University open days are more than just informative events; they are an opportunity for institutions to showcase their academic prowess, vibrant community, and rich campus life. These events can sway decision-making for prospective students and their families and leave a lasting impression with their university choices.
Achieving a well-organised event requires meticulous planning, coordination, and the strategic implementation of various tools — from engaging program schedules to innovative signage solutions, such as those recently installed at Bath Spa University.
We have provided a step-by-step guide to the perfect University open day:
In-Depth Planning and Interdepartmental Coordination
The bedrock of a successful open day is thorough planning that begins 6-9 months in advance. This involves coordination between academic departments, admissions, student services, and facilities management to create a comprehensive event, that addresses every potential question a prospective student might have.
Develop a detailed schedule that includes a variety of presentations, tours, and Q&A sessions. Consider the different interests of prospective students — academics, extracurriculars, campus life — and ensure there are events catering to each.
Staff assignments are crucial. Each segment of the event should have knowledgeable staff and volunteers who can provide accurate information and personal insights. Training sessions should be conducted to brief all participants on their roles and responsibilities.
Multi-Channel Pre-Event Communication
Once the event’s framework is in place, the focus should shift to informing prospective attendees. Effective communication strategies ensure a good turnout and help attendees plan their day.
Utilise email campaigns, social media posts, and website updates to send out invitations, provide essential information, and remind registrants as the day approaches. Platforms such as Eventbrite are a great way to manage attendees.
Providing attendees with welcome packs containing the event’s schedule, campus map, and other pertinent information ahead of time can help them navigate the day more effectively.
Wayfinding and Temporary Signage
A common challenge during open days is ensuring that attendees can easily find their way around. This is where innovative solutions like Trotter UK’s advertising billboards come into play. These tools guide visitors around campus, helping them locate events and facilities.
Bath Spa University’s successful use of Trotter UK’s temporary signage during their open day highlighted the importance of clear, strategically placed signage. These billboards guided visitors around the campus, pointing them to key locations and events, significantly enhancing the attendee experience. Trotter UK also provide backlit signage to ensure 24 hour visibility.
You can also hire digital screens to promote facilities, show student video’s or update information in real time. The flexibility offered by digital screens, is invaluable, especially when dealing with live changes to event locations or schedules. The ability to update information in real-time ensures a smooth, streamlined experience for visitors.
Engaging and Informative Sessions
The core of any open day lies in its presentations and informational sessions. These should be designed to engage, inform, and inspire prospective students.
Prepare presentations that cater to a wide range of interests, both academic and otherwise. Sessions should be interactive, allowing for audience participation and questions.
Organise panels or use digital signage featuring testimonials from current students, alumni, and faculty. First-hand accounts of campus life and academic experiences often resonate more deeply with attendees.
Integration of Technology
Leveraging technology can greatly enhance the attendee experience, providing convenience and access to a wealth of information at their fingertips.
Consider developing a mobile app specifically for the open day or using QR codes. These can provide attendees with real-time updates on schedules, maps, and session registrations. You can generate free QR codes from a wide range of sites such as QR Code generator.
Gathering Feedback for Continuous Improvement
Constructive feedback is a gift, and this holds true for university open days as well.
Make it easy for attendees to provide feedback on their experience. This can be done through digital surveys sent out after the event or physical feedback forms collected at the end of the day. This enables you to improve your event experience year on year.
For real-time feedback, interactive polls during sessions can provide immediate insights into what’s resonating with attendees and what’s not.
In summary, a successful university open day is a symphony of various elements working in perfect harmony. It requires meticulous planning, clear communication, engaging content, innovative use of technology, and strategic signage for effective wayfinding — the importance of which was clearly demonstrated by Trotter UK’s recent installation at Bath Spa University. By focusing on these key areas, institutions can craft an enriching, memorable experience that not only informs prospective students but also kindles their excitement to be part of such a dynamic academic community. In the realm of higher education, where choices significantly impact futures, a well-organised open day can be the beacon that guides student’s home.
