A hiring team table with a We’re hiring sign at an OutGeek Women in Tech recruiting event

How to prepare for a tech recruiting event as an employer.

Everything your team needs before and on the night, for every OutGeek Women in Tech event. Your date, venue and exact schedule are on the event page or come from your OutGeek contact.

Marina Petrenko, founder of OutGeekBy , founder of OutGeek · Updated October 2026
YOUR TEAM ARRIVES~15 min before doors
YOUR KEYNOTE5–7 minutes
SLIDES DUEThe day before
EVENT LENGTHAbout 2–2.5 hours
90–150people on a typical guest list
55–75%of registered guests usually attend

We share the full talent list with your team a couple of days before the event, and send a final updated list on the day.

BEFORE THE EVENT

Your to-do list

Tick things off as you go. Your progress is saved on this device.

0 OF 6 DONE
Add your open roles to your OutGeek team account Attendees can explore them before the event and come ready to talk. No team account yet? Consider getting one for a month.
EARLY
Send speaker photos and names Email a high-resolution photo of each speaker, with first and last name, to your OutGeek contact. We feature them on LinkedIn and Instagram before the event to build excitement, alongside some of your open roles.
AS SOON AS YOU CAN
Post about the event and tag us Share it on your own LinkedIn and Instagram and tag OutGeek. Use #outgeek, #outgeekwomenintech or your city tag, like #outgeektoronto. We do our best to promote our partners, and the more you engage with us, the more we’ll share you back.
BEFORE + AFTER
Send your keynote slides Optional, but tell us either way: slides, or just your logo on screen. Email them to your OutGeek contact. Keep it to 5 slides or fewer, and skip welcome and thank-you slides. Slides that reach us later than the day before won’t make it into the final presentation.
DAY BEFORE
Review the talent list It arrives a couple of days before the event. Note who you want to meet. A good idea: reach out on LinkedIn or by email before the night, so the first hello is already done. Want to meet someone in particular? Email them before the event and ask them to swing by your table.
2 DAYS BEFORE
Pick your team and pack your table Banner, promo materials, tablecloth, swag, and ID for building security. Don’t have some of these? No need to buy anything for the event. The right team matters far more than the table.
BEFORE THE EVENT
YOUR KEYNOTE

5–7 minutes on stage. Make them count.

Slides are optional. If you use them, send them to us by the day before the event. We run every keynote from one central presentation so the transitions are smooth, and we need a little time to load yours. Slides that arrive later than that won’t make it into the final presentation. The best tech companies in the world have tried to argue with us on this. Our record so far: undefeated 🏆

No slides? No problem: we’ll put your logo up on screen while you speak. Either way, please let your OutGeek contact know whether you’re bringing slides, so we know you’ve seen this.

Spend the time on what makes your company interesting to the people in the room: your team, your culture and the roles you’re hiring for.

5–7minutes per company
≤ 5slides recommended
SKIPWelcome and thank-you slides. Go straight to the good stuff.
EVENT DAY

How a typical evening runs

Most evenings start at 6 pm and follow this shape. If your event runs differently, the times from your OutGeek contact win.

5:45 pm Arrival and setup t − 15 min. Your event director meets your team at the venue.
6:00 pm Doors open · happy hour t = 0. Guests arrive, drinks happen, final checks.
6:15 pm Keynotes begin t + 15 min. The host company and partner teams each take the stage.
6:45 pm Recruiting and open networking t + 45 min. The rest of the night: real conversations at your table.
~8:30 pm Event wraps up Or whenever the last conversation ends. Results may vary.
THE OFFICIAL FORMULA 𝒩great = ∫6:006:15 🍷 dt + ∑i=1k 🎤i + ∫6:458:30 (💬 × 🤝) dt Proof left as an exercise for your team. Show your work at the table.
🍷happy hour. It keeps going; we only count the first 15 min.
🎤k keynotes, each ≤ 7 min and ≤ 5 slides. ∑ ≤ 30 min.
💬×🤝conversations × follow-ups. The term that gets people hired.
∈banner, swag ∈ optional · right team ∈ required
AT THE VENUE Getting in and getting set up
Address is on the event page. If it isn’t there yet, your OutGeek contact sends it before the event. Bring ID. Building security may check it. Parking can be tricky downtown, so arrive a little early and be set up before doors open. Team size. Your ticket lists how many reps from your company are coming. Need to add more? Tell your OutGeek contact before the event, since the venue is set up for that number.
YOUR EVENT DIRECTOR They meet your team during setup Just remember: there’s one of them and many of you, and they’re running the whole show and managing the volunteers.
01Read this guide before you arrive.
02Arrive from 5:45 pm for setup. If you’re not there by 6:15, the show goes on without you.
03When you get there, find your event director and let them know your team has arrived.
04Double-check your speaker’s name with them, since last-minute changes happen. Tricky to pronounce? Teach them how. Your speaker will thank you.
05Questions during the evening? Ask your event director or any of our volunteers.
A hiring team table with banner and swag at an OutGeek event
WHAT TO BRING Make your table easy to spot
A banner or two Promo materials A tablecloth Swag, if you have it ID for security
A recruiter in a one-on-one conversation with a candidate at an OutGeek event
WHO TO BRING The right people make the night Bring teammates who are enthusiastic about your company, comfortable talking about it and its initiatives, and familiar with the roles you’re hiring for. The goal is real conversations with the people in the room, not just handing out materials.
GET YOUR ROLES IN FRONT OF ATTENDEES
Post your open roles on the OutGeek platform before the event, so attendees can explore them and come ready to talk.
Post a role → See live roles
A FRIENDLY HEADS-UP

Your results are up to your team.

We bring the room. What your team gets out of it depends on how you show up. Teams that arrive on time, prepared and enthusiastic meet people on the night, then work through the talent list afterwards.

Teams that turn up late or unprepared usually don’t have a great evening. Follow the to-do list above and you’ll be fine. We swear on our last name tag.

QUESTIONS EMPLOYERS ASK

Recruiting event FAQ

Not booked yet? See how to hire at our events, or browse our city guides to tech recruiting events.

How should employers prepare for a tech recruiting event?

Post your open roles before the event, review the talent list when it arrives, pick who goes from your team, prepare a 5–7 minute keynote, and pack a banner, promo materials and ID for security.

How many people attend an OutGeek recruiting event?

A city event usually has 90–150 people on the guest list, and 55–75% of them attend. Private events are smaller and matched to your brief.

When do hiring teams get the talent list?

A couple of days before the event, with a final list on the day. If you want to meet someone in particular, email them before the event and ask them to swing by your table.

How long is the employer keynote?

5–7 minutes. Slides are optional; if you use them, send them by the day before. Without slides we show your logo on screen while you speak.

How long does an OutGeek event last?

About 2 to 2.5 hours. Your team arrives about 15 minutes before doors open.

Who should a company send to a recruiting event?

Send people who can answer real questions about the work: a hiring manager or two, or an engineer or two, from the team that’s hiring, plus a recruiter who can take next steps.

Looking forward to seeing you there!

Questions before then? Reach out to your OutGeek contact.