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Pamela Kleibrink Thompson is an recruiter/hiring strategist and career coach specializing as an animation recruiter and visual effects recruiter. She speaks regularly at schools and industry meetings. If you are interested in her professional services as a career coach, speaker or recruiter, contact her at PamRecruit (at) q.com.

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Industry specific job fairs or career fairs like those held at conferences or festivals can be an excellent source of job leads. To get the most out of a job fair, prepare carefully before you go. Here are tips about what to do and what you can expect from a job fair.

What is a Job Fair?

A job fair is a huge recruiting event where you can talk to many employers in one day. Be prepared for a crowd. Over 40 companies participated in the job fair at SIGGRAPH 2008. Because all job fairs feature a large number of employers, they attract an even larger number of job applicants.

Why do companies participate in job fairs?

“Companies are looking for top talent,” states Connie Woods Winn, VP, Career Services Specialist – EDMC. “They can meet with people from all over the world in one place.” Companies participate in job fairs in order to meet with a lot of artists and technical candidates all in one place and in a short amount of time. It’s an incredibly efficient way to build your talent pool.

Why do job applicants attend?

Because there are many employers in one location, a job fair is an efficient way to make contact with dozens of hiring companies from all over the world and possibly get an interview.

I already have a job in the industry–should I attend the job fair?

If you’re unhappy in your job, or frustrated by lack of opportunity for advancement, a job fair is a good place to investigate other companies and meet other prospective employers.

However, employers as well as prospective employees attend job fairs. Even if your current employer does not attend, it is certainly possible that you will be recognized by someone, and your attendance might be reported to your boss. If you value your current job, a job fair ay be a risky place to causally investigate other opportunities.

What to prepare

• Immediate contact information: In case an employer wants to contact you immediately, include your cel number and pager number (with area codes) and hotel contact information on your resume. You want the employer to be able to reach you at any time. Include your name, permanent contact information, and email address on everything you give an employer as well so they can contact you at a later date.

• Disposable portfolio: Create a disposable portfolio which will include screen shots from your demo reel, your resume, and the best work of your portfolio. Every page should have your current contact info on it, including email addresses and web sites if you have one, as well as your phone number with area code. This disposable portfolio is often called a “leave behind” and you should have enough copies so that every employer participating in the job fair can have one.

• Reel: “Applicants should have plenty of copies of their resumes, demo reels and shot breakdowns,” states Suzanne Datz Doctor of Recruitology at Dr. D Studios . “Shot breakdowns are important because without them we cannot know what portion of a shot the applicant was responsible for.” A shot breakdown is a list describing what you did on every shot on your reel. If you did everything, say so. Some people put slates on their reel before each shot describing what they did. Everyone agrees that you must put your best stuff up front, keep your reel concise and include only high quality work, label your reel with your name and contact info, and always include a shot breakdown.

• Pitch/Introduction: You must be ready to pitch yourself in 15 seconds. Write down five strong reasons why someone would want to hire you (what makes you special and unique). Pick the strongest one and pinpoint accomplishments or experiences in which that asset was instrumental to your success. If you have trouble with this, ask family, friends and former employers to help you identify the one or more qualities that set you apart from others competing for jobs. Once you have identified an exceptional quality that goes beyond the basic qualifications for the job–something that sets you apart from other candidates, you need to communicate this to potential employers in your 15 second sales pitch.

Here’s an example:

1) Identify who you are (My name is Pamela Thompson)
2) Describe in one or 2 sentences your profession, occupation, or background (I’m an independent recruiter with thirteen years experience recruiting for the entertainment business, mostly in visual effects, games, and animation. I have a production background in these areas so I know what employers need.)
3) Spell out what you want from the person you’re talking to (I’m looking for a company that needs help in finding top talent).

You can vary this basic pitch depending on the situation, your audience and what aspect of your background you want to highlight. Be able to present this thumbnail picture clearly, smoothly and with confidence.

How do I prepare before the job fair?

If the job fair has a web site or brochure, check it out prior to the job fair to see who will attend. Research all the participating companies before the event. “Go to the web site and get as much info about the companies attending the job fair as you can. Make a list of the companies whose work you like,” urges Rachelle Lewis, president of Rachelle Lewis Talent. Datz agrees, “Do research on the companies attending the job fair so you know which companies do which kind of work and what kind of artists they need.”

