Behind the scenes at Open Days

If Clearing is like Christmas, then Open Days are like weddings.  All that build up,months of preparation, huge amounts of time, money and effort spent……and then it’s all over in one day.  But like a wedding, the Open Day is only one step in the student journey and is near to the beginning of what we hope will be a beautiful and fruitful relationship between the student and the University.
 
 

So what exactly is involved in planning a university Open Day?  Much like a wedding, the first consideration is the date, never a simple decision.  We have to take into account key dates in the school/college calendar, including revision and exam periods, holidays and such like.  We also have to ensure that we don’t clash with any of our regional UCAS fairs nor the Open Days of our neighbouring universities.

Once the dates are set, the real work can begin.  We start by working closely with the Marketing Team to develop the marketing collateral used to promote the Open Days.  This includes web design,  e-mail invites,  bookmarks promoting the dates and the programmes for the day. 

Open Day marketing collateral Open Day marketing collateral

At the same time, we work with the Marketing Team to develop our Open Day social media campaign.  This includes Twitter, with an account for teachers and advisers (@Hud_SCLS) and others for students, Facebook and of course blogs.

In order to start building an exciting and informative programme of events and activities, we liaise with the ‘Open Day Co-ordinators’ in our Schools of Study.  They are responsible for organising presentations and activities in their School, finding speakers and booking suitable rooms.  They need to ensure that all the relevant staff in their School are fully briefed and that the resources and room layouts are organised with campus support well in advance.  We also work with the Students’ Union and Services like Finance, Admissions, the Careers Service, and the library to ensure we give a comprehensive experience of university life to our prospective students.

A key part of the experience is the Student Ambassadors.  We usually recruit around 40 to 50 Ambassadors to help out at Open Day.  Although they are part of our specially selected and trained pool of students, they still require additional training to perform specific Open Day duties which include, campus tours, registering visitors, car park marshalling as well as directing visitors and answering their questions. 

One of our helpful Student Ambassadors on the front line. One of our helpful Student Ambassadors on the front line.

We must not forget the contribution of our unsung heroes, Estates and Facilities.  Without Campus Support, Open Day just couldn’t happen.  From room set up and organising boxes of prospectuses through to ensuring that the whole campus is spick and span (although the Director of Marketing  and I have been spotted picking up empty cans of Special Brew on the canal bank on many an occasion), Campus Support play a key role in ensuring that visitors have the best day possible.

Steve Dobson and Taff McCauley from Estates and Facilities Steve Dobson and Taff McCauley from Estates and Facilities

Catering Services pull out all the stops too – the now legendary barbeque is always popular whatever the weather and visitors are welcomed on to campus with a free cuppa, which is always appreciated.  On top of that they have to cater for thousands of extra people on campus, most of whom fancy a bite to eat at some point during the day.

Queueing for the legendary BBQ Queueing for the legendary BBQ

Even senior management is roped in.  Professor Slee, our Deputy Vice-Chancellor is centre stage, delivering three ‘Welcome Talks’ every Open Day, charming the crowds with his knowledge, wit and boyish good looks

Professor Slee welcoming visitors to the Open Day Professor Slee welcoming visitors to the Open Day

Our next Open Days are on 31 October and 1 November – why not encourage your students to come along and experience it themselves.  Book now to avoid dissappointment.

Tweets from our last Open Day in September – #hudopenday