Career Fair Lead Capture Requirements in Singapore

Start with the lead capture outcome

Career fair lead capture is not simply a request for scanners or an online form. The requirement should define who is being captured, why the information is needed, how quickly it must become available, and what exhibitors or organisers may do with it afterwards. A useful specification distinguishes candidate registration from an expression of interest at a booth. Those actions can have different data fields, notices, permissions and owners.

Begin by mapping the fair journey: pre-registration, arrival, entry validation, booth interaction, seminar attendance, interview booking and post-event follow-up. Decide which interactions genuinely need to create a record. Capturing every movement can add friction and unnecessary data. Get Out! Events can scope the operational journey and coordinate a suitable lead capture approach through GO Labs, subject to the agreed brief, selected tools and venue conditions.

Functional requirements

Candidate identification

Specify whether candidates will present a printed badge, digital pass, QR code or another identifier. Define what should happen when a code is damaged, a phone has no power, a candidate arrives without registering, or two records appear to match. Manual lookup and correction permissions should be limited to authorised roles and recorded where the chosen system supports it.

State the minimum fields required at each stage. Registration might collect contact details and broad career interests, while a booth interaction could add role interest, recruiter notes or a follow-up status. Avoid making optional recruitment information mandatory without a clear operational reason. If badge production is part of the journey, align the identifier and printed fields with the separate career fair badge printing requirements.

Exhibitor capture workflow

Define whether exhibitors scan candidates using shared devices, assigned devices or approved personal devices. Requirements should cover login, exhibitor assignment, scan confirmation, duplicate handling, notes, lead categories and correction of an accidental scan. A candidate should not be associated with the wrong employer because a device remained signed in to a previous booth.

Set rules for concurrent use and peak demand. The solution may need to support multiple recruiters at one booth, rapid interactions after talks, and temporary connectivity loss. Offline behaviour, synchronisation and conflict handling depend on the selected technology, so require suppliers to explain and demonstrate them rather than assuming they are available.

Data output and follow-up

Specify the required export format, field names, character encoding, timestamps and employer separation. Identify who can request an export, who approves it, how it will be transferred and when access should end. If an API or customer relationship management integration is proposed, document authentication, field mapping, duplicate rules, failure notifications and responsibility for reconciliation. A downloadable file may be more appropriate when integration risk outweighs the value of automation.

Operational dependencies

• Registration design: Candidate identifiers and consent wording must be settled before codes, badges or records are generated.
• Exhibitor onboarding: Employers need confirmed users, booth assignments, permitted fields and a clear support route.
• Venue connectivity: Test the actual halls, booth locations and expected device density. A venue-wide Wi-Fi statement does not prove usable coverage at every stand.
• Hardware: Confirm device quantities, charging, spares, protective cases, collection and reset procedures.
• Staffing: Assign owners for setup, access issues, candidate corrections, device replacement and end-of-day reconciliation.
• Related journeys: Coordinate lead capture with the wider career fair lead capture operation and any career fair networking platform requirements.

Privacy, access and retention

Document the purpose for each collected field and show candidates an appropriate notice at the relevant point in the journey. Do not assume that registering for entry automatically covers disclosure to every exhibitor. The exact consent or notification approach should be reviewed for the intended use and applicable Singapore requirements; this guide is not legal advice.

Define role-based access, export permissions, retention expectations, deletion procedures and incident escalation. Exhibitors should receive only the records they are entitled to receive under the agreed model. Test accounts should not expose live candidate data unnecessarily. Any hosting, transfer or integration constraints must be declared during procurement and validated against the organiser’s policies.

Accessibility and inclusive operation

The journey should remain usable for candidates who cannot comfortably present a phone, scan a code, read small text or complete a form without assistance. Specify keyboard operation for browser-based interfaces where relevant, clear focus states, readable labels, sufficient contrast, useful error messages and compatibility expectations for common assistive technologies. Avoid relying on colour alone to communicate scan success.

Provide an assisted route that preserves dignity and does not require candidates to announce personal circumstances publicly. Staff should know how to retrieve a record, capture an interaction or issue an alternative identifier without creating a visibly inferior queue. Accessibility acceptance should include practical testing, not only a supplier declaration.

Acceptance criteria

1. A valid candidate identifier retrieves the correct approved fields and records the correct exhibitor, user and time.
2. An invalid, duplicate or previously used identifier produces a defined message without creating an unintended record.
3. Changing users or booths prevents subsequent leads from being assigned to the previous exhibitor.
4. Required fields are enforced, optional fields remain optional, and errors explain how to proceed.
5. Approved exports contain the agreed fields, preserve Singapore characters and separate employer data correctly.
6. The documented fallback works during simulated connectivity or device failure.
7. Unauthorised users cannot view, edit or export candidate records in the tested permission model.
8. Assisted and keyboard-led journeys can complete the essential capture task where applicable.

Test cases before opening

Run an end-to-end rehearsal with realistic records, multiple exhibitors and the actual device types. Test pre-registered and walk-in candidates, repeated scans, similar names, missing fields, revoked access, full device storage, low battery and interrupted connectivity. Confirm timestamps and exports after synchronisation. Include a busy-period simulation so that queue effects and staffing gaps become visible.

Record each defect with an owner, severity, workaround and retest result. Agree which failures prevent launch. A cosmetic label issue may be tolerable; cross-employer data exposure, incorrect lead assignment or an unusable fallback should not be treated as minor.

Requirements checklist

• Purpose and owner defined for every capture point
• Minimum candidate and recruiter fields approved
• Identifier, duplicate and correction rules documented
• Exhibitor accounts and booth assignments confirmed
• Consent, notice, access and retention approach reviewed
• Export or integration specification approved
• Connectivity, devices, charging and spares tested
• Accessible and assisted journeys rehearsed
• Fallback, escalation and reconciliation procedures assigned
• Acceptance tests completed with evidence and sign-off

These requirements give buyers a basis for comparing proposals on operational fit rather than feature volume. Similar principles can inform roadshow lead capture, but a career fair specification should retain its recruitment stages, employer separation and candidate-access needs.