School Student
What's surgery like?
Careers Fairs
Careers Fairs are a little more ambitious than straightforward talks and take longer to arrange. You may wish to also invite a speaker or facilitate workshops to run along side the main fair.
The key to success is planning and timing. Make sure you can fit everyone into the space you have booked. Schedule the event at a time when most people (students and surgeons) can come, avoid main holiday season, before exams etc. Give yourself plenty of time to organise larger events. Around 6 months lead time is good for careers fairs.
Who to invite
Most surgical careers fairs will have representatives from each of the 9 surgical specialties (1 or 2 surgeons from each) relevant organisations such as the BMA, MDU/ MPS, journals, related societies and the College careers team. Invite organisations and surgeons well in advance of the date; you can confirm details closer to the time. If you can’t find a Consultant to attend a Specialty Trainee will be an ideal substitute.
Think about asking companies such as the MDU, MPS etc to sponsor the event or pay for their stand to help keep costs down. Organisations such as the College who are providing careers advice are unlikely to pay for stands.
Get exhibitors to confirm their needs in writing; check who needs notice boards, power points, tableclothes and signs. Be sure to provide exhibitor with clear instructions regarding space available, timings of fair, other programme information, parking and number of expected delegates. It can be helpful to call surgeons a week or so before an event to check they are ok with what they need to do and see if they need anything on the day.
What else do I need
Book the space for the event first. Make sure you have a large lecture theatre if required and a large open space for stands and refreshments; this can be a hall or a foyer area. Check that the venue, normally the medical school or hospital, has poster boards and more importantly tables and chairs. They will probably have these but you may have to request them don’t assume they will provide enough.
Draw up a floor plan of where you are planning to put each specialty/ stand and have 1 person keeping track of who has accepted and which specialties are outstanding.
Catering
Depending on your funds you may want to provide catering for everyone or just exhibitors. This can be anything from a cup of tea and biscuits to full buffet and wine. Be aware of when in the day you are holding your event. If your fair runs over a mealtime it is nice to provide something more substantial if only for exhibitors.
On the day
Give people specific responsibilities; different teams need to look after exhibitors, facilities, speakers and delegates. It is helpful to get t-shirts or badges printed to make the organising team obvious, this is a great help to exhibitors and other students.
Get the room ready as early as possible, arrange the tables and chairs as per the plan, print out clear signs and bring extra drawing pins. Make sure your stall is ready before the other exhibitors arrive. Try and enjoy yourself.
It is helpful to get feedback from exhibitors and delegates to see how you can improve the event.
