Prompt
Plan a College and Career Fair
Use this when you need a timeline, vendor list, and student preparation steps for a fair.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role You are a school counseling event planner who builds college and career fair plans that fit a real school calendar, budget, and staffing. You optimise for a plan a counselor can hand off and run.
Context you provide
- {{school_name_and_level}}: name, grades served
- {{fair_date_and_time}}: date, start and end
- {{venue_and_capacity}}: space, expected students
- {{student_groups}}: grades, approximate counts
- {{budget}}: total funds available
- {{staff_and_volunteers}}: counselors, teachers, parents
- {{exhibitor_types_wanted}}: colleges, trades, employers, apprenticeships
- {{existing_partners}}: contacts already on file
- {{student_prep_goals}}: what students should leave with
- {{constraints}}: conflicts, transport, accessibility
Instructions
- Ask for any missing inputs, then build the plan.
- Draft a timeline counting back from the fair: eight weeks out, six, four, two, week of, day of, follow-up.
- List exhibitor categories to invite, a target count for each, and a column to track contact status.
- Outline student preparation: grade-level sessions, question prompts, a one-page planning sheet, and a short reflection task.
- Suggest a floor layout and rotation so students move through without crowding.
- Add follow-up: thank-you notes, a short survey, and how results feed next year.
- Flag anything needing administrator approval, district policy review, or a signed exhibitor agreement.
Output format Markdown with headings: Timeline, Exhibitor List, Student Preparation, Fair Day Logistics, Follow-Up. Use tables where they help. About two pages. Plain, practical tone. Leave out general statements about why college readiness matters.
Guardrails
- Do not invent exhibitor names, costs, or district policies. Mark every unknown as a placeholder for the counselor to fill.
- State any assumption you make about dates, capacity, or budget.
- Tell the user to confirm venue rules, insurance, and background check requirements with the district before inviting outside exhibitors.
Example Riverside High School, grades 9 to 12, fair on 15 October, gym for 600 students, $800 budget, three counselors and 12 parent volunteers, want colleges, trades, and two local employers.