Virtual hiring events have changed the way businesses find and hire people. Digital engagement is growing quickly.
In 2024, the UAE’s virtual events market alone made about USD 909.7 million. For instance, the ADGM Virtual Career Fair in Abu Dhabi in May 2024 brought together more than 40 companies and thousands of candidates. This led to more than 2,400 conversations between recruiters and candidates, half of which led to more interviews.
With all of this in mind, a virtual hiring event (also known as a “online conference” or “virtual conference” focused on recruiting) is a must-have strategy.
You can make sure your virtual event really “ticks all the boxes” for success by following best practices like setting goals, making content that people want to see, using technology that works well, and following up with data.
Hosting a Virtual Hiring Event
1. Set Clear Goals and Plan Ahead
Start by making a list of goals. Are you trying to improve your company’s image, get resumes for certain jobs, or do interviews on the spot?
Setting clear goals, like how many hires you want to make or how much brand awareness you want to raise, helps you make every choice.
Define your objectives, such as increasing brand awareness or driving applications. After you set your goals, pick an event type (like a multi-session conference, panel discussion, live Q&A, or virtual job fair) and the platform that works best for those needs.
Early on, figure out who you want to invite-make sure to send invitations to the right people, like recent graduates or people in certain tech roles, so you can reach your attendance goals.
- Make goals: Choose whether the event is for branding, getting leads, or hiring people directly.
- Select a format: Choose the types of sessions you want, like company overviews, career workshops, “Ask Me Anything” panels, and so on.
- Select technology: Make sure that your virtual venue, whether it’s Zoom, WebEx, or a dedicated event platform like VRE, can handle webinars, breakout rooms, chat, and file sharing.
- Schedule logistics: Plan the logistics of the schedule. Set up the agenda, assign hosts and co-hosts, and speakers. If you want to shake hands, make sure to choose co-hosts who can start and run sessions.
A written plan or list will help your team stay on track. The most important thing is that everything—content, tools, timing—fits with your goals and the people you want to hire.
2. Choose the Right Platform and Tech Setup
The platform you choose will have a big effect on how attendees feel. Find a virtual hiring event solution that has strong networking and customization options.
Many modern platforms, like Virtual Real Event, have features like virtual lounges, expo booths, and 3D meeting spaces that make your hiring fair more interactive. They also offer “comprehensive post-event analytics” and a lot of options for customization to fit your brand.
You can monitor engagement, session attendance, and registrations with these analytics dashboards-information that is essential for calculating return on investment.
Practice on the platform before the event day. Have your team sign in early (Handshake says 20 minutes before the start) to check the audio, video, and internet connection.
Make sure to set up any virtual “rooms” or schedules ahead of time. For example, make separate video meeting links or chat channels for networking, panels, and interviews. Make sure your hardware and internet connection can handle video calls. Sometimes, having a small demo or tech check with co-workers can help find problems early on.
3. Promote Your Virtual Hiring Event Effectively
If no one shows up, even the best-planned event will fail. Get the word out about your virtual hiring event through every means possible.
Share the event on social media sites like LinkedIn, Facebook, and Instagram, put information about it on your company’s website, and send email invitations to the right people.
Talk about what makes your virtual hiring event unique, like guest speakers, on-the-spot interviews, or career workshops, to get job seekers interested.
- Share it on social media and professional networks like LinkedIn and job groups in your area.
- Email your database with a subject line that catches their eye and clear instructions on how to sign up.
- Get the word out about your event by working with universities, industry groups, or job boards.
- Send reminders every so often as the date gets closer.
Use tools to split your audience into smaller groups. If you want about 50 people to come, for instance, you should ask for 80 to 100 RSVPs to make up for the people who don’t come.
People can become more aware with branded banners, countdowns, or short videos that are fun to watch. Online events that are well-publicized often get more people to show up and talk about them, just like popular in-person conferences.
4. Design an Engaging Agenda and Content
Think of your hiring event as a small online conference. To keep candidates interested, add fun, educational, and interactive parts to the mix. For instance:
- Company and Culture Presentations: Have short talks or videos about what it’s like to work for your company. Share stories of success or what a day in the life is like.
- Expert Panels and Q&A Sessions: Candidates can ask questions in real time during panel interviews with department heads or alumni. An AMA (Ask Me Anything) format can help people understand the company’s values and the hiring process.
- Interactive Workshops: Give short demonstrations of skills or advice on how to do well in an interview. A quick coding puzzle or product demo can show off your company’s culture if you work in tech.
- Virtual “Booths” or Lounges: Set up separate rooms or expo areas where candidates can talk to recruiters one-on-one. Virtual Real Event and other sites have networking lounges where people can meet and talk in a relaxed setting.
