Orchestrating a recruitment event is not an easy job and the main reasons that recruitment events fail can be the result of many factors. It could be related to staffing, a lack of structure in event management plans, or sometimes just timing. To help you get better results for your next recruitment event, we have gone through solid tips and easy steps that you can follow. Let’s get right to it.
What Is a Recruitment Event?
First thing first, let’s get a firm head start by understanding what a recruitment event is. Essentially, a recruitment event is a type of event that aims to attract and engage potential job candidates for a company. A recruitment event gives you a channel to showcase your culture, values, and opportunities. At the same time, you’ll get to assess the skills, fit, and interests of the candidates while expanding your talent during the process. A recruitment event can be a one-time or a recurring event, depending on your hiring needs and goals.
Building a Recruitment Event
1. Define your goals and target audience: Before you start planning your recruitment. Set up a clear idea of what you want to achieve and who you want to reach. Ask yourself questions like. “Do you want to fill a specific vacancy, build a talent pipeline, or increase your employer brand awareness? Who are your ideal candidates in terms of skills, experience, qualifications, and fit?”
2. Choose the type and format of your event: Depending on your goals and target audience, you need to decide what kind of recruitment event you want to organize and how you want to deliver it. For example, do you want to host a physical or a virtual event, or a hybrid of both? Do you want to have a one-way or a two-way communication, or a mix of both? Do you want to have a formal or an informal tone, or a balance of both?
3. Plan the logistics and budget of your event: Once you have decided on the type and format of your event, plan the practical aspects of your event, such as the date, time, duration, location, platform, agenda, speakers, moderators, facilitators, sponsors, partners, etc. At this step, also estimate the costs and revenues of your event, such as the venue, equipment, catering, marketing, registration, travel, and more.
4. Promote and market your event: To attract and register your target candidates for your event, it’s a good idea to promote your event through various channels like your website, social media, email, SMS, referrals, job boards, career portals, and so on. It’s important to use compelling and consistent messages. Don’t forget to highlight the value proposition, benefits, and expectations of your event. Also, monitor and measure the effectiveness of your marketing strategies and adjust them as needed.
5. Prepare and deliver your event: To ensure a positive and professional impression of your event, set up and deliver your event with care and attention. Confirm and communicate with all the stakeholders involved in your event, such as the speakers, moderators, facilitators, sponsors, partners, and candidates. It’s always good to test and troubleshoot the technical aspects of your event like the audio, video, chat, and interactive features. Last but not least, stick to the agenda and timings of your event. Get ready to handle any issues or questions that may arise during your event.
6. Follow up and evaluate your event: Follow up and evaluate your event with all the stakeholders involved in your event to maximize the outcomes and learnings of your event. Collect and analyze the feedback and data from the event, such as attendance, engagement, satisfaction, conversion, and retention rates. Don’t forget to express appreciation to the participants and contributors of your event. Also, identify issues that arose during the event and come up with a strategy to eliminate them in your future events.
8 Great Ideas for Recruitment Event
1. Open House
An open house is a casual and friendly way to introduce your company to potential candidates. You’ll get to walk them through your facility, introduce them to your employees, and showcase your culture. Set up booths or stations where attendees can interact with employees from different departments, learn about job opportunities, and ask questions. It’s also nice to offer food and drinks and have some fun activities or games to break the ice.
2. Expert Panel
Organizing an expert panel during a recruitment event brings together industry professionals and job seekers. These experts can discuss current trends, challenges, and opportunities in the field, providing valuable insights to attendees. An expert panel can help you demonstrate your thought leadership and credibility, and attract candidates who are interested in learning from you. Here’s a tip. Offer candidates an opportunity to interact with the panelists through Q&A sessions.
3. Job Fair
A job fair is a classic recruitment event that can reach out to a wide range of candidates in one place. A job fair can help you attract candidates who are actively looking for a job or a career change while increasing your visibility among a large and diverse talent pool. So, set up attractive booths, display your company’s logo, and offer swag as well as brochures and flyers about your company and the positions you're looking for. Also, make sure to have some representatives to talk to the visitors and collect their resumes.
