Update the roles dropdown
Open the "Role sought" field and replace the placeholder options with the roles your hiring partners are recruiting for. If recruiters are looking for fifteen different roles, split into a primary role + sub-role pair.
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Job Fair Sign-Up Sheet
Running a campus career fair, an industry hiring event, or a virtual job fair? This template puts every attendee's name, email, company, role sought, and resume into one form, so recruiters walk away with a clean follow-up list instead of a stack of business cards. It works for in-person check-in at the booth and for pre-event registration on the event page. Job seekers fill it in once and upload a resume. Recruiters fill it in once and flag the roles they're hiring for. Organisers see every signup in one dashboard, filter by company or role, and email the right person the moment booths open. Share the form as a QR code on the welcome banner for walk-in check-in, embed it on the event landing page for pre-registration, or send it over email to last year's attendee list.
Sign Up Sheets
About this template
A job fair sign in sheet is the one form a career services team, an HR organiser, or a recruiter uses to log every person who walks through the door. It captures attendee name, email, phone, current company, role sought, resume, and a note field in one submission. Career services teams use it to track student turnout. Recruiters use it to build a follow-up list before they leave the venue.
Managing job fair registrations can be chaotic. Our Job Fair Sign-Up Sheet Template simplifies the process by collecting job seekers' details, resume submissions, and areas of interest. All submissions are stored in the results tab, providing a clear overview. Need a printed attendee list? Export submissions as a PDF for easy access.
Career fair sign in sheets sit at the booth or the welcome desk. Job fair registration forms sit on the event landing page before doors open. This template covers both. Drop the resume upload field for a quick door check-in. Keep it on for pre-event registration when candidates have time to attach the file.
Use it for campus career fairs, industry hiring events, walk-in recruiting days, virtual job fairs, alumni networking nights, and internal mobility fairs. Customise in a drag-and-drop builder, then ship the link or the QR code.
Stay informed with email notifications whenever someone registers, ensuring no one is overlooked. Use form analytics to track sign-up trends and see which job sectors attract the most interest. If space is limited, use the form submission limiter to close registrations when slots are full.
This template is fully customizable—add fields for industry preferences, resume uploads, or interview scheduling. You can also embed it on your website for easy access. Start organizing your job fair today!
How to customize this template
The template ships event-agnostic on purpose. Three changes get it ready for your event in under five minutes.
2Toggle resume upload on or off
Leave it on for pre-event registration so candidates attach files ahead of time. Turn it off for in-booth check-in to keep the form a 30-second fill. Add it back after the event with a follow-up email asking attendees to upload.
3Connect notifications and exports
Pipe new signups to Slack or email, auto-sync to Google Sheets for the organiser dashboard, or push to HubSpot so recruiters see attendees as new contacts the same day.
For recurring fairs, duplicate the form per event so historical signups stay clean. Most career services teams run one form per fair and one master CRM behind it.
When to use this template
Six job-fair formats this template handles out of the box. Drop the resume field for door check-in, keep it on for pre-event registration, and swap a couple of options to fit your event.
🏫
Campus career fair
Universities use it for student check-in at the welcome desk. Pair with a QR code on the entrance banner so students scan and submit in 30 seconds.
🏢
Industry hiring event
Large hiring events (tech, healthcare, finance) use it as the day-of attendance sheet. Filter the submissions by role sought to hand recruiters their shortlist before doors close.
💻
Virtual job fair
Embed the form on the event landing page for pre-registration. Collect resumes ahead of time so recruiters review profiles before the live sessions start.
👤
Walk-in recruiting day
Smaller in-person events at a single company's office. Skip the role-sought field and add a "preferred interview slot" dropdown.
🎓
Alumni networking night
Career services teams collect attendee data plus an "open to mentoring" toggle. Use the same form for the next event by duplicating it.
💼
Internal job fair
HR teams use it for internal mobility events. Replace company with current department, role sought with target team, and add a "manager aware" checkbox.
What this sheet captures
Every field included in the template, what it asks, and why recruiters and organisers actually use it. Drop any you do not need; the rest work on the free tier.
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Attendee name and contact Short text + email + phone
First name, last name, email, mobile. Email is the recruiter's follow-up handle, never skip it.
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Company or school Short text
Current employer for working professionals, university and graduation year for students.
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Role sought Single select
Dropdown with the roles your event is hiring for (Engineering, Product, Design, Sales, Operations, Internship). Lets recruiters filter to their target list in one click.
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Resume upload File upload
PDF up to 100MB on Free, 1GB on Personal, 50GB on Business. Recruiters download a zipped folder of resumes after the event.
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Years of experience Dropdown
Quick dropdown (0-1, 2-4, 5-9, 10+) so recruiters pre-segment senior vs entry-level.
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Booths visited or recruiter contacted Multi-select
Multi-select so attendees flag which companies they spoke to. Useful for follow-up tracking.
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Permission to share with recruiters Checkbox
Single checkbox to satisfy GDPR and CCPA before forwarding resumes to hiring partners.
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Notes Long text
Open text for "looking for remote only" or "available to start in August."
Job fair sign in sheet FAQs
Career services and HR organiser questions about fields, resume collection, QR check-in, follow-up workflows, and exporting the printable attendee list.
What is a career fair sign in sheet template?
A career fair sign in sheet template is a pre-built online form for tracking everyone who attends a career fair. It captures attendee name, email, phone, company or school, role sought, and resume in one submission. Career services teams and HR organisers use it to log turnout at the welcome desk and hand recruiters a clean follow-up list at the end of the event. This template covers both in-person check-in and pre-event registration.
What fields should a job fair signup sheet include?
At minimum, capture name, email, phone, company or school, role sought, and a notes field. For pre-event registration, add resume upload (PDF, up to 100MB on Free, 1GB on Personal, 50GB on Business), years of experience, and a permission-to-share checkbox for GDPR and CCPA. For in-booth check-in, drop the resume field to keep the form a 30-second fill and add it back later with a follow-up email.
How do I collect resumes at a career fair?
Add a File Upload field to the form and set allowed types to PDF and DOCX. Candidates upload from phone or laptop in under a minute. Every submission stores the resume in the dashboard, and recruiters can download the full set as a zipped folder after the event. Files are encrypted at rest, and Formester does not use customer data for training or marketing.
How do I follow up with attendees after a hiring event?
Every signup lands in your Formester dashboard the moment it submits. Filter by role sought or company to segment the list, export to CSV for your CRM, or pipe straight to HubSpot so attendees become new contacts the same day. Use email notifications to auto-send recruiters their booth's attendee list before they leave the venue.
Can I use a QR code for in-person job fair check-in?
Yes. Share the form as a QR code printed on the entrance banner, on welcome-desk signage, or on each recruiter's booth card. Attendees scan with their phone camera and submit in under a minute, no app install needed. The QR is downloadable as JPEG, SVG, or PNG and customisable to match the event's brand colours.
Can I export the attendee list as a printable sheet?
Yes. Export submissions as a PDF from the dashboard for a printable attendee list that the registration desk can keep on hand. Career services teams print it for the post-event debrief. The PDF preserves field order and is editable, so the team can annotate notes against each attendee row.
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