatives and up to 100 students.

For some events, employers will have the option to conduct Speed Interviews. If an employer has opted in for this, students will be able to book a time with an employer on a first come first served basis.

Virtual event format

The format of each event we support can be slightly different.

Our 2021 Super Fairs will run between 2:00pm and 4:00pm AEST/AEDT, and be split into two parts: Focus Sessions and Exhibitor Sessions.

Focus Sessions (first 30 minutes)

Rather than having employer booths open for the entire fair, each Super Fair will begin with several concurrent Focus Sessions. The typical format of these sessions will be a Q&A panel consisting of recruiters from top employers within a particular sector (although other formats are possible).

For example, the Focus Sessions for the Business & Consulting Super Fair will be:

  • Accounting & Advisory Panel
  • Trading & Investment Banking Panel
  • Banking & Financial Services Panel
  • Management Consulting Panel
  • Industry & In-house Panel

Exhibitor Sessions (remaining 1.5 hours)

For the remainder of the fair, students are free to join any exhibitor booth. The time will be broken into three half hour blocks, where exhibitors may present on a particular topic, run speed interviews, or simply be open for questions from students.

Here’s an example agenda:

First 30 minutes Next 30 minutes Final 30 minutes
Accenture
Presentation: Internship program overview
Presentation: Graduate program overview
Ask us anything!
Amazon
Presentation: Why should I start a career in technology?
Ask us anything!
Ask us anything!
......
Zuper
Presentation: Who is Zuper?
Speed Interviews
Speed Interviews

Submitting your organisation profile

One of the great things about joining a Prosple fair is that you can reuse your organisation profile and let students view it before, during and after the event.

If you’ve worked with Prosple or a partner of ours before, your organisation may already have a profile. If this is the case, then you don’t need to submit anything more to join this fair. If you’re unsure, simply send a question to [email protected]

If you need to create a new profile, you can do so here: http://prosple.gradaustralia-employer.alchemer.com/s3/

Submitting an agenda

Submitting an agenda is not compulsory, but highly recommended. It will increase the popularity of your booth if students know what you’re intending to discuss and can plan their afternoon around it.

If you’re a well known employer, we’d recommend delivering an inspiring presentation to students about what working at your organisation looks like. You can think of it like a mini TED talk. Show students what’s possible by making their first career steps with you.

If your employer brand is not well known and you struggle to have meaningful interactions during virtual fairs, you may wish to use Speed Interviews instead.

In the lead up to your event, an agenda submission link will be shared with you where you can enter what you plan to run through during the event.

If you’re attending a Super Fair, you can submit your agenda now here.

Speed Interviews

What are Speed Interviews?

Speed interviews allow you to have a series of one-on-one interviews with students during the fair.

How do they work?

If you decide to run speed interviews a button will appear on your employer badge in the lead up to the virtual fair inviting students to Book an interview. When students click this, they’ll be able to pick a time for an interview with you during the fair.

Speed interviews are usually 7 minutes long, with 3 scheduled during every half hour block (allowing you 3 minutes to breathe between each!).

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From your side it’s easy. You simply join your employer video booth as normal, however instead of hosting a room of students, you will have an individual student show up every 10 minutes.

How do I set them up?

If you’d like to run speed interviews, simply select it for any or all of your blocks in the Submit Agenda form.

On the day of the fair, you’ll be sent an email with the names and details of the candidates  that have signed up for speed interviews with you.

Promote your attendance!

To help your booth get even more visitation during the fair, we encourage you to promote your attendance through your own student channels.

We’ll share social media tiles with you in the lead up to your event to help you easily get the word out.

If you’re attending a Super Fair, you can download and use any of our Super Fair design assets here.

Joining the fair

To join your booth at one of our events, all you need to do is initiate a Zoom meeting assigned to your organisation.

Basic setup

  1. Download “Zoom Client for Meetings” (https://zoom.us/download)
  2. You will be sent a unique video room host link and Zoom login details a few days before
    the fair. When you receive this, please test you can:
      • Log into zoom.us using the login details provided
      • Initiate your meeting using the unique video room host link
  3. Once you’re in the video room, please also test:
      • Your video and microphone are working
      • Your colleagues can join via the participant link and you can assign them as co-hosts or hosts
      • You can create a custom background
      • You can share your screen
      • You can access the chat function
      • You can change your name (Participants > Prosple Booth X > More > Rename)
  4.  On the day of the fair, please be ready in your video booth 30 minutes before the fair to make sure everything is working. An event representative might join you in the room beforehand just to check you’re under control.

You’ll receive an email in the week prior to the event sharing the details of how to join your video booth. Make sure to read it and follow the instructions provided!

Exhibitor presentation tips

  • Make sure your video is on – students want to get to know you, so make it personal for them
  • Set up a virtual background for each of your booth attendants
      • This clearly signals to students who are the exhibitor representatives
      • Instructions on how to do this are here
  • Keep your screen sharing on and showing an agenda slide throughout the session
      • This allows students arriving in the room to know what is being discussed
  • Change your name in Zoom to “Your Company | Your Name”.
      • You can do this by clicking: Participants > Prosple Booth X > More > Rename

Sample slide with agenda overview:

Prosple Virtual Career Fairs _ Exhibitor Handbook-20

If you have questions that are not answered in this document, you can email [email protected] anytime and someone from our team will get back to you.