Developing a Successful College Fair: How to Recruit and Organize Your Local Arrangements Committee

Transcription

1 Developing a Successful College Fair: How to Recruit and Organize Your Local Arrangements Committee Jason Smith, NCF Event Manager Mary Sue Walker, Co-Chair, Minnesota NCF Committee

2 College Fairs Prior to NCF Several individual high school fairs throughout the year Affiliate fairs and other College Association fairs (ex. TACAC, LACRAO) Regional Participation from colleges and universities National Participation from colleges and universities Church and community organization fairs throughout the year

3 Planning for your NCF Hosting a NCF can dissolve a majority of the individual college fairs within a city Counselors may show resistance; engage principals for support Committees will be comprised of various secondary and postsecondary members who had fairs in surrounding cities and towns people on a committee

4 A National College Fair Committee Chair On-Site Coordinator Marketing/ Publicity Transportation Information Session Volunteer Counseling Center Hospitality

5 Holding a NCF Meeting Begin meeting 3-4 months prior to the fair (Possibly earlier if your fair is in the fall) Preset agenda Meet monthly at different locations and have a conference call option for those that cannot be there in person Incentive type meetings (be conscious of your budget) Mailing party To save on time and budget expenses, try setting up a WebEx meeting instead of an in-person meeting

6 Committee Roles & Responsibilities

7 Chairperson Determine fair hours Recruit the members of the local committee Creates and coordinates various handouts and activities that are handled prior to the fair Manages the LAC budget and possible contributors Responsible for monitoring NCF and NACAC guidelines Assists in supervising the fair and troubleshoots any problems Oversees flow of students into and out of the fair site Submits final report to NACAC office Maintains regular communication with the NACAC event manager and with the LAC

8 Marketing/Publicity Begin media blitz to potential local sponsors 7 months prior to fair NACAC will develop and assist with mailing the Save the date mailers approx. 6 months prior NACAC Mails Newsletters & posters to local High schools 2 months prior NACAC Distributes PSA & Press Releases 2 months prior Reach out to community based organizations (i.e. churches, service organizations, etc.) Reach out to Media Outlets for Possible TV/Radio or Print Media Coverage (Before, During or After the fair) Create a social network site Utilize counselor Listservs to reach more student populations

9 Information Sessions Select Workshop/Info Session Topics Some workshop topic examples include: Financial Aid Understanding Selective Admissions Historically Black Colleges and Universities Intercollegiate Athletics and the Student/Athlete The Transition from High School to College (Possibly with a panel of both admissions reps and current students) Middle School Students: What they should get out of attending a College Fair Solicit presenters 5 months prior (if you have a fall fair, summer break could affect your planning) Confirm the workshop presenters and the topics 2 months prior to the fair for inclusion in the newsletters Collect cell phone numbers of presenters so they can be reached the day of the fair, if necessary Take note of workshop attendance numbers for each session to share with the LAC and the NACAC event manager Manage the loud speaker announcements to remind attendees of available workshops Try to offer morning & evening workshops (when applicable)

10 Counseling Center Recruit volunteers from area high school guidance departments, community-based organizations, or non-profits to counsel students at fair Enlist some counselors that can speak to students about financial aid Create a list of area counselors to be distributed Draft a counselor timesheet so there is adequate coverage throughout the fair Coordinate what printed materials will be needed and manage the telecommunication needs

11 Hospitality Work with NACAC event manager to create a menu within the allotted budget $60 for a gallon of coffee?!?! Consider a goodie bag for reps; when applicable Some Facilities will not allow goodie bags of any kind, others might be somewhat lenient. Create & distribute a Hospitality Welcome letter for reps Consider speaking with the local Convention and Visitors Bureau for free dining guides or maps of the area for distribution

12 Transportation Transportation letters mailed approx. 2 3 months early (think about the summer break and if it will affect your mailing and planning) Create a High School Arrival/Departure Schedule Decide whether walkie-talkies will be used and coordinate who will be using them Plan for bus parking, unloading and loading bus lot or staging area? As much as possible, try to keep a steady flow with not too many students coming in / leaving all at once No rival schools scheduled at the same time!

13 Volunteers Recruiting and Coordinating Recruiting Begin soliciting volunteers as early as possible Use parent groups (i.e., PTSAs) to reach new groups of potential volunteers Create flyers or other materials to distribute as a way to make contact Use the your committee connections try to recruit at the high schools, colleges/universities, and businesses that are affiliated with your committee members Coordinating Coordinate volunteer duties and hours Manage those volunteers onsite and ensure adequate coverage in crucial areas (i.e. preregistration, material distribution, hospitality, counseling center, information booth and workshops)

14 On-Site Coordinator Review the physical setup of the fair with the chairperson Help to troubleshoot physical arrangement issues and anticipate any problem areas Assist in the monitoring of bus arrivals/departures and workshops by making announcements, when necessary With the chairperson and NACAC event manager, ensure the NCF guidelines are enforced

15 The Relationship Between Your NCF Committee Liaison and Your Affiliate

16 The Affiliate Relationship and the Affiliate Letter of Agreement Each agreement is valid for a period of 3 years Designates the affiliate as the official host of the fair Affiliate participation at the fair Outlines the service responsibilities of the affiliate Assistance in promoting the fair Assisting the fair chairpersons and LAC in their region if needed Outlines NACAC obligations for affiliate services (specifically, the revenue sharing breakdown)

17 Survey responses Necessary adjustments What would you do differently? Time and length of Fair Transportation Hospitality Parking Volunteer Coordination