Club Fair Guide

How to register for, prepare for, and participate in virtual and in-person club fairs

Club fairs are key recruitment opportunities for student organizations at Penn. Penn Clubs provides a centralized platform for clubs to register for fairs, set up virtual booths, and connect with prospective members. This guide covers everything you need to know about participating in club fairs.

Types of Club Fairs

Penn typically hosts several types of club fairs throughout the year:

• Fall Activities Fair: Major fair at the start of fall semester
• Spring Activities Fair: Recruitment fair at the start of spring semester
• Virtual Fairs: Online events where clubs meet students via video chat
• Specialized Fairs: Topic-specific fairs (e.g., service, cultural, professional)

Fair Registration

Checking Fair Availability

1. Navigate to the Fairs Page

   Log in to Penn Clubs and go to the “Fairs” section from the main navigation.

2. View Upcoming Fairs

   See all upcoming fairs with:

   • Fair name and date
   • Registration deadline
   • Fair type (virtual, in-person, hybrid)
   • Registration status
3. Check Eligibility

   Confirm your club meets any eligibility requirements:

   • Active club status
   • Approved by university administration
   • Officer permissions (at minimum)

Registering Your Club

1. Access Fair Registration

   Click “Register” next to the fair you want to participate in.

2. Select Your Clubs

   If you manage multiple clubs, select which clubs you want to register.

3. Review Fair Information

   Read the fair details carefully:

   • Date and time commitment
   • Format (virtual, in-person, or hybrid)
   • Any special requirements or deadlines
4. Complete Registration

   Fill out the registration form with:

   • Primary contact information
   • Expected number of representatives
   • Any special accommodation requests
5. Submit Registration

   Click “Submit” to complete your registration.

6. Receive Confirmation

   You’ll receive a confirmation email with fair details and next steps.

Registration Deadlines

Registration typically opens 2-4 weeks before each fair and closes 3-7 days before the event. Late registration may not be accepted, so register early.

Virtual Fair Preparation

Virtual fairs require additional setup to create an engaging online experience.

Setting Up Your Virtual Booth

1. Create Zoom Meeting

   Set up a Zoom meeting or room for your club:

   • Use your club’s Zoom account (or a personal account)
   • Enable waiting room to control access
   • Set up a virtual background with your club logo
   • Enable screen sharing for presentations
2. Add Meeting Link to Penn Clubs

   Navigate to the Fairs tab in your club edit page and add your Zoom link:

   • Paste the full Zoom meeting URL
   • Include any required passwords
   • Test the link to ensure it works
3. Prepare Digital Materials

   Create materials for your virtual booth:

   • Slide deck: Brief overview of your club (5-10 slides)
   • Video: Short promotional video (2-3 minutes)
   • Digital flyer: One-page PDF with club highlights
   • Links document: Contact info, social media, application links
4. Test Technology

   At least 24 hours before the fair:

   • Test your Zoom link from multiple devices
   • Verify audio and video quality
   • Practice screen sharing
   • Ensure your virtual background displays correctly

Staffing Your Virtual Booth

1. Assign Officers

   Designate 2-4 officers to staff your booth during fair hours:

   • Assign specific time slots
   • Ensure at least 2 people are present at all times
   • Designate a primary host to manage the Zoom room
2. Coordinate Schedules

   Plan for:

   • Break times for officers
   • Overlap during shift changes
   • Peak traffic times (typically the first hour)
3. Brief Your Team

   Hold a pre-fair meeting to:

   • Review club talking points
   • Practice the virtual booth setup
   • Assign roles (presenter, chat monitor, tech support)
   • Prepare answers to common questions

Creating Engaging Presentations

1. Prepare Opening Spiel

   Develop a 2-3 minute introduction covering:

   • Club name and mission
   • Key activities and events
   • Membership process and requirements
   • Unique value proposition
2. Design Interactive Elements

   Engage students with:

   • Polls or quizzes about your club
   • Q&A sessions
   • Virtual icebreakers
   • Live demonstrations or performances
3. Showcase Member Experiences

   Include:

   • Testimonials from current members
   • Photos/videos from past events
   • Member spotlights
   • Alumni success stories
4. Provide Clear Next Steps

   Make it easy for students to follow up:

   • Share subscription link
   • Provide application timeline
   • Offer contact information
   • Mention upcoming events

In-Person Fair Preparation

For physical club fairs, focus on creating an inviting and informative booth.

