Open houses are a unique way for UVU to attract prospective students by allowing them to come see what UVU is like, learn about the many resources available, and see why UVU would be a great fit for them. We hope that as prospective students make connections with students and employees at UVU they will be more likely to come here. Currently our office puts on two different types of open houses: regional open houses and adult learner open houses. The regional open houses take place at UVU, Davis, and St. George. The adult learner open house takes place at UVU.
These are the steps to set up an Adult Learner Open House:
Step 1 – Set a date and time for the event
Step 2 – Reserve a location
Step 3 – Create an event registration on Eventbrite
Step 4 – Create marketing materials
Step 5 – Invite campus departments
Step 6 – Order food
Step 7 – Meet with Ambassador Managers/Project Leads
Step 8 – Map out campus tour route
Step 9 – Get welcome bags, decorations, and signs ready
Step 10 – Request parking code and email it to attendees
Step 11 – Bring iPads, table cloths, and other things
Step 1. Set a date and time for the Adult Learner Open House: One in late spring after UHED and one in the summer. Typically these need to be 6-8pm in order to accommodate the work schedules of the prospective adult learner students.
Step 2. Reserve a location in the 25Live system. The ideal location on campus is Centre Stage, although if that is not available you can also try SC 206(a,b,c) or the ballroom or the LC atrium.
Step 3. Go to Eventbrite.com and log in with the user name “uvstart@uvu.edu” and password “wolverine”. To copy the previous Adult Learner Open House, search past events, find the previous event, then copy that to create a new one with the same information. Be sure to update the info for the new event! By creating the Eventbrite registration you can track how many people are planning to attend and how they heard about the event.
Step 4. Work with the Graphic Designer to create some flyers and posters to distribute. Create about 500 flyers and about 50 posters. Make sure they all have the info you need for the event, including the web address for people to register.
Step 5. At least 1-2 months ahead of time, invite the following departments to come set up a table at the event. It is critical to have representatives from these department at the event to speak with students and explain more about the many resources available to them.
1. Admissions
2. Financial Aid
3. Transfer Services
4. Educational Opportunity Center
5. Women’s Success Center
6. Multicultural Student Services
7. Turning Point
8. Academic Tutoring
9. International Admissions
10. Accessibility Services
11. Wee Care
12. I Am First
13. Student Leadership and Success Studies
14. Veteran Success Center
15. Extended Studies
Step 6. We usually serve dinner at the adult learner open house. Go to the UVU catering website to find their menu then place an order by emailing catering@uvu.edu. You can look at the number of registered attendees on Eventbrite to help you decide how much food to order. You can start out by planning for 100 people and adjust the amount a week beforehand if needed.
Step 7. Meet with the Ambassador Managers or Project Leads who are assigned to help out with the adult learner open house so you can have ambassadors help you with the event, such as the kiddie corner, mini tours, check-in table, and other things. Be sure to create the event in Orgsync or Canvas as well in order to recruit Recruitment Ambassadors to help out.
Step 8. Work with the Ambassador Managers or Project Leads to map out a route for the mini tours during the open house. It’s a good idea to have maps printed out for the guests, as well as resource sheets so they can see a list of all the resources available on campus after they leave the event.
Step 9. The ambassadors can help you get welcome bags ready to give to every guest, as well as decorations, and directional signage to guide guests to the right location. Be sure to also set up signs indicating where the mini tours start and where guests can go to fill out admissions applications.
Step 10. A few days before the event request a parking code for guests to use by emailing parking@uvu.edu. Include the estimated number of guests, index number to be charged, and the time amount for the code (2 hours). Once you receive the code from Parking Services send an email to all the registered guests to inform them of the code and how to use it so they don’t have to pay for parking.
Step 11. On the day of the event be sure to bring several extra table cloths, a dozen or so iPads (for check-in and applications), the decorations and pull-up banners, the signs, the welcome bags, the resource sheets, and anything else you will need for the event.
The Outreach Admissions Counselor over adult learners will have a more detailed manual for planning and executing this event.