Deciding in a Fair

Decide whether a fair suits your campus population or whether individual visits from program representatives would reach more students

Based on internal/applications deadline[s], decide if one fair in the spring or fall will benefit your campus

Schedule the fair for a specific time; shorter sometimes can be better

Date, Time, Location

Co-ordinate with other local institutions and your representative from the National Study Abroad Fair committee on your proposed date

Try to organize the fair in a visible location on campus and reserve space well in advance

Is an indoor or outdoor site for the fair better, with an indication of plans for inclement weather?

Invitations

Decide what invitation policy (open fair, invitation only) best reflects your campus' policies and choices regarding international programs, your exhibitors should truly reflect the choices your institution will support as opportunities for students

Involve & invite administration and faculty

Invite the Financial Aid officer as a resource for all regarding institutional policies

Co-ordinate fair with other Student Service offices such as Career Center, the Office of Financial Aid etc

Consider including other types of programs such as work, internship, teaching English abroad, or service/volunteer programs

Consider contacting returning students to participate and provide peer advice to prospective study abroad students

Information for Fair Invitees

Send a campus map and detailed directions on how to reach the fair.

Send information about and access to parking, with suggestions on areas to park or not park

Provide a list of local accommodations and restaurants in the area

Provide the size of the table and space available to each representative before the fair

Provide information about the availability of electrical outlets

Give clear instructions on sending promotional material ahead

Help representatives estimate number of brochures or catalogues needed

Provide basic information about the campus study abroad services and resources for exhibitors' use in providing accurate information and appropriate referrals.

Inform representatives of financial aid policies or special scholarship opportunities for experiences abroad

Provide information about other activities taking place the day of the fair, if applicable.

Send a follow-up confirmation letter providing detailed information about the above points, once a preliminary reply is received from prospective exhibitors, if possible, include a list of exhibitors, with email contact information.

Let exhibitors who cannot attend know if they are permitted to send catalogs for display.

Publicity

Coordinate on-campus publicity prior to the fair.

Advertise on campus & community through all media: for example, newspaper, flyers, tabletents, eMail, Internet & phonemail

Prepare handouts for representatives regarding the institutional policies on study abroad, transfer of financial aid, internal deadlines

Day of the Fair

Prepare a check-in procedure for fair exhibitors, including assistance with unloading materials, locating tables and locating parking.

Consider having vegan & vegetarian options, if a meal is provided

Prepare or make available nametags for host institutions staff and program representatives

Allow ample time for representatives to set-up

Check-in with representative upon arrival

Have former participants or volunteers assist with table set-up

Provide at least water or other beverages throughout the duration of the fair

Consider having Study Abroad Advisor and/or International Office members give brief introductions

Consider co-ordinating a panel of past study abroad alumni from a sampling of different programs to share their experience

Provide handout for students detailing programs and sites represented

Provide checklist for students regarding the internal procedure for study abroad

Provide evaluation forms for students and representatives for feedback

Attempt to count the number of students/staff/faculty participating in the fair (sign-in sheets are good) for office research and tracking

NAFSA members who become aware of any individual, campus, or organization acting in conflict with the best practices defined above should immediately contact their regional committee representative or a member of the national committee. Such information will be treated with strict confidentiality. The committee reserves the right to contact and discuss the above practices with individuals or organizations not acting in compliance.