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
Navigate to the Fairs Page
Log in to Penn Clubs and go to the “Fairs” section from the main navigation.
View Upcoming Fairs
See all upcoming fairs with:
- Fair name and date
- Registration deadline
- Fair type (virtual, in-person, hybrid)
- Registration status
Registering Your Club
Review Fair Information
Read the fair details carefully:
- Date and time commitment
- Format (virtual, in-person, or hybrid)
- Any special requirements or deadlines
Complete Registration
Fill out the registration form with:
- Primary contact information
- Expected number of representatives
- Any special accommodation requests
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
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
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
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
Staffing Your Virtual Booth
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
Coordinate Schedules
Plan for:
- Break times for officers
- Overlap during shift changes
- Peak traffic times (typically the first hour)
Creating Engaging Presentations
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
Design Interactive Elements
Engage students with:
- Polls or quizzes about your club
- Q&A sessions
- Virtual icebreakers
- Live demonstrations or performances
Showcase Member Experiences
Include:
- Testimonials from current members
- Photos/videos from past events
- Member spotlights
- Alumni success stories
In-Person Fair Preparation
For physical club fairs, focus on creating an inviting and informative booth.Booth Setup
Check Booth Assignment
Review your assigned booth location and arrival time in your confirmation email.
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
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
Staffing Your In-Person Booth
During the Fair
Engaging with Students
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?”)
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
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
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
Managing High Traffic
During peak times:Triage Conversations
Quickly assess student interest level:
- Give quick overview to browsing students
- Spend more time with highly interested students
Use Team Members
Have multiple conversations simultaneously:
- One officer does group presentations
- Others handle individual questions
- Rotate to prevent fatigue
Tracking Engagement
Monitor Subscriptions
Check your Penn Clubs dashboard during the fair to see subscription growth in real-time.
Take Notes
Record:
- Number of students engaged
- Common questions asked
- Student interest level
- What messaging worked best
Post-Fair Follow-Up
Immediate Actions
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
Long-Term Follow-Up
Maintain Communication
Send regular updates to new subscribers:
- Weekly event reminders
- Application deadlines
- Member spotlights
- Meeting times and locations
Track Conversion
Monitor:
- How many fair attendees subscribed
- How many attended follow-up events
- How many applied or joined
Fair Management (For Administrators)
If you have fair management permissions:Creating a Fair
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
Set Fair Parameters
Configure:
- Maximum number of clubs
- Registration requirements
- Special instructions or guidelines
Managing Registrations
Fair Day Management
Frequently Asked Questions
When should we register for club fairs?
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?
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?
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?
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?
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?
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?
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?
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?
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