Booth Setup

1. Check Booth Assignment

   Review your assigned booth location and arrival time in your confirmation email.

2. Prepare Physical Materials

   Bring:

   • Table banner: Club name and logo
   • Flyers: One-page handouts with club info
   • Sign-up sheet: For collecting student contact info
   • QR code: Linking to your Penn Clubs page
   • Promotional items: Stickers, buttons, candy (optional)
   • Display items: Photos, awards, project samples
3. Arrive Early

   Get to your booth 30-60 minutes before the fair starts to:

   • Set up displays
   • Arrange materials
   • Test any technology
   • Brief your team
4. Create Visual Appeal

   Make your booth stand out:

   • Use colorful displays
   • Arrange materials at eye level
   • Keep the space organized and uncluttered
   • Display action photos from events

Staffing Your In-Person Booth

1. Assign Booth Representatives

   Have 3-5 officers staffing your booth during fair hours.

2. Take Shifts

   Rotate officers to:

   • Prevent fatigue
   • Allow breaks
   • Visit other clubs’ booths
3. Assign Roles

   Designate officers for:

   • Greeters: Welcome students and start conversations
   • Info specialists: Answer detailed questions
   • Sign-up coordinators: Collect contact information

During the Fair

Engaging with Students

1. Approach Proactively

   Don’t wait for students to approach:

   • Make eye contact and smile
   • Greet students as they walk by
   • Ask open-ended questions (“What are you interested in?”)
2. Give Your Elevator Pitch

   Have a concise 30-60 second overview ready:

   • What your club does
   • What makes you unique
   • Who should join
   • How to get involved
3. Listen and Adapt

   Tailor your pitch to student interests:

   • Ask what they’re looking for
   • Highlight relevant aspects of your club
   • Address their specific questions
4. Collect Contact Information

   Encourage students to:

   • Subscribe on Penn Clubs (show them how on their phone)
   • Scan your QR code
   • Sign up on your sheet
   • Follow your social media
5. Provide Materials

   Give students something to take away:

   • Flyer with key information
   • QR code sticker
   • Small promotional item

Managing High Traffic

During peak times:

1. Triage Conversations

   Quickly assess student interest level:

   • Give quick overview to browsing students
   • Spend more time with highly interested students
2. Use Team Members

   Have multiple conversations simultaneously:

   • One officer does group presentations
   • Others handle individual questions
   • Rotate to prevent fatigue
3. Encourage Subscription

   For students who can’t talk now:

   • Get them to subscribe for follow-up
   • Mention your next event
   • Provide a flyer for later

Tracking Engagement

1. Monitor Subscriptions

   Check your Penn Clubs dashboard during the fair to see subscription growth in real-time.

2. Take Notes

   Record:

   • Number of students engaged
   • Common questions asked
   • Student interest level
   • What messaging worked best
3. Collect Feedback

   Ask engaged students:

   • How they heard about the fair
   • What attracted them to your booth
   • What information they found most valuable

Post-Fair Follow-Up

Immediate Actions

1. Thank Your Team

   Acknowledge officers who staffed the booth.

2. Process Sign-Ups

   Within 24-48 hours:

   • Add new contacts to your mailing list
   • Invite sign-ups to subscribe on Penn Clubs
   • Follow up with highly interested students
3. Send Welcome Email

   Send a follow-up email to new subscribers:

   • Thank them for their interest
   • Provide key information about your club
   • List upcoming events and meetings
   • Include application info (if relevant)
   • Link to your Penn Clubs page and social media

Long-Term Follow-Up

1. Host Welcome Event

   Schedule an open house or info session within 1-2 weeks of the fair.

2. Maintain Communication

   Send regular updates to new subscribers:

   • Weekly event reminders
   • Application deadlines
   • Member spotlights
   • Meeting times and locations
3. Track Conversion

   Monitor:

   • How many fair attendees subscribed
   • How many attended follow-up events
   • How many applied or joined
4. Debrief with Officers

   Hold a post-fair meeting to discuss:

   • What worked well
   • What could be improved
   • Ideas for next fair
   • Follow-up responsibilities

Fair Management (For Administrators)

If you have fair management permissions:

Creating a Fair

1. Access Fair Management

   Navigate to the “Management” tab in the Fairs section.

