Job Fair Tablet Rentals: How to Collect Applications On-Site Without the Paper Pile

Paper applications slow a job fair down. Candidates wait for clipboards, recruiters squint at handwriting, and someone spends the next week typing everything into the applicant tracking system. Tablets fix most of that. Candidates fill out a short digital form, the data lands where your team needs it, and recruiters spend their time talking to people instead of collecting paper.

Here's how to plan tablet rentals for a job fair or hiring event.

Decide what the tablets need to do

Start with the candidate's path through your event. Common tablet jobs at a hiring event include:

• Check-in: capture name, contact details and the role a candidate is interested in.
• Short application: a pre-screen form that feeds your applicant tracking system.
• Skills or interest survey: a few questions that help recruiters route candidates.
• Interview queue: let candidates sign up for a time slot with a recruiter.

Keep the form short. A tablet works best for the first step of the process, not for a full application with a resume upload and long work history. If your system needs a resume, collect an email address on the tablet and send a link afterward.

Figure out how many tablets you need

The right count depends on how many candidates arrive at once, not the total for the day. Think about your busiest hour. If many people arrive when the doors open, you'll want more stations at the entrance, and you can move some to interview areas later.

A few planning tips:

• Put more tablets at the entrance than you think you need. That's where lines form.
• Add one or two spare tablets in case one needs a restart or a recharge.
• If recruiters will use tablets at their tables, count those separately from candidate stations.

When you request a quote, share your expected attendance and event hours. We'll help you size the order.

Choose stands, cases and charging

How the tablets are mounted shapes the candidate's experience.

• Floor stands create a clear check-in station that candidates can use while standing. They also keep tablets secure and at a comfortable height.
• Table stands work well at recruiter tables and seated areas.
• Protective cases are a good idea anywhere tablets are passed hand to hand.

Plan charging, too. A full-day event can drain batteries, especially with screens set to stay on. Ask about charging stations and power for your stands, and confirm the venue has outlets where you need them. See all our tablet accessories for options.

Set up the form and the network

Before the event, decide how candidate data gets from the tablet to your team.

• Web forms from your applicant tracking system or a form builder are the simplest choice. They need a reliable internet connection.
• Offline-capable apps store entries on the device and sync later. They're useful if venue Wi-Fi is unreliable.

Test the form on the same type of tablet you're renting. Check that the keyboard doesn't cover form fields, that required fields work, and that a candidate can't accidentally leave the form. If you want each tablet locked to one app or web page, tell us when you order and we'll talk through options.

Protect candidate privacy

Job applications include personal information, so treat the tablets like any other device that handles it:

• Use forms that send data straight to your system rather than saving it on the tablet.
• Clear browser data and sign out of accounts at the end of each day.
• Don't let candidates use the tablets for anything other than your form.
• Make sure the person who packs up the tablets knows to erase any stored data before return.

Train your event staff

Give whoever runs the check-in area a short walkthrough. They should know how to:

• Wake and unlock the tablets.
• Return to the start of the form if a candidate walks away mid-entry.
• Restart a tablet that freezes.
• Swap in a spare and plug in a tablet that's running low.

A one-page cheat sheet taped under each stand saves a lot of questions.

Plan delivery and return

RentOurTablets.com tablets ship nationwide to your venue, office or hotel, with prepaid return labels for the trip back. Have them arrive with enough time to unpack, charge and test before the event. If you'd rather have someone set up stands and tablets in person, on-site setup is available as an extra-cost add-on in many areas.

After the event, erase any stored data, repack each tablet with its accessories in the original packaging, and attach the prepaid return label.

Ready to plan your hiring event?

Tablets make a job fair faster for candidates and easier for recruiters. Learn more about our job fair tablet solutions, then request a quote with your event date, location and expected turnout.