How to Put Together an Info Event or Open House
4-6 Weeks Before: Choose a Location
*Note: This can also be done in a shorter time-frame, 2-3 weeks before the event.
A. Pick a date and time
- Friday and Saturday nights should be avoided. Monday through Thursday around 6:30 or 7:00 pm is usually ideal.
B. Choose a location
- The location should be easily accessible, as most parents and students are not willing to drive more than 30 minutes to attend an event. Some options to consider are:
o Public Libraries
o Community Centers
o Bookstores like Barnes & Noble, independent bookstores, or Half Price Books
o Universities/Colleges
o Libraries/Community Spaces
Helpful Hints:
o Reserve the location 30 minutes prior to event start time to allow for set up and
15–30 minutes after the event end time to allow for clean up.
o Take advantage of the facility’s promotional opportunities (e.g. flyers on bulletin
board, info on their calendar).
o Confirm if the facility allows food and drink to be brought into the space or if you
require a food/beverage permit.
o Confirm the facility’s technical capability. Will you have access to a computer and a screen to conduct a presentation or slideshow?
C. Invite local returnees, hosted students, host families, natural families, and volunteers to come as extra resources of information. Encourage them to bring anyone potentially interested in learning more! Most people prefer to come with a buddy.
3 Weeks Before: Publicity
*If you need assistance creating invitations, ordering promotional materials, or other event-related tasks, please reach out to marketing@afsusa.org
A. ONLINE
- Be sure to post the event on your team’s website and social media pages. You can also create a Facebook event and encourage your team to invite their networks. Ask your fellow volunteers to share on their personal social media pages too. Consider using our Canva resources and materials to create digital graphics and invitations or use the existing ones. Our Design Assets article includes AFS logos, doodles, backgrounds, and other elements you may want to use for online promotions.
- Ask local schools to help advertise on their website or in their newsletter.
- Seek out free community publications where the event could be listed.
B. INVITATIONS
- Invite any leads you already have in the area via email or regular mail.
- Invite teachers and counselors at the schools where you have been building relationships and encourage them to bring interested students.
- Encourage exchange students in your area to spread the word - they can invite friends (and their families), classmates, teammates, and other people in their life who may want to learn more about AFS.
C. FLYERS
- Post flyers and ads in the community. You can also create your own flyer - fillable flyers, web ads, and other promotional materials can be found in our Canva Templates article, or you can request something new from our Marketing team.
- Ask your local high school counseling center and front office if the school can hang the flyers on bulletin boards around the school.
D. SCHOOL ANNOUNCEMENTS
- Ask counselors/teachers if you could get the event information read or posted during the school announcements.
E. PRESS RELEASE
- Send a press release to the local newspapers 1.5 weeks prior to the event.
You can customize the information above based upon what you’ll be offering at your AFS Information Event.
2 Weeks Before: Confirm Venue and Gather Materials
- Call the venue to confirm that the staff is aware of the event.
- Print or order AFS materials.
1 Week Before: Confirm Participants
- Confirm volunteer, natural parent, and returnee participants via e-mail or phone.
- Purchase refreshments as the venue will allow.
The Night Of The Event
- Arrive at the facility early enough so you’re not setting up when people start arriving.
- Double-check that the site personnel are aware of the event in case people call or ask when they should arrive.
- Have the location well-marked with pre-made signs.
- Whenever possible, volunteers and helpers should meet for approximately 15 to 20 minutes prior to starting to discuss the event.
- Have a sign-in sheet or tablet ready and visible to ensure that all attendees sign in. Task one of the helpers to encourage everyone to sign in.
Within 3 Days After
- Make a copy of all participant/attendee names and contact information for your records. Any new leads to AFS should be recorded in our database.
- Be sure each participant/attendee receives a thank you for attending and ask attendees if they have any follow up questions. Encourage interested students to start their journey at www.afsusa.org.