4. Networking Event
Networking events are designed specifically to allow professionals to connect and build relationships in a relaxed and informal setting. You can host a networking event at a local bar, restaurant, or coworking space, and invite people who are relevant to your industry or niche. Since it's a casual atmosphere, provide some snacks and drinks to the attendees while setting up entertainment or games to break the ice and introduce everyone to each other.
5. Lunch & Learn Session
A lunch & learn session offers job seekers a chance to expand their knowledge while enjoying a meal. You can provide a catered lunch, a presentation, a workshop, a demo, or a case study on a topic or skill that is relevant and useful for your potential candidates. Also, encourage them to ask questions and share their feedback. This will showcase your expertise and can help attract motivated individuals who are seeking growth.
6. Training Session
Hosting a training session during a recruitment event serves multiple purposes. It allows you to train and educate potential candidates on the specific skills required for the available positions. At the same time, you can assess participants' suitability for those roles. So, invite them to join a training session that is relevant to the role or function you are hiring for, such as coding, sales, or design. Provide a trainer, a mentor, a coach, or a facilitator who can guide and support the candidates through the training session. Also, provide them with some feedback and guidance, and observe how they perform and collaborate.
7. Online Event
As technology continues to advance, hosting an online recruitment event can help reach a wider audience and attract candidates from different locations. Conduct webinars, virtual career fairs, or live-streaming sessions via platforms like Zoom, Skype, etc. Share your screen, slides, or documents, and interact with the attendees. Also, use various online platforms and social media channels to promote the event and provide opportunities for candidates to submit resumes or participate in virtual interviews. Keep in mind that an online event can be an effective and flexible way to connect with talent anywhere in the world.
A hackathon is an engaging event where programmers, developers, and tech-savvy individuals are gathered to collaborate on solving complex problems or creating innovative projects. Encourage participants to showcase their skills and problem-solving abilities by working on real-world or hypothetical challenges relevant to your company. This event not only identifies potential candidates but also promotes your company as an innovative and dynamic employer.
Encourage participants to showcase their skills and problem-solving abilities by working on real-world or hypothetical challenges relevant to your company. This event not only identifies potential candidates but also promotes your company as an innovative and dynamic employer.
How to Track Recruitment Event
Closely monitoring and analyzing your event's performance can give you valuable insights. You’ll understand how many candidates are interested and attending your event, how well they match your role and organization, how much time and money you spend on hiring them, and how you can improve your future events based on data and feedback.
Here’s how you can track your recruitment event:
- Interaction with your newsletter: One of the key metrics to track is the interaction with your email newsletter. Tools like Mailchimp or HubSpot can help you monitor the number of people who open, click, or reply to your newsletter promoting your event. You’ll have visibility on the level of interest and engagement from potential candidates. You’ll also be able to gauge the effectiveness of your email marketing strategy. You can even experiment with different versions of your email content and design to see which resonates best with your audience.
- The number of people signed up: Tools such as Eventbrite or Jotform can help you create and manage event registration forms and data. Also, leverage social media, blogs, podcasts, or webinars to drive traffic to your landing page and increase the number of sign-ups. Understanding the sign-up metrics can help you assess the effectiveness of your promotional efforts and refine your approach for future events.
- Number of people in attendance: Whether your event is conducted virtually or in person, tracking the actual number of attendees is always a must. Use tools like Zoom or Brazen to host and monitor online events seamlessly. For in-person events, consider implementing QR codes or check-in apps. These metrics reflect the overall success of your event promotion and communication efforts.
- Number of applicants who attended the event: Once your event is over, don't forget to measure the number of attendees who submit applications for your open roles. Look for tools that can help you manage candidate sourcing and tracking and link your event data with application data. This metric provides insights into the quality and fit of the candidates you attract and engage through your event.
- Number of successful hires that attended the event: The ultimate goal of any recruitment event is to make successful hires. So track the number of attendees who are hired and onboarded within a certain time frame after the event. This helps you can determine the return on investment (ROI) and evaluate the event's cost per hire.
Hosting a successful recruitment event calls for careful planning, attention to detail, and a focus on creating a positive and engaging experience for both job seekers and employers. By implementing the tips and strategies we have shared, you’ll be sure to have a successful recruitment event. Remember, a well-executed event can not only attract top talent but also boost your company's brand reputation and establish strong connections within the industry.