Consult with the affiliate leadership regarding the NCF
Schedule the fair date in collaboration with the LAC Provide
overall management and supervision of the fair Designate Event
Manager to serve as staff liaison to work with the LAC Manage
exhibitor registration and cancellations Assign booth locations
Manage national contributors and fulfillment
Slide 2
Handle all vendor contracts and payments Select and contract
the exhibit facility Arrange insurance coverage for the event and
process claims Select and contract host hotel for exhibitors as
needed Arrange on-site medical and security support Work with LAC
on hospitality Work with the exhibition facility and decorating
company to coordinate the physical arrangements and signage
Slide 3
Create posters, newsletters, directories, press releases, and
other promotional materials Promote fair participation to colleges
Send promotional materials to area high schools and other
organizations Work with the LAC to identify additional marketing
opportunities Establish relationship with CVB representative to
further promote the fair
Slide 4
Organize preconference or walk through of facility prior to
event Supervise contracted staff and monitor vendor fulfillment
Process onsite registrations and scanner orders Monitor exhibitor
participation Troubleshoot
Slide 5
Slide 6
Aim to have 12 16 committee members (No magic number go with
what works for you. But dont burn out! Delegate when possible)
Recruit local professionals with diverse backgrounds (i.e.
education, business, media, military, etc) Make the specifics of
this commitment clear (i.e., meetings every month, calls to local
media, day-of expectations, etc) When deciding your schedule
pattern (Fall vs. Spring, weekend vs. weekday), solicit comments
and suggestions from educational professionals familiar with the
area Be sure to keep your NACAC Event Manager in the loop so they
can assist with questions and concerns during the planning
process
Slide 7
Slide 8
Slide 9
Slide 10
Determine fair hours Serves as main LAC contact for the NACAC
liaison Recruits members of the LAC Identify potential fee waiver
participants Creates and coordinates various handouts and
activities that are handled prior to the fair Manages the LAC
budget and possible contributors Responsible for helping to monitor
NCF and NACAC guidelines Assists in supervising the fair and
troubleshooting problems that arise Chairperson
Slide 11
Begin media blitz to potentia l local sponsor s 7 months prior
to fair NACAC will develop and assist with mailing Save the dates
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 populatio ns
Marketing/Publicity
Slide 12
Information Sessions Select Workshop/Info Session Topics Some
workshop topic examples include: Financial Aid Understanding
Selective Admissions Nontraditional Student Topics (Adult Learners,
Transfers and Adult Learners) 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 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
Slide 13
Counseling Center Recruit volunteers from area high school
guidance departments, community-based organizations, veteran
affairs offices, and community college transfer offices to counsel
students at fair Ensure that volunteer counselors are able to 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
Slide 14
Work with NACAC event manager to create a menu within the
allotted budget Look at last years comments/notes and adjust the
order as needed Consider forgoing water bottles for cups that reps
can fill up at a water cooler Consider placing a goodie bag on each
booth for reps Some Facilities will not allow goodie bags of any
kind, others might be somewhat lenient Consider concession coupons
in lieu of catering if costs are too high Create & distribute a
Committee Welcome letter for reps You can thank them for coming and
detail the hospitality and concession options available to them
(EX: Starbucks is located in) Consider speaking with the local
Convention and Visitors Bureau for free dining guides or maps of
the area for distribution Hospitality
Slide 15
Bus reply forms should be sent out approx. 2 3 months prior to
fair (be mindful of school breaks; NACAC can assist if needed)
Using the bus reply form feedback, create a High School
Arrival/Departure Schedule to ensure a steady flow of students
throughout the fair (not too many/too few students coming and going
at the same time) Coordinate the usage of walkie-talkies (or cell
phones) and assign person to greet buses Plan for bus parking,
unloading and loading bus lot or staging area? As much as possible,
please: 1)Avoid scheduling rival schools at the same time 2)Ask
that middle schools come at one designated time Bus reply forms
should be sent out approx. 2 3 months prior to fair (be mindful of
school breaks; NACAC can assist if needed) Using the bus reply form
feedback, create a High School Arrival/Departure Schedule to ensure
a steady flow of students throughout the fair (not too many/too few
students coming and going at the same time) Coordinate the usage of
walkie-talkies (or cell phones) and assign person to greet buses
Plan for bus parking, unloading and loading bus lot or staging
area? As much as possible, please: 1)Avoid scheduling rival schools
at the same time 2)Ask that middle schools come at one designated
time Transportation
Slide 16
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 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. student registration, material distribution,
hospitality, counseling center, information booth and workshops)
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 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. student
registration, material distribution, hospitality, counseling
center, information booth and workshops)
Slide 17
On-Site Coordinator More often than not, this will be the
chairperson(s) Review the physical setup of the fair and help
troubleshoot issues and anticipate problem areas Assist in the
monitoring of bus arrivals/departures and workshops by making
announcements, when necessary With the NACAC event manager, ensure
the NCF guidelines are enforced and monitor the flow of the fair
More often than not, this will be the chairperson(s) Review the
physical setup of the fair and help troubleshoot issues and
anticipate problem areas Assist in the monitoring of bus
arrivals/departures and workshops by making announcements, when
necessary With the NACAC event manager, ensure the NCF guidelines
are enforced and monitor the flow of the fair
Slide 18
Meet with your committee soon after the fair to discuss the
event NACAC will send you survey results What would you do
differently? Time and length of Fair Quantity and timing of F&B
Volunteer coverage Parking & Transportation Attendance New
marketing initiatives needed? Meet with your committee soon after
the fair to discuss the event NACAC will send you survey results
What would you do differently? Time and length of Fair Quantity and
timing of F&B Volunteer coverage Parking & Transportation
Attendance New marketing initiatives needed?
Slide 19
Susan Makowski, NCF Committee and Atlantic City NCF
Slide 20
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)
Slide 21
Provide additional funding for busing students to the fair
Recruit additional volunteers to assist the day of the fair
Directly contact their members with information regarding the event
Example: NJACAC using facebook to get out information about the
cancellation of the 2013 Atlantic City NCF Many affiliates
designate funds to assist in the planning of the fair. If you have
a specific need, the affiliate might be able to help!