Lessons from the frontlines of physician recruitment

In the world of physician recruitment, events can either be golden opportunities—or a costly missed connection. After organizing and attending dozens of recruitment fairs, mixers, and info sessions, I’ve come to understand that the difference between just showing up and genuinely converting comes down to strategy, preparation, and how well you connect with your audience.

Here’s a breakdown of one of the most successful recruitment events I’ve been a part of, and the takeaways that could help you boost your event impact, too.


The Event: UCalgary Family Medicine Career Fair

Setting: In-person fair at Hotel Conference Hall
Audience: Family medicine residents (PGY1 & PGY2)
Turnout: Approx. 150 residents
Result: 38 new physician contacts, multiple follow-up conversations with previous connections, and several scheduled electives and locum interest.

What Worked

1. Be Recognizable—Before the Event Even Starts

I posted on social media days before the event, tagging the school and using relevant hashtags. This built awareness in advance and, to my surprise, several attendees said, “I follow you on Instagram!” before I even introduced myself.

Tip: Promote your presence in advance. Email the audience, use LinkedIn and Instagram, and let people know where to find you.

2. Engagement > Swag

Sure, I had a few branded hats and mugs, but what stood out was conversation. I had met most of these residents before, so I was able to ask more meaningful questions about their career goals and the kind of community they envisioned living in. I wasn’t pitching—I was listening.

Tip: For these specific Medical School events – Check your database ahead of time to browse the contacts you made in previous years from that school, and any specific notes about individuals. A resident respects when you recognize them and recall a personal factor about them! 

Ex. “Hi Sheri, we met last year! It’s so good to see you again. Last year, you had your son with you, if I’m recalling correctly. How old is he now?”

3. Follow-Up Systems That Work

After four hours of non-stop chatting, I walked away with 38 solid NEW contacts. But here’s the key: I followed up within 48 hours. I sent personalized emails referencing our conversations, shared relevant opportunities, and included a call to action.

Tip: Don’t wait. Build a follow-up strategy before the event and execute it fast.

What Didn’t Work

1. Going Solo

It was a whirlwind. I should have brought a local physician with me. With so many interested residents, I had little time to take notes during conversations.

Lesson: Bring backup—especially for high-traffic events. You’ll double your engagement and impactful conversations.

2. Underestimating Print Needs

While most physicians prefer digital info, many residents still asked for printouts they could reference later. I ran out of every single item at my table.

Lesson: Always bring more print copies than you think you need—or better yet, have a QR code they can scan on the spot to download materials.


Key Takeaways for Recruiters

  • Be Visible & Approachable: Friendly energy and clear branding go a long way.
  • Ask First, Pitch Second: Let the conversation guide what you offer.
  • Have a Clear Call to Action: Whether it’s “Book an elective” or “Join our newsletter,” make it easy and immediate.
  • Keep the Momentum Going: Events don’t close the deal—your follow-up does.

Final Thoughts

The goal isn’t to walk away with a stack of resumes—it’s to walk away with relationships that lead to placements. Recruitment events are a rare chance to meet future physicians face-to-face. When done right, they can become one of your most powerful tools for long-term success.

 

Written by: Carly Cox, YukonDocs, Physician/Locum Recruiter