Michigan high school principals, counselors, colleges and universities work together to provide information regarding post secondary education to parents and students in an efficient, effective, and economical manner by offering College Day/Night Programs.

Here you will find guidelines for Day/Night Programs throughout the State of Michigan for:

• The host site of a program
• Fee policy
• Admissions Office participation
• Student and parent ideas for maximizing their attendance at a program
• Criteria for approving a College Day/Night Program

Hosting a College Day/Night Program

1. Encourage a regional service area approach: Invite all public and private high schools in your geographic area to participate in your program.
   Cost and time efficiencies are realized by using this approach and results in a well-attended, successful program.


2. Location: Find a neutral location (such as a community college or arena), or rotate college fair between area high schools.


3. Facility Space: Provide College and University representatives with a large open space, like a gymnasium or commons area.


4. Publicity:
   Coordination: Work with other existing programs in the same geographic area in promoting all programs in the region.
   Types: High School and College bulletin boards; Local, regional, and school newspapers; Press releases; and Local cable, television, and radio stations.


5. Invitations:
   Required: All MACRAO/MACAC Michigan member institutions
   As space allows: Out-of-State MACAC institutions
   Site discretion: Military representatives and proprietary schools


6. Letters of Invitation should include:
   Description of the program including day, date, times (start and finish) and when the facilities are available for set up.
   Map of the local area identifying the program site.
   Map of the school and grounds noting any check-in points, parking and unloading areas.
   List of recommended local motels and restaurants with addresses and phone numbers.
   Provide information on the availability of audiovisual equipment.
   Reply-deadline date.


7. Who to Invite:
   All local-area high school sophomores, juniors, and seniors and their parents; all students from participating community colleges; and school administrators, teachers, and counselors


8. Program Format Options: Provide colleges and universities with the option of an individual classroom or an open area, if your facilities allow.


9. Program Hours: For evening programs 6:30-8:00 p.m. duration of program is recommended.


10. Escorts:
    Provide escorts for college representatives to their location at the program.
    Suggestion: ask your honor students or student ambassadors to be escorts.


11. Security: For security purposes, host site personnel should remain until the last representative has left the building.


12. Success Tips:
    Provide a printed program and building map to all guests.
    Evaluate your program. Encourage feedback from students, parents, and colleges about the event.
    Constructively evaluate the participation of each college and university.

Fee Policy
Facilities and Equipment: The actual cost of renting facilities and equipment for MASSP/MACRAO/MACAC scheduled college day, nights or fairs may be charged to participating institutions if:

1. The sponsored organization is nonprofit in nature and
2. The facilities and equipment being rented are not owned by a participating organization, and
3. High schools and community colleges whose students are being served are unable to provide institutional or governmental facilities at no cost.
4. A statement reflecting income and expenditures may be requested by participating institutions.

Because of the economic strain on high schools, colleges and universities, it is not recommended to host a college fair if there are fees charged to participating institutions.


Admissions Officer Participation Guidelines

1. Respond promptly, in writing, to the invitation (program and meal, if included) by the reply-deadline date.
2. Provide the host site the name of the representative expected to participate (if known).
3. After accepting an invitation, immediately notify the host if a representative will not attend. An empty table does not reflect well on your institution.
4. Arrive at the site at least 30 minutes before the program is scheduled to begin.
5. Check-in if requested.
6. Unload in the designated unloading area(s) and park in the designated parking area(s).
7. Set-up materials and equipment to be ready to begin at the designated time.
8. Promotional materials and literature may be distributed. All other types of promotional gifts and trinkets are prohibited.
9. Only use special presentations (slide, power point, movies, music and microphones) if they do not interfere with other presentations or tables.
10. Greet students and parents as they arrive at your room or table.
11. Constructively evaluate the program. Your feedback may impact future college fairs.

Maximizing Visitation for Students and Parents

1. Take a program and building map.
2. Plan your time and visit the schools that interest you. Explore your options.
3. Arrive promptly if you are attending a session.
4. Give the representative your courteous attention.
5. Ask questions when given the opportunity.
6. Take printed information that will be useful to you.

Meals:
If a meal is offered in conjunction with a program, the actual cost of the meal may be charged, if it is not a condition of participation in the program.


Other Costs:
Any additional costs are the responsibility of the sponsor and may not be charged to the participating institutions.


Cancellation of any program:
Cancellations must be communicated immediately to the College Day/Night Committee Chair and each participating institution.


Criteria used to Evaluate Event Requests:

• Students from multiple high schools must be in attendance at the fair.
• The estimated number of participants must be high enough to be cost effective; it is recommended to have eight or more high schools, or 500+ students and parents in attendance; the region for which the college fair is held will be taken into consideration.
• The event must be hosted by an academic institution, preferably in an open area such as a commons or arena.
• Fees should not be charged to attending students or college representatives.
• The program cannot be supporting or selling something other than higher education opportunities.
• Participant evaluations of previous years will also be considered.
• Three different dates must be included in Event Requests to accommodate flexibility within the MACRAO schedule.
• For full consideration to host a College Fair, please submit event requests by the third week of April for Fall College Fairs, and the first week of November for Spring College Fairs.

Hosting a College Fair is not the only option:
A College Fair may not be the most effective method for informing students about their college options. Consider College Fair Alternatives.


How to Request a College Day/Night Program:
Now that you’ve read the guidelines for hosting a College Fair, you may submit an online Event Request Form.


Comments:
Please direct any questions, concerns, or comments on any Day/Night Program to the chair of the College Day/Night Programs committee.