Invite and manage booths

Invite employers, review interest, manage booths, tags, featured placement, and booth QR codes.

Article 07Fair organizersReviewed 2026-08-12

Goal

Add employers to your fair by collecting applications (Booth interests form) or inviting employers directly. Then manage booth visibility using booth type, tags, featured booths, and booth QR codes.

When to use this

  • You want employers to apply to join your fair
  • You want to invite specific employers directly
  • You want to feature booths or categorize them for candidates

What you’ll need

  • Organizer access to the fair
  • A list of target employers (if sending invites)
  • Any questions you want employers to answer (if using the interest form)

Where booths live

  1. Open your fair.
  2. Click Booths in the left sidebar.

The Booths tab has two sections:

  • Fair booths — the organizations with booths at your fair. Invite and Print all are in this section’s header.
  • Booth interests — an employer application form and the responses submitted to it.
The Booths tab has two sections: Fair booths and Booth interests.

Option A: Collect applications using the Booth interests form

Use the Booth interests form when you want employers to apply first so you can review their details before they join the fair.

Step 1: Open Booth interests

Scroll to the Booth interests section in the Booths tab.

From its header you can:

  • Share the form with organizations
  • Edit form to customize the description and questions
  • Download CSV to export the responses you have received

Before anyone applies, the section shows Copy URL so you can grab the form link right away.

Use Booth interests to share the form, edit it, or download responses.

Step 2: Edit the Booth interests form

  1. Click Edit form. The Update booth interest form panel opens.
  2. Add a Description to explain what the fair is and what employers should expect — for example registration fees, or whether lunch and refreshments are provided. This is shown to anyone who views the form.
  3. Under Form questions, edit a question (pencil icon), drag to reorder, or add more.

The form already includes:

  • Primary contact first name
  • Primary contact last name
  • Primary contact email
  • Organization name

You can add additional questions such as:

  • How many roles are you hiring for?
  • What roles are you hiring for?
  • Link to your careers page
  • Locations you are hiring in

Your changes save automatically — look for the green Saved indicator. Click Close when you are done, or Import to bring in questions from another fair.

Edit the booth interest form description and questions.

Step 3: Share the form

Share the Booth interests form link with employers directly or post it publicly.

Tip: Use the Booth interests form when you want to screen employers before they appear as booths.

Step 4: Review and approve submissions

When an employer submits the form, a new entry appears under Booth interests showing the organization, who submitted it, and when.

  1. Click the View (eye) icon to review the submission.
  2. Click Accept (check) to add the employer as a booth, or Reject (X) to decline.
Review each submission, then accept or reject it.

Tip: Use the description field in the form to explain your review timeline and criteria (example: “We review applications within 2 business days.”).

Option B: Invite employers directly

Use Invite when you already know which employers you want to include.

  1. In the Fair booths header, click Invite.
  2. Enter the Primary contact email — the primary contact at the organization.
  3. Click Search users, then follow the prompts to send the invitation.

When an employer accepts the invite, they appear under Fair booths.

Invite an organization by entering the primary contact’s email.

Manage booths (Fair booths)

Add your booth or a placeholder booth

In Fair booths, you can toggle on:

  • Your booth — adds your own organization as a booth
  • Placeholder booth — shows a “More booths coming soon” placeholder

Use the placeholder while you are still recruiting employers.

Each booth in the list also shows how many participants have indicated interest in it.

Open booth settings

In the Fair booths list, use the booth settings (gear icon) to manage booth visibility and categorization.

Feature a booth, set booth type, and add tags

In Booth settings, you can:

Use Booth settings to feature a booth, set its type, add tags, and upload a booth logo.

Feature booth

Turn on Feature booth to highlight the booth at the top of the list, making it more visible to attendees.

Booth type

Set a booth as:

  • Hiring (actively recruiting)
  • Resource (information or support booth)

This helps attendees understand how to interact with the booth.

Tags

Tags are your own labels, on top of the booth type — use them so candidates can browse more easily (example: sponsors, industries, locations, “Co-op”, “New Grad”, “Skilled Trades”). Tags appear alongside the booth name and information.

  1. Click Create tag.
  2. Enter a Label and pick a Color.
  3. Click Create.

Once created, a tag can be assigned to any booth in the fair.

Create a tag with a label and colour, then assign it to any booth in the fair.

Optional — defaults to the organization’s logo. Recommended image ratio 1:1.

Click Save when finished. Delete booth removes the booth from your fair.

Booth QR code (in-person)

Each booth has its own QR code. Scanning it connects a participant to that specific booth.

  1. In the Fair booths list, click the booth QR icon.
  2. Choose:
    • Copy link
    • Download
    • Print

In the Fair booths header, click Print all to open a print view with QR codes for every booth in the fair. This is the fastest way to print signage for the full event.

Tip: Use Print all for event signage prep, and the single booth QR for quick replacements or last-minute additions.