The Final College Visit Hosting an Effective Admitted Student Day Event

Transcription

1 The Final College Visit Hosting an Effective Admitted Student Day Event Sean Cleary Assistant Director for Visit Programs Georgia Southern University

2 Learning Objectives Professionals in attendance will learn how to: Plan and execute admitted student day events Pair other events like scholarship receptions with admitted student day events Book event spaces and manage contracts Appropriately budget for and staff admitted student day events Make admitted student day events stand out from other on-campus events held throughout the year like Open Houses Partner with campus departments and student organizations for admitted student day events Incorporate small things into admitted student day events that can leave a lasting impact on a student Effectively communicate events details out to guests no matter which CRM you currently use

3 Meet the Presenter Sean Cleary EDUCATION University of South Carolina (Columbia, SC) BS Business Administration (2011) M.Ed. Higher Education & Student Affairs (2016) EVENT PLANNING EXPERIENCE Assistant Director for Visit Programs Georgia Southern University (December 2016-Present) Coordinator of Visitation Programs Georgia Southern University (June-December 2016) Graduate Assistant for Special Events USC Office of Undergraduate Admissions (August 2014-May 2016) NODA Intern New Student Orientation Suffolk University ONSP (May-July 2015)

4 On-Campus Events Overview [Fall] Open House Held twice during the fall semester August & September/October Open to all high school & transfer students to attend Discover Carolina Held once during the fall semester November Geared specifically towards high school sophomores & juniors

5 On-Campus Events Overview [Spring] Admitted Student Day Held three times during the spring semester January, March & April Open to all admitted students to attend Scholar Social Held three times during the spring semester January, March & April Held the night prior to each admitted student day Open to all scholarship recipients to attend (*invite only event) Carolina Preview Held once during the spring semester April Geared specifically towards high-ability high school juniors (*invite only event)

6 Benefits of attending Admitted Student Day Events Last chance to visit campus before the enrollment deposit deadline (May 1 st ) Chat 1:1 with admissions staff members & campus partners Attend breakout sessions to learn more about your major(s) of interest and/or specialty programs for high-ability students Attend special interest sessions on a variety of different topics Tour campus, residence halls, fitness center & Greek Village Pay your enrollment deposit Get excited for your freshman year!

7 *In 2015, 2,500+ students from 36 states & Washington, D.C. attended Admitted Student Day events at USC

8 Planning Admitted Student Day Events Things to consider: Budget Staffing & volunteers Gamecock Connection On-campus locations Contracts External vendors Timing Overnight stays Parking & transportation Programming Communications Catering Scholarship receptions

9 Budgeting Things to consider: Funding sources Charges for on-campus event spaces Supplies from external vendors Tables, chairs, lighting, AV, stage, plants, etc. Signage Marketing materials Promotional items Transportation & parking expenses Use of university shuttle buses during event Use of parking guards during event Catering

10 Staffing & Volunteers Things to consider: Faculty/staff members Mix & mingle with guests Host information tables in a browse setup Host academic information sessions Host special interest sessions Involved with campus tours Run event check-in & make announcements Assignments detailed out on duty schedule Staff members work a set number of events Incorporate regional recruiters into these events Current students Student ambassadors give campus tours Orientation leaders assist in directing guests around campus Admissions student groups act in a variety of capacities (*core volunteers) Mix & mingle with guests Alumni Parents/Family Members

11 Gamecock Connection Admissions student group 70+ members Host in-person & virtual high school visits Assist in all aspects of special events Welcome Crew Check-in Resource fair Current student panel First-Year Experience panel Special interest sessions (*take attendance) Help direct guests around campus

12 On-Campus Locations Hub=Student Union Indoor/outdoor spaces Common spaces Ballroom Theater Meeting rooms Classroom buildings across campus Residence halls Greek Village Dining locations across campus Parking garages

13 Contracts Things to consider: Deposits Is a deposit required to secure your reservation? How much is the deposit? Is it refundable? How far in advance does the deposit need to be paid? Is there any flexibility here? (i.e. waiting for a new budget year to start before paying) Credit card authorization forms Legal Department Approval Does your Legal department need to approve the contract? How long will it take them to review the contract? Venue could disagree with your Legal department s contract edits Credit card authorization forms

