EXHIBITOR INSTRUCTIONS
WEDNESDAY 5TH
FEBRUARY 2025
11AM-3PM
QUEEN’S UNIVERSITY BELFAST IS DELIGHTED TO HOST YOU AS AN EXHIBITOR AT THE ANNUAL SPRING CAREERS FAIR
SPRING
CHECK YOUR UPLOADED PROFILE INFORMATION
UPLOAD YOUR JOB OPPORTUNITIES
CONNECT YOUR JOB ROLES TO YOUR PROFILE
PROMOTE YOUR LOCATION ON SOCIAL MEDIA
LOCATION
The event will be held at Queen’s campus across three venues, Mandela Hall, Whitla Hall and South Dining Hall, which are conveniently located on either side of University Road for easy navigation of exhibitor stalls.
Exhibitor representatives can access the venues starting at 9.00 am. The event is open to students from 11.00 am to 3.00 pm, and exhibitors should be at their stalls by 10.55 am. Note that setup on the day before the Fair is not permitted due to prior venue bookings. For courier arrangements, please refer to the Deliveries and Collections section (page 11).
You will receive your assigned venue and stall number on Tuesday 28th January 2025.
EXHIBITION SPACE
Each organisation will have a 3m x 2m space, including a covered 4ft trestle table, 2 chairs, and a single power point. If you need additional power points, please bring a socket board and extension cable. All items must fit within your allocated space, and arrangements for transporting large items should be made accordingly.
If you have any additional requirements or concerns about setup time, access, space, or dietary needs, please email careersfairs@qub.ac.uk in advance.
PREPARING YOUR TEAM
The careers fair is a valuable opportunity to showcase your company to potential new recruits, representing a diverse student body including various fields of study, nationalities, LGBTQIA+ identities, and those that are neurodiverse or that have a disability.
Equip your staff to handle enquiries effectively, ensuring they are knowledgeable about your recruitment practices and are familiar with this document.
Key topics to cover include:
• Your recruitment process;
• Available Roles;
• International student post-study work visas (see Resources for Employers)
• Your Equality, Diversity and Inclusion policy.
QUIET TIME & STUDENT APPOINTMENTS
In supporting the diverse needs of our students, the Spring Careers Fair 2025 features a period of ‘quiet time’ from 2.30 pm – 3.00 pm, when numbers will be restricted and noise levels reduced. Please ensure, during this time, that you remain at your stand until 3.00 pm.
If you indicated team member availability, on your booking form, for the one-to-one conversations, taking place in a designated quiet area during the fair, you will receive final schedule information ahead of the event, if matched with suitable students.
UPLOADING AND PROMOTING JOBS ON MYFUTURE
Please ensure your online fair profile and any connected jobs roles are live on MyFuture. This allows students to prepare and identify organisations they wish to visit on the day. If you haven't added jobs during booking, log in to your MyFuture form to upload new positions or link existing ones. All promoted jobs should be added by Monday 20th January 2025.
FOOD AND PROMOTIONAL ITEMS
Clearly indicate allergen information for any food items you bring. Please avoid bringing any foods containing nuts to protect attendees with allergies. Promotional items should align with the United Nations Sustainable Development Goals (SDGs), were possible.
CATERING
Complimentary tea and coffee will be available for exhibitors at two campus locations from 10.00 am onwards throughout the day. Student assistants will be able to direct you to these refreshment stations within the Whitla Hall and First Floor, One Elmwood Student Centre for Mandela Hall.
Lunch will be a buffet accommodating all dietary requirements, served in the Great Hall at 12.30 pm, 1.00 pm, or 1.30 pm. Lunch provision has been arranged in line with the number of representatives indicated on your booking form (maximum 3). Please ensure your stall is staffed continuously from 11.00 am to 3.00 pm.
WIFI ACCESS
Connection to QUB Wifi is available in all venues. Whilst easy to use, it does require you to click through from the web browser to connect. Service drops may occur due to high traffic and is beyond the organisers’ control, therefore we recommend backup connectivity options, like 4G.
SET DOWN POINTS
If you have stands or materials to unload on the day of the Fair, the main set down point for all venues – Whitla Hall and South Dining Hall (main site) and Mandela Hall (opposite main site) - will be at the Whitla Hall. See section below on Deliveries and Collections if there is a necessity to send stands or materials ahead of your exhibition date.
Please enter the main site by the University Square entrance where a one-way system will allow you to drive across to the Whitla Hall, set down your materials and exit via the Whitla Hall Gate. Direction and assistance to your stall will be available as required. Please do not park your car within the main site as University Security patrols will clamp your vehicle.
CAR PARKING
Campus parking is unavailable, and surrounding area parking is limited during term time. A free shuttle bus runs between the main campus and designated parking at Queen’s Playing Fields (The Dub) , Malone Sports Facilities, Dub Lane, Belfast BT9 5NB (as shown on the map).
We would advise that you drop off your materials at your venue first, then drive up and park at The Dub to return well before 11 am on the regular shuttle bus. The shuttle bus will run between Whitla Hall/Elmwood Avenue and The Dub every 20 mins from 9.00 am - 11.00 am and again from 2.45 pm – 3.45 pm. Please allow plenty of time for traffic conditions on the day.
DELIVERIES AND COLLECTIONS
Any deliveries should be scheduled to arrive on Tuesday 4th February 2025, no later than 12 noon, clearly marked with your company name and venue. Collections must occur by 4.00 pm on Wednesday 5th February 2025. Queen's is not responsible for damage or loss of items. Confirmation of your assigned venue and the exact address will be provided by Tuesday 28th January 2025.
DIRECTIONS
More detailed information, including both Belfast and Campus Maps can be obtained at: https://www.qub.ac.uk/about/Living-in-Northern-Ireland/Getting-here/
TAXIS
Taxis can be booked from the following companies, and you can request that they pick up from outside the Whitla Hall: Value Cabs: 028 90809080/ FonaCAB: 028 90333333