2. Create New Fair

   Click “Create Fair” and configure:

   • Name: Fair title (e.g., “Fall 2024 Activities Fair”)
   • Start/End Time: Fair duration
   • Registration Deadline: Last day clubs can register
   • Fair Type: Virtual, in-person, or hybrid
3. Set Fair Parameters

   Configure:

   • Maximum number of clubs
   • Registration requirements
   • Special instructions or guidelines
4. Publish Fair

   Make the fair visible to clubs when ready for registration.

Managing Registrations

1. Monitor Registrations

   View all registered clubs in real-time.

2. Approve or Deny

   Review and approve club registrations (if manual approval is required).

3. Communicate with Clubs

   Send announcements or reminders to all registered clubs.

4. Export Participant List

   Download the list of participating clubs for logistics planning.

Fair Day Management

1. Monitor Participation

   Track which clubs are active during the fair.

2. Provide Support

   Be available to help clubs with:

   • Technical issues
   • Booth assignments
   • Fair logistics
3. Track Engagement

   Monitor overall fair metrics:

   • Student attendance
   • Club participation
   • Subscription growth across clubs

Frequently Asked Questions

When should we register for club fairs?

Register as soon as registration opens. Many fairs have limited spots, and early registration ensures your club’s participation. Registration typically opens 2-4 weeks before each fair.

Can we register for multiple fairs?

Yes! Most clubs participate in both fall and spring fairs, plus any specialized fairs relevant to their focus area.

What if we can't staff our booth for the entire fair?

It’s important to have representatives for the entire fair duration. If you can’t cover the full time, consider:

• Recruiting more officers to help
• Shortening your participation time
• Partnering with a similar club

How do we access the list of students who subscribed during the fair?

Go to the Recruitment tab in your club edit page. You can view and export your subscriber list, filtered by subscription date.

What if our Zoom link doesn't work during the virtual fair?

Have a backup plan:

• Keep a backup Zoom link ready
• Have the ability to quickly update your link on Penn Clubs
• Provide an alternative contact method (email, social media) on your club page

Should we offer incentives at our booth?

Small promotional items (stickers, candy, pens) can attract students to your booth, but focus on engaging content and genuine conversations. Don’t rely on giveaways alone.

How do we handle students who want to join multiple clubs?

Encourage it! Most students join multiple organizations. Focus on what makes your club unique and how it fits into their overall Penn experience.

What if we're a new club with no history?

Emphasize:

• Your vision and mission
• Exciting plans for the future
• Opportunities for founding members
• How students can help shape the club

How many officers should we have at our booth?

For in-person fairs: 3-5 officers ensures you can handle peak traffic and take breaks. For virtual fairs: 2-3 officers per time slot is ideal for managing conversations and technical aspects.

Best Practices

Before the Fair

• Register early to secure your spot
• Prepare all materials at least one week in advance
• Test technology thoroughly (especially for virtual fairs)
• Brief your team on messaging and logistics
• Update your Penn Clubs page with current information

During the Fair

• Be enthusiastic and welcoming
• Focus on authentic conversations, not just collecting emails
• Make it easy for students to subscribe on the spot
• Take notes on student interests and questions
• Stay for the entire fair duration

After the Fair

• Follow up within 24-48 hours
• Host a welcome event within 1-2 weeks
• Continue engagement with regular updates
• Track conversion from fair attendance to membership
• Debrief with your team for continuous improvement

Tips for Success

Stand Out from the Crowd

• Have a clear, memorable elevator pitch
• Use eye-catching visuals
• Demonstrate what makes your club unique
• Share authentic member experiences
• Show excitement about your club

Convert Interest to Membership

• Make subscription process seamless
• Provide clear next steps
• Host accessible follow-up events
• Maintain consistent communication
• Respond promptly to questions

Build Long-Term Engagement

• Don’t just focus on application-based recruitment
• Offer multiple ways to get involved
• Welcome students regardless of commitment level
• Create an inclusive, welcoming environment
• Follow through on promises made at the fair

Getting Help

For fair-related questions:

• Contact the Office of Student Affairs for general fair information
• Reach out to Penn Clubs support for technical issues
• Check your fair confirmation email for specific details
• Connect with fair organizers on the day of the event for logistics support