14 External Vendors Things to consider: Does your campus provide you with everything that you need for your event? Tables & chairs Linens Catering Stage Podium AV equipment Lighting Plants Misc. items (photobooth) Does your campus have preferred external vendors? Don t forget to include the cost of external vendors in your event budget All contract notes apply here (*see previous slide)

15 Timing Things to consider when scheduling events: University events (move-in day, late orientation sessions, etc.) University holidays Football schedules SAT & ACT test dates PSAT test dates High school schedules (fall, winter & spring breaks, holidays, etc.) Major college fairs going on in the area Day of the week (*weekends work best for these events) Recruiter travel schedules (*local & regional recruiters) Visitation needs (*if hosting an event during the week)

16 Overnight Stays Things to consider: Event Structure Admitted student day event or admit weekend event? Structure chosen will have a major impact on budget & staffing needs Event Transportation Airport shuttle service Hotel shuttle service Accommodations Hotel blocks (*contracts involved here) On-campus housing Students only or student & parents? Can admitted students stay with current students?

17 Parking & Transportation Parking Parking garages, surface parking lots, or both? Are VIP parking spots needed? Are parking guards needed? Is parking free for guests? Do parking passes need to be printed &/or ed out to guests in advance? Signage is very important here Transportation University shuttle system Golf carts Accommodating guests with mobility issues Shuttle only parking zones

18 Programming [Morning] Academic Information Sessions Block A [9:45-10:30 a.m.] Block B [11:15 a.m.-12:00 p.m.] Sessions Offered: Arts & Sciences* Business Capstone Scholars Program College of Education* College of Engineering & Computing College of HRSM* College of Information & Communications* College of Nursing College of Pharmacy Public Health College of Social Work South Carolina Honors College *Indicates multiple sessions scheduled based on majors offered by the department

19 Programming [Afternoon] Special Interest Sessions [12:30/1:15/2:00/2:45 p.m.] Preparing for New Student Orientation Student Life University 101 Programs First Year Experience Panel Resource Fair [11:00 a.m.-3:00 p.m.] Student services offices only Tours [Various times] Campus: 11:00 a.m.-3:00 p.m. (*last tour departs at 2 p.m.) Residence Halls: 11:00 a.m.-5:00 p.m. (*shuttle service begins at 12:45 p.m. to select residence halls) Greek Village: 12:00-4:00 p.m. (*shuttle service provided) Fitness Center: 12:00-4:00 p.m. (*shuttle service provided) Leadership & Service Center: 11:00 a.m.-3:00 p.m.

20 Admitted Student Day & Open House What s the big difference? Admitted student day offers students the opportunity to: Visit campus again after receiving their acceptance letter Meet other admitted students Attend breakout sessions on their major(s) of interest and/or specialty programs for high-ability students Tour the Greek Village if that is of interest to them Learn more about their next steps New student orientation University 101 programs Pay their enrollment deposit Hear from a panel of current first-year students about their experiences at the university & transition from high school to college

21 Communications Things to consider: Invitations s &/or postcards Sent to all students nationwide who have expressed interest in the University Website Update with new dates and other relevant info. Link to RSVP online RSVP s Manage through CRM Make sure RSVP form captures all of the info. that you need to know about each student Weekly event analysis reports to track RSVP s & compare to last year s RSVP s s, Phone Calls & Social Media Confirmation & reminder s/phone calls [Telecounselors] Social media posts to remind/encourage students to sign up for events Post-event communications Send out surveys to shows & no shows Review survey results Letters from recruiters

22 Catering Things to consider: What is the structure of the event? Admitted Student Day Admit Weekend Are you required to use your on-campus catering company? Admitted Student Day Less catering needed Provide snacks & drinks for guests Guests are responsible for their own meals throughout the day (*encourage them to eat on campus) Use on-campus catering company Admit Weekend More catering needed Provide meals & snacks for guests Use on-campus catering company

23 Scholarship Receptions Held on campus the night prior to each Admitted Student Day event Shorter event (held from 6:00-8:00 p.m.) Smaller event (capped at 1,000 guests) Invite-only event must have received a university scholarship (of any amount) to attend Opportunity to bring together scholarship recipients to meet one another and mix & mingle with University faculty & staff members from all academic programs, including specialty programs for high-ability students Heavy hors d oeuvres provided by University catering company Housing bingo opportunity for students to win their top choice housing assignment

24 The Final College Visit Hosting an Effective Admitted Student Day Event Sean Cleary Assistant Director for Visit Programs Georgia Southern University