- Gamified Activities: Add some fun with scavenger hunts or competitions on a leaderboard. For example, you could earn points by going to sessions or answering trivia questions. To reward people who are actively involved, “gamify your event with scavenger hunts or leaderboards,” as best-practice guides suggest. Puzzle rooms and themed quests are examples of virtual team-building activities that can make your hiring fair more fun and help candidates and recruiters get to know each other better.
A good agenda has a mix of content and interaction. Begin with a warm welcome, then switch between speaker segments and Q&A/chat. Encourage people to use polls and chat during talks to make them feel real. To match people’s attention spans online, keep each session short (20 to 30 minutes).
Virtual Real Event’s research shows that live polls, AR/VR spaces, and virtual handouts are all great ways to get people interested in your event. In short, plan each session like a mini-conference track, with slides or video and a moderator.
5. Prepare Your Team and Materials
- Teach your staff and speakers. Make sure everyone knows what their job is and how to use the technology. Take a quick look at how to join calls, share screens, and mute and unmute. Handshake says that only certain co-hosts can start sessions, so make sure these people are ready to go. Give speakers advice on how to speak clearly, keep backgrounds professional, and have any slides or videos ready to go.
- Load information ahead of time. Make sure the platform has job descriptions, links to apply, and contact information for recruiters. Many event platforms let you upload documents or make profiles for job openings. If you can, ask people to send in their CVs ahead of time.
- Backup for technical issues. Give someone the job of fixing tech problems right away. If a video tool doesn’t work, have a backup plan ready, like phone conferencing. Give people simple instructions on how to log in, and offer help by email or chat if they have trouble. The more smoothly the tech works, the more professional the event will seem.
6. Run the Virtual Hiring Event Smoothly
On the big day, have hosts and moderators log in early to finish setting up. Check the sound and video about 20 minutes before the event starts.
Start with a short introduction where you tell people how to ask questions, use chat, or join breakouts. If you have a networking lounge or expo hall, tell people when they can use it.
Get the people who are watching your presentations to participate. Share your screen to show your company’s slides or videos. You can ask questions in chat or with a live mic. Use your platform’s analytics to keep track of things like poll results and chat activity. Have someone in the background answer technical questions.
Be sure to talk clearly. A steady camera angle, good lighting, and clear sound can all make a big difference. To keep the video from lagging, speak a little more slowly than normal and stop often so that candidates can join in.
Experts say that blurry feeds and delays can make virtual interviews feel awkward, so make sure that everyone has a working setup. Keep it light.
Have unscripted conversations. Tell the speakers to smile and nod like they would in real life. Everyone will feel like the experience is more real.
If you have small group or interview breakout sessions, be sure to say when they start and end. Set timers or alarms to keep sessions on track. Consider giving candidates a short break every hour so they can stretch.
A short coffee break of just five minutes can help them stay awake during a long virtual hiring event. Use features like participant lists, direct video calling, or a “matchmaking” tool if you have one to help recruiters and candidates find each other.
7. Follow Up and Measure Success
When the screen goes dark, a virtual hiring event isn’t over. Following up is very important. Within a day, email everyone who came (both attendees and registrants) to thank them.
Include links to apply for open positions, contact information for questions, and maybe recordings of any sessions
Collect information. Check the reports on your platform to see how many people joined each session, who asked questions, and how long they stayed. Keep an eye on downstream metrics, like how many applications or interviews came from the event.
You can tell what worked by comparing these to your goals. Share these insights with management to show them the return on investment.
Lastly, ask for feedback. A short survey after the event can show what candidates liked or didn’t understand, which can help make things better.
Virtual Real Event says that organizers should “keep networking” and use data from after the event. Connect on LinkedIn or hold a follow-up webinar to keep the conversation going. By doing this, you turn a single virtual fair into an ongoing relationship with talent.
Conclusion: Hosting a Virtual Hiring Event
Virtual hiring events are a proven way to quickly find a wide range of qualified candidates in the tech-savvy job market today. You can make an experience that feels both professional and personal if you plan ahead and use the right tools.
Make sure your goals are clear, choose a good virtual platform, and plan activities that get people involved, such as live Q&As and games that build teams.
Before the event, check the tech, be honest during it, and be careful when you follow up. If you combine business goals with some creativity, like 3D expo booths or virtual reality tours, your virtual event will definitely meet all of your needs.
One guide says that the best online job fairs and conferences use platforms that combine analytics, immersive technology, and interactivity. If you use these tips, your next virtual hiring event will be just as good at finding great candidates as a real-life conference.
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