DPS 8th Grade Career Fair
Wednesday, October 28th
9:15 a.m. – 1:30 p.m.
National Western Complex
Prep Meeting Agenda
Sign-in Checklist
1. Confirm and/or update lead chaperone cell phone number
2. Confirm number of students participating from your school
3. Confirm number of students needing wheelchairs/physical accommodations
4. Confirm number of adult chaperones (teachers, counselors, administrators)
5. Collect Career Fair booklets, parent letters, bus schedule, and emergency procedures guide
Review Student Career Fair Prep Activities
1. Career Cluster Survey Expectations (Part 1)
o Complete CIC Career Cluster Survey (≥ 85% completion rate to participate in fair)
o Complete survey to identify Clusters and explore career and post-secondary options
o Identify Cluster Color and complete inside cover of Career Fair booklet
o COLLECT ALL CAREER FAIR BOOKLETS
2. Career Fair Prep Expectations (Part 2)
o Distribute Parent Letter (in class or student take home folders)
o Show Career Fair video
o Career & CTE Programs by Cluster gallery walk activity
o Behavior expectations, exit system, map, etc.
o Practice Interviews
o COLLECT ALL CAREER FAIR BOOKLETS
Review Student Career Fair Follow-up Activities
1. 8th Grade Transition Survey (November)
2. Explore High School Options (November)
3. Teach graduation requirements, how to read a transcript, how to calculate GPA, etc.
4. Use Career Fair booklet in development of PS Goal and HS 4-Year Course Plan.
Review Career Fair Prep Lead Contact Responsibilities
School: Hill
1. Set up grade-level/chaperone team meeting (see agenda)
Name: Sammie
2. Review each agenda item. Provide school-specific information. Color: Red
3. Create name tags with the following information (see example) Gate #: 5
4. Create chaperone folders with Gate/Bus #, student lists, booklets/nametags, & agenda.
5. Identify which students/teachers will be assigned to which Gate/Bus # (below)
Departure Gate #
WHO (Teachers/Students)
8th Grade Career Fair - Chaperone Team Meeting
Agenda Items
School-Specific Notes
Career Fair Prep
 Discuss Career Fair prep lessons and make-up sessions, including
when/where/how lessons will be completed
 Discuss which students/teachers will be assigned to which bus group
and/or Departure Gate #
 Discuss logistics, including bus schedule, dismissal time, lunch, etc.
DO NOT BE LATE or students’ time will be cut short.
Discuss chaperone expectations on the bus and/or prior to the fair
 Discuss plan for distributing name tags and booklets to students
(Note: pens and clipboards will be in backpacks at entrance)
 Count the number of students in your bus group.
 Review student behavior expectations and Bus/Departure Gate #.
Discuss chaperone expectations at each of the 4 stages of the Career Fair
1) Bus Unloading and Entrance Area
 Wait on your bus until a bus greeter provides further instruction. (Note: Students will arrive and depart
on DIFFERENT BUSES so students and teachers must take everything with them as they get off the bus.)
 Confirm # of buses and student count. Accept student raffle tickets to hand out during fair.
 Instruct students to pick up their backpack (and get out their clipboard and pen) in entrance area.
 Instruct students to wait quietly in the entrance waiting area until their scheduled start time. (Note:
Your wave will not be allowed to enter until the wave before you has cleared out. This way, students and
chaperones can enjoy their experience without worrying about students getting left behind.)
2) Career Expo Area (30 min)
 Use map and color code system to help students find their area of interest.
 Actively walk around and watch that students are interacting with exhibitors and completing their
booklets, rather than clustering with friends. Use raffle tickets to reward positive behavior.
 Likewise, chaperones must refrain from clustering and chatting with other adults.
 Listen for music and/or watch the clock or display screen to keep track of your time.
 At your scheduled time, head through the back doors into the Education Expo area. Instruct students
around you to follow. Do NOT worry about finding or counting your students at this time.
3) Education Expo Area (20 min)
 Use back page of booklet and wall posters to help students find high schools programs that align with
their career interests.
 Actively walk around and watch that students are interacting with exhibitors and completing their
booklets, rather than clustering with friends.
 Listen for an announcement and watch the display screen to keep track of your time.
 At your scheduled time, head to your bus group’s assigned Departure Gate and instruct students
around you to follow.
4) Departure Gate Area and Bus Loading (10-20 min)
 Wait at your assigned Departure Gate for students in your bus group to arrive.
 As students arrive, instruct them to sit quietly and begin completing the exit survey.
 Take attendance and inform your Departure Gate volunteer once all students arrive. Status: GREEN
 If you’re missing a student, provide volunteer with student’s name to add to display screen. Status: RED
 Wait patiently until you are instructed to exit to your bus.
 Note: Volunteers may break up your group to load buses more quickly. Don’t argue and DON’T stop to
recount your students. Transportation staff will ensure that all students are returned to your school.
 Collect Career Fair booklets and raffle ticket stubs on bus and return to lead contact