Off-Campus Event Checklist
Faculty planning to represent the university at an off-campus conference, fair or recruitment event should review the steps below. The Graduate Recruitment team is available to assist with planning, materials, and follow-up communication as needed.
- Submit Required Forms
Event Request Form
Submit the Event Request Form prior to confirming participation. Consider the following details:
Submit the Event Request Form prior to confirming participation. Consider the following details:
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Event name, date, time, and location
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Audience type
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Format (in-person or virtual)
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Inquiry collection plan
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Communications Request Form
If promotional support is needed (email, website listing, or social media), submit a Communications Request Form. Refer to the Communications Request Checklist (hyperlinked here) for required details.
- Plan for Inquiry Collection
All events must include a method for collecting prospective student information.
Options include:
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- Graduate Recruitment-provided Inquiry Cards
- A unique QR code for digital inquiry collection
- Event registration managed through Slate (pre-registration available)
Notify Graduate Recruitment in advance to coordinate materials or event set-up.
- Request Event Materials
If applicable, request materials such as:
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- Supplemental program brochures
- Application information
- Branded materials (pens, Viewbooks, stickers, buttons, ect...)
Submit requests early using the Request Form to allow adequate preparation and coordinating drop off time.
- Event Registration
If hosting an off-campus event:
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- The registration page will be created and featured on the Graduate School Events Portal.
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Registrants will automatically enter Slate. Using Slate ensures accurate tracking and automated follow-up event communication.
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Create an Engaging Table Presence
Your table should be visually appealing and inviting to encourage attendees to stop and engage. Consider:
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- A clean, organized table setup
- Clear signage identifying your program and the university
- Professionally displayed materials
Collect Attendee Information
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- Ask attendees to complete an Inquiry Card or scan the QR code.
- Encourage completion during the event to ensure accurate contact information.
Distribute Materials
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- Provide relevant brochures and application information.
- Tailor materials to the attendee’s academic interests when possible.
Be Welcoming and Approachable
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Greet attendees warmly
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Initiate conversation rather than waiting for individuals to approach
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Clearly explain program highlights and next steps
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Follow-Up Communication
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- A follow-up email will be sent within 24 hours to registered attendees (if managed through Slate).
- If you collect names independently, contact Graduate Recruitment to assist with entering student information into Slate.
Slate Processing
When events are created through the Graduate School Events Portal:
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Registrant information, including attendance information, is automatically entered into Slate.
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Prospective students begin receiving recruitment communications.
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Data is available for tracking and reporting
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