Office of Student Life

Student Activities

Student Involvement Fair Organization Support

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Fair Details and Features

Sunday, August 23, 2020 from 4-7 p.m.

Access the fair at go.osu.edu/VirtualFair2020

The Autumn 2020 Student Involvement Fair will be hosted in a virtual platform that will allow students to virtually visit and connect with hundreds of student organization and campus department booths. Organizations will be able to live-chat with attendees and showcase information and materials in their virtual booth for attendee viewing.

Participating organizations can expect the following:

  • Virtual booth which can be customized
  • Upload various materials (videos, photos, documents, website links, social media, etc.)
  • Flexible connection options - live-chat, video chat, or both
  • Private chat between org officers
  • Export attendee information for easy post-fair communication
  • Access to the fair portal until August 30 - connect with potential members after the fair, log in and export information, and message interested individuals directly in the system.

Here's a preview of what the fair will look like:

You have until the start of the fair to go into the fair, set up your booth, and activate it! 

Office Hours for Drop-In Support

Office Hours will be offered online via CarmenZoom. These drop in sessions can be used to clear up any uncertainty student organization leaders may have about facilitating a booth for this year's fair. No appointment is necessary, so stop by with any questions! If these hours or methods do not work for you reach out to sifair@osu.edu.

Sunday, August 23: 2:00PM - 4:00 PM: Our team will be answering questions in the CampusGroups system virtual Information Booth. Send a message in the system if you need direct support during that time. 

Instructions for Participation

Student organizations must pre-register for the Fair and be in Active or Pending status to be eligible to participate. Use the step-by-step instructions below or use the video walk-through to prepare for the Fair.

A full-system video walk-through was created by the SIF team to show you how to navigate the fair as you set up your organization's booth. Refer to the attendees page for a similar walk-through for general fair attendees.
  1. Enter the Virtual Fair portal. The individual who was listed as the primary contact on the organization's Fair registration form will be granted access to the online portal as an officer of the booth.
     
  2. Get to work on your booth. Click on your organization. From your group Dashboard, go to More Tools > Virtual Fairs, then click on the Booth Settings button on the listing for this fair. Check out this video to learn more about using the fair portal and navigating your booth.
     
    • Determine booth officers. Officers have full access to all booth features - staffing the booth, uploading information, chatting with attendees, and exporting attendee information. Officers also have the ability to see what attendees do, during the fair, by selecting the "Home" button on the page. Other officers will be able to join the group, after they sign into osu.campusgroups.com using their name.#. Then the first officer must enter the portal, so they can add in the rest of the leadership team/officers.There is not a limit to the number of officers that can be added.

       
    • Customize your booth. Start adding content! Help prospective members get to know about your organization. Plus, the more content you add, the higher on the list of groups you will appear when filtered by “Most Active” and the more interest you can earn. Each booth can contain: main photo, document attachments, link to a Zoom room, links to websites and videos, and photos. Officers can use tags to help the organization appear in attendee searches. View a Campus-Groups provided video walk-through of customizing a booth to get more insight. Check out a list below of suggestions to add to your booth for ideas
       
  3. Determine day-of-roles for officers. During the hours of the Fair, at least one booth officer must be present to facilitate the booth. Officers can choose to enable or disable the live chat feature, and may choose to provide a link to a live Zoom room for additional interaction. For Zoom use support, check out the CarmenZoom Resource Page. If your organization is providing both chat and live video options, it is recommended to have different individuals staffing each feature. Don't forget to designate which officers have access to the chat in your booth settings!
     
  4. Have all officers read the Fair's Rules and Guidelines. It is important that all organization members understand the expectations with participating in the fair. Access the Rules and Guidelines attached to this webpage.
     
  5. Update shareable organization information. Ensure your organization is ready to connect with interested students by updating any external platforms (Student Org Directory listing, social media, websites, etc). 
     
  6. Enjoy the Fair! When you're ready, make sure to select to Activate Booth in order for it to show up in the fair. View the post-Fair suggestions list below for support on how to maximize use of the features and roll into the year successfully.
     
  7. Export information and contact potential members after the fair. Check out the step-by-step instructions for Student Organization Involvement Fair Contact Export to generate a report of people who indicated interest in your organization during the fair. 

Booth Customization Suggestions

By adding many different types of information and materials to your booth, your organization is more likely to be seen by attendees because the system prioritizes organizations with more booth content higher on search results.

Student organizations who post at least 1 video, 3 photos, 1 document, and Zoom room will be entered into a drawing for marketing sponsorship by Student Activities to promote your organization after the Fair.

  • Videos: Videos should be short, dynamic, and fun. Show potential members what they'd be missing if they didn't join!
    • 30 second pitch - What are the most important things to share about what makes your organization unique? 
    • Leadership team personal introductions: "Get to know the team" - things to include could be: name, pronouns, leadership role, and one thing you love about the organization or why you joined
    • Welcome video - For example, "A day in the life of a member in our org"
    • Highlight reel of signature organization events
  • Photos/Documents:
    • Your main photo will be what appears in the thumbnail for your organization. An eye-catching logo would be perfect for this photo.
    • Show a range of photos to supplement. These could be photos of your leadership team, the full membership, candids of member projects, awards or recognition, sponsors or community partners, events, and items that relate to your purpose.
    • Attach documents such as event flyers or your organization's constitution.
  • Links:
    • Post your organization's website. Don't have one? Primary leaders can request free website hosting via the Student Org Management System.
    • Invite followers to your social media accounts
    • Attach a link to your calendar for the semester
    • Include contact information for org leaders, membership chairperson, or general or email address

Post-Fair Success

In order to start the school year as strongly as possible, consider the following ideas:

  • After the fair ends, up to August 30, officers may export contact information from interested students. Consider sending out a fun and engaging invitation to potential members for your next connection with them. 
  • Establish operational structure for leadership team meetings, full-group meetings, team-building activities, 1:1s with members, and other efforts for connection.
  • Review the recorded Student Org Essentials programs from this summer. Topics include using social media for your organization to tangible action steps for virtual recruitment techniques!
  • Sign up to attend an upcoming Student Org Essentials program.
  • Request a Coach to develop an action plan for operations this school year.
  • Make sure your organization maintains its active status if you are due for registration this fall.

We're Here to Help

Questions? 

What else do you need? What problems do you need to figure out? Contact: sifair@osu.edu, or go to fair office hours for pre-fair support.

During the hours of the fair, use the Information Booth for help in live-time. Once you are logged on and in the fair, you will be able to access this virtual help desk on the left toolbar. Whether you need clarification on how to navigate the fair, are experiencing technical difficulties, or have a general question, the Information Booth will allow you to get the help you need.