Company web sites often have news articles about the company, including press releases which describe both past projects and future projects. Study the staff listings. Read the bios of the company leaders and note names of human resources personnel. If the company is public, check its stock performance and annual reports. Take notes on what their upcoming projects are and what their current job openings are. Make a list of those companies looking for someone with your skills and background and set those as a priority to see on the day of the job fair. Prepare a chart listing the company name, job openings, projects (both future and past) and leave space for notes you’ll glean from the job fair.

Madeleine Slutsky, President, The Art Institute of Indianapolis suggests, “Be open to all the different companies that are participating in the job fair–both high profile and lesser known. Those that have less name recognition might just have the perfect job opportunity.” Datz concurs, “ I would also advise that applicants who really want to work in features not overlook a company because, for example, they work primarily on TV projects. It is an ever changing industry and by limiting yourself to one area of the industry, I believe the applicant does themselves a disservice. “

If possible, apply for the job before the job fair. “Contact companies in advance and ask them if they are pre-screening people before the conference, Ask them what exactly they are looking for and try to get a scheduled interview Do that 2 or 3 months before a big conference like SIGGRAPH.” advises Lewis.

What should I Wear?

Wear comfortable shoes. Look sharp and pay attention to details. First impressions count so make an effort to look professional. What you wear to an interview and to a job fair is not self-expression, it’s marketing. Recruiters assume you need a job at a job fair–you don’t need to prove it by dressing like a homeless person.

How do I navigate the job fair?

There will be human resources representatives from about 55-60 companies. Don’t just walk through the room and decide which booths to approach. “Instead of wandering around aimlessly, make a list of the companies whose work you like and make sure you hit those studios. Utilize your time wisely. It’s easy to get distracted once you are there. Make sure you hit the studios you are most interested in. You could spend three weeks at the conference and not talk to everyone,” warns Lewis. Use the chart you created and check off the companies on your chart you’ve met with as you navigate the job fair.

How do I make an Impression?

Each employer’s time is valuable. With scores of attendees and dozens of companies, preparing your strategy in advance will help ensure that the few minutes you have with each employer is productive and leaves a positive impression. Tailor your approach to the limited time you will have with any employer. Datz says, “Applicants should not be shy, nor should they be obnoxiously self confident, either.”

Smile, extend your hand and introduce yourself using your 15 second pitch. Speak loud enough so they can hear you above the crowd. You’ve done your homework so you know what the employer needs and your career goals are a perfect match. This is your chance to tell the employer that you understand he/she is looking for x and you are x. You want the employer to make a note on the back of your resume/leave behind which will make them contact you. Give the recruiter your marketing materials (resume, reel, shot breakdown, disposable portfolio) and ask about the job(s) you are interested in. “Do not be a time waster. There will be lines at many of the booths. The employers want to visit with as many people as they can so keep your introduction brief and meaningful,” suggests Winn.

Some Don’ts

• Don’t eat while walking through a job fair.
• Don’t talk on your cel phone unless it is an employer calling to line up an interview.
• Don’t chew gum.
• Don’t bring children with you.

Some Do’s

• Take note(s): Bring pens and a notebook, where you can keep notes organized better than on the backs of fliers or your own resume.
• Get a Business Card: Ask for a business card and write down whatever you might have discussed at the job fair on the back. Organize those cards so when you get home, you can follow up.
• Practice courtesy: Winn reminds, “Be nice to everyone you meet – not just those behind the booths. You never know who the person next to you is or what company they may be representing.”

What can I expect during the job fair?

“It seemed like everyone was there. I felt like I got a bum’s rush–they didn’t even look at my reel.”
With hundreds of applicants visiting the booths, the company recruiters won’t have a chance to view your reel during the job fair and have you go through it with them. It’s essential that your package is properly prepared and you include a resume and shot breakdown. Your reel will be reviewed but it’s impossible to have it reviewed during the fair itself. (If you’re extremely lucky your reel may be reviewed that night).

What can I expect after the job fair?

“I gave them my reel. I haven’t heard anything and it’s been two weeks already.”

It will take several months after a big conference like SIGGRAPH for the reviewers to get through the hundreds or thousands of reels they’ll receive at SIGGRAPH. That’s why it is such a good idea to send your reel to employers two or three months before a big job fair or conference so they can review your reel under the best conditions. Don’t expect to hear from an employer unless he wants to interview you. If anyone does take the time to give feedback, listen, take notes and thank them profusely for taking the extra effort to help you.

Follow up

You have to stand out from those thousands of other applicants they met at the job fair. Most applicants will never do any follow up after the fair, but if you have discovered a company that interests you, stay in contact with them periodically and send an updated resume and reel every six months. Continue to express an interest in the company and try to set up a time for an interview.