Create a fair (Organizers)
Create an in-person or virtual fair, then set up its public page: description, contact details, branding, sponsors, and the fair QR code.
Goal
Create a new fair in Withe and set the basics so you can start accepting registrations and inviting employers.
When to use this
- You are organizing a new in-person or virtual fair
- You want a landing page and registration link for participants
- You want to use time slots to manage arrival flow
What you’ll need
- An organizer account on Withe
- Fair tokens available on your account (required to create a fair)
- Your fair details (name, location if in-person, date/time, and time zone)
To get fair tokens, please contact our team at hello@withe.co or book a demo.
Step 1: Create a new fair
- Go to fairs.withe.co and sign in.
- In the top-right corner, click Create.
- Select Create fair.
Step 2: Enter fair basics
A “Create fair” panel opens. Fill in the required details:
Fair type
Choose In-person or Virtual.
Fair name
Enter the name of your event. This is a public facing name that appears on the fair landing page and invitations.
Location (in-person only)
Start typing to search and select the venue or city.
Fair time and time zone
Select the date, start time, end time, and time zone.
Step 3: Optional settings
Time slot length (optional)
Time slots help spread attendance across the event so not everyone arrives at once.
- If you select a time slot length, Withe breaks the fair into time slots.
- Participants will choose a time slot during registration.
Use time slots when:
- You want to reduce congestion at check-in
- You have limited space or staffing
- You want a steady flow throughout the event
If you do not want time slots, set Time slot length to No time slots.
Max participants (optional)
Max participants controls how many people can register.
- If there are no time slots, this is the total number of registrations allowed.
- If time slots are enabled, this is the maximum number of registrants per time slot.
If you do not want a limit on participants, keep Max participants empty so it says No limit.
You can also close registration yourself at any time, whether or not you set a limit — see 9. Manage registrations.
Tip: If your venue has a capacity limit, turn on time slots and set max participants to your capacity. Withe will cap registrations per slot to prevent crowding and long waits.
Step 4: Create the fair
- Review your details.
- Click Create fair.
You can change these details later — see Edit core fair details later.
After you create the fair (Overview tab)
After your fair is created, Withe opens your fair’s Overview page. This is where you add the public details, branding, and access the public link for the event.
Everything on this page saves automatically — look for the green Saved indicator. You can return to the Overview tab any time to update these details.
Add your fair details
Fair description (public)
Add a Description under Fair information.
This is shown to anyone who visits the fair page.
Instructions for participants (registered only)
Add Instructions for participants.
This is shown only to participants who successfully registered.
Use this for:
- check-in instructions
- what to bring
- arrival time guidance
- virtual access notes (if applicable)
Add contact details and social links (public)
Add a Contact email — the primary email participants should contact for support.
Add Social links so visitors can learn more about the organization hosting the fair. Enter just your username or handle next to each platform (Facebook, Instagram, X, YouTube, TikTok, LinkedIn), plus your website URL.
Use this section for:
- a monitored support inbox for fair questions
- your website and social profiles for credibility and follow-up
Add branding to customize your Fair (logo and banner)
Fair logo
Your organization logo is added automatically, but you can click Upload custom logo to use a different one for this fair.
- Recommended size: 1:1
Fair banner
Upload a banner image for your fair landing page.
- Recommended size: 4:1 (e.g. 1584×396px)
- File type: PNG
Add fair sponsors (optional)
If you have any Fair sponsors you would like to add to the page, click Create to add sponsors that appear on your fair landing page.
You can add:
- sponsor name
- sponsor URL
- a sponsor logo
- Recommended size: 1:1
- File type: PNG
Share your fair link or view it as a Candidate
Use Share to copy your fair URL or share it through common channels.
- In the top-right corner of the fair, click Share.
- Click Copy to copy the Fair URL, or select a sharing option.
Use the fair QR code
Use the Fair QR code for posters, signage, and day-of check-in. Scanning the code takes participants to the fair page.
- In the top-right corner of the fair, click Fair QR code.
- Choose one option:
- Copy link
- Download
Edit core fair details later
The Overview tab covers your fair’s public details. To change the core details you set when you created the fair — name, location, date and time, time slot length, and max participants — use the fair menu:
- Open the fair.
- Click Menu in the top-right corner.
- Click Edit fair.
- Update the details and save.
Troubleshooting
I do not see “Create fair”
- Make sure you are signed in at fairs.withe.co
- Confirm you have organizer access for the organization
I cannot create a fair because I do not have tokens
The create panel shows your remaining tokens. If you have none available, contact your Withe admin or email hello@withe.co.
Registrants are not being asked to pick a time slot
- Confirm Time slot length is not set to No time slots
- Open the fair landing page and start a test registration to confirm time slot selection appears
Max participants is not behaving as expected
- With No time slots, max participants is the total registration limit
- With time slots enabled, max participants is the limit per time slot