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Preparing for the Day-of a Virtual Fair

Jordan
  • Updated

Use the best practices below to ensure you are prepared for the fair and have a smooth day-of experience! 

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Ensure Team Has Active Accounts

Ideally at least 2-3 weeks before the fair, you'll want to make sure all of the staff from your company participating in virtual fair sessions have active Handshake accounts, are connected to the correct company, and have claimed assigned schedules.

  • Only the company Owner can invite staff to join the company directly. If you need to locate the Owner of your company account, use Who is the Owner of my Company's Profile?.
  • Your teammate(s) will have to have an active Handshake account in order to claim their schedule and host a virtual session. If you're the Owner of the account, you can send them an Invite link via the steps in How to Invite Staff Members to Join Handshake.
  • If your colleagues are not listed under the Teammates page, they either did not create Handshake accounts yet, have not been approved at your company, or may be connected at the wrong company. You can use the article above to invite your colleagues to create accounts and join your company.
  • You can also share Create an Employer Account to help your colleague(s) set up an account.
  • Once they have registered for their account and been connected to the company profile, you'll see them as an option to add to your virtual fair sessions.

 

Ensure Your Device and Browser Are Setup

Review Host Requirements for Integrated Video to make sure you and your team meet the requirements to have the best experience possible. 

Tip: Use Handshake Video Test as a guide and test with another team member in advance of the fair. This helps you to grant permissions needed by your computer/browser and test audio, video, and screen sharing and provides ample time to resolve any issues that may come up. 

  • Hosts: Audio & Video Issues contains a testing link from Twilio, our video provider, as well as several tips for troubleshooting unexpected behaviours.

 

How to Launch and Host Sessions

Refer to Hosting Virtual Fair Sessions for steps to launch your session.

Integrated video on Handshake is used to facilitate different virtual sessions, so we have a central resource that provides an overview of features related to hosting, available in Hosting via Video on Handshake. 

 

Take Note of Participants to Followup With

During your group sessions, keep track of participants that you want to followup with later. While preparing for the fair, it's a good idea to get familiar with ways you can keep track of participants you want to further engage with.

Tip: make sure you have active job postings (with an expiration date after the fair) linked to your fair registration –– this highlights opportunities for students participating in the fair! Learn more in Identifying and Registering for Virtual Fairs.

  • Use Handshake Labels to manage participants of interest - create your labels prior to the fair, then on the day-of, simply pull up the student's profile in Handshake and add the label. You can use these labels as filters on the Search Students page later! 
  • View and add notes to a student profile - to the right of Education section on the student profile view_and_add_notes.png

 

What Can Be Changed During the Day of the Fair

Please be extra thorough and careful to setup your schedule, sessions, and team as you can't make many changes during the day of!

You CAN mark yourself as busy on sessions or cancel sessions during the fair. If a session is cancelled by an employer or student the other party will receive an email notification.

You CAN manage and edit your group sessions during the fair and coming soon you'll be able to manage team and edit preferences on 1:1 sessions during the fair.

 

Troubleshooting Resources

Handshake uses Twilio Programmable Video, which is built using WebRTC. All multimedia traffic is routed through Twilio media servers for Virtual Fairs.

The resources below will help you address unexpected behaviours: 

 

How to Get Help

To report a technical issue from or during a session, click on the 3 dots from the session screen and select Report a Problem. Our Support team will suggest some troubleshooting tips and you can reply back if further assistance is needed.

Review our Host Resources for using integrated video on Handshake.

Alternatively, you can also use the Help dropdown in app to contact us or visit our Help Centre:

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