Career Fair Email Templates: What to Send Before and After the Event

For career fair organizers, the employers in the room decide whether a fair is worth attending, and email is how organizers prepare employers and bring them back the following year. The emails before the fair make sure each booth arrives prepared, with the right people and the roles they're hiring for. The emails after it hand employers their results, ask for feedback, and set up the hiring numbers a funder will want to see.

Employers who get value come back. In NACE's 2025 Internship & Co-op Survey, more than two-thirds of employers rated in-person career fairs as effective for recruiting interns (NACE). Withe's guide also flags one of the most underappreciated problems in career fair planning: the person who commits isn't always the person who shows up. Every pre-event email should work for someone reading it for the first time on the morning of the fair.

Use these career fair email templates in the order you send them. Copy each one, fill in the brackets, and cut anything that doesn't fit your fair. They draw on Withe's Career Fairs That Make an Impact guide.

Which emails should organizers send to employers, and when?

Organizers need seven emails for each employer: five before the fair, a thank-you with booth results within 24 hours after it, and a next-steps email about a week later. Each one has a single job, and the timing matters as much as the wording. The sequence starts with booth outreach, 10 weeks or more before the fair, and the rest pick up once an employer has committed.

Employer email schedule for career fair organizers

Email	When to send	Its job
Booth outreach	10 weeks or more before the fair	Introduces the fair, the candidates expected, and booth options, and invites the employer to sign up
Booth confirmation	As soon as the employer commits	Confirms the booth, sets deadlines, and asks for the roles they're hiring for
Employer briefing	2 to 3 weeks before the fair	Covers the candidate audience, booth setup, QR codes, and what to bring
Final reminder	1 week before the fair	Arrival time, parking, load-in, and the day-of contact
Day-of note	The morning of the fair	Check-in, booth location, and who to call
Thank-you with booth results	Within 24 hours after the fair	Shares the prospect list and asks for feedback
Next steps	About 1 week after the fair	Prompts candidate follow-up, sets up the hiring question, and invites them back

The booth outreach email comes first, 10 weeks or more before the fair, while employers' recruiting calendars are still open. We recommend starting with past participants and existing relationships, with a personal invitation that covers the fair details, a profile of the candidates expected, booth options and pricing, and what taking part involves. Past participants should also hear the results from their last fair, since those numbers make the strongest case for coming back. A strong early lineup then helps recruit the rest of the room, because employers want to see who else is coming.

In Withe, an employer's contact gets an automatic email when their booth is created, and organizers can send the rest to every booth as an email blast from the fair dashboard, with {{first_name}} in place of [First name] (email registrants and booths).

What should the booth confirmation email say?

The booth confirmation goes out as soon as an employer commits. Withe's guide advises onboarding employers proactively, so the confirmation should cover deadlines, booth profile setup, what the booth package includes, and what comes next. Ask for the specific roles they're hiring for here, because roles listed on the event page give candidates a reason to register.

In Withe, employers edit their booth profile and assign jobs to their booth with direct links to apply, so the roles show up on the event page.

What should the employer briefing include?

The employer briefing goes out 2 to 3 weeks before the fair and tells employers what to expect: who is coming, how the booth works, the schedule, and what to bring. Write it for whoever ends up staffing the booth, and ask the contact to forward it, since that may be someone who wasn't part of any earlier conversation. The briefing is also the moment to recruit employers as promoters. We recommend asking employers to name the roles they're hiring for in their posts, since that draws far more interest than a general invitation to visit the booth.

Withe emails every booth from one dashboard and prints booth QR codes for the whole fair in one click.

Book a demo

What should the final reminder cover?

The final reminder goes out 1 week before the fair and covers the logistics of getting in the door: arrival time, parking, load-in, and a day-of contact. We recommend asking employers to arrive about an hour before doors open, which gives every booth time to set up before the opening rush.

What should the day-of email to employers say?

The day-of email is a short note sent the morning of the fair, written so a last-minute substitute can get up to speed from the email alone. We would suggest reminding employers to keep capturing connections throughout the day, since a connection logged in the moment carries the context a recruiter needs to follow up.

What should the post-fair thank-you to employers include?

The thank-you goes out within 24 hours and leads with booth results. Sharing results gives employers immediate value, because their follow-up list is ready without any manual work, and it shows the fair produces measurable outcomes, which is the argument for coming back. Keep the feedback form to 5 questions or fewer. A good response rate for conferences and corporate events sits between 10% and 20%, according to a 2021 benchmark (Explori), so every question has to earn its place. The employer feedback form template covers what to ask.

In Withe, each employer's booth report and prospect list are ready in their account as soon as the fair ends, and the booth feedback form goes out automatically 1 hour after closing.

What should the next-steps email to employers include?

The next-steps email goes out about a week after the fair, while candidates are still waiting to hear back. In Greenhouse's 2022 Candidate Experience Report, 58% of job seekers said they expect to hear back in a week or less (UNLEASH), so a nudge to follow up helps employers and candidates alike. The same email sets up the question organizers need answered for the funder report, how many candidates employers interviewed or hired, and invites employers who had a strong day to come back and refer others. Employers who want more on the follow-up itself can read career fair follow-up for recruiters.

Conclusion

These emails carry each employer from invitation to results. The outreach email brings employers in, the next four make sure every booth arrives prepared, whoever ends up staffing it, and the last two hand employers their results, collect the hiring numbers for the funder report, and bring the strongest employers back. Save the templates after the first fair and every fair after that starts with its employer emails already written.

Withe emails every booth from the fair dashboard, prints booth QR codes in one click, and has booth results ready for employers as soon as the fair ends. Book a demo.

More resources for career fair organizers:

• Career Fair Registration and Feedback Form Questions: What to Ask
• Outcome Metrics: How Do I Measure Career Fair Success and Report It to Funders?
• How to host a successful career fair: 5 best practices