SITE hOSTS OF THE MONTANA COLLEGE FAIRS

Celebrating Over 30 Years Of Montana College Fairs  |  Together Helping Students

PREPARE FOR THE college fairs

September

  • Site Host & Coordinator Job Description
    • Important Reminder:  If you have not done so already, it is important that you reach out before the end of August to all the high schools and counselors attending your fair to make sure they know all the details for the fair (i.e. what time to show up for the fair, flow of traffic, parking details, Sharing reminders about your campus safety & security / COVID requirements/recommendations, reminding them to have their students register for the fair before @ www.MontanaColleges.com, etc.)  Thank you!
    • If you need contacts for the high schools attending your fairs, use the Counselor Directory for phone numbers, emails, addresses, etc. @  http://www.montanacolleges.com/directory 
  • LIVE Site Host Form  |  Live Link To Make Updates  Important Reminders before using this LIVE Site Host Form:
    • VERY IMPORTANT:   Please keep this updated with any changes.  These are live updates, so whatever changes you make will be live for all exhibitors, high schools, counselors, students, etc. to see.  Please notify MPSEOC / Amy Leary right away if you have any major changes (site location, attendance restrictions, cancellation, etc.)  Amy.Leary@MontanaColleges.com or 406.531.3531 - Thank you!
    • Instant Changes - This form is LIVE and updates show in real time.  That means that any changes you make will instantly become live and shared out to all fair attendees (high schools, exhibitors, students, parents, etc.). 
    • Freedom To Update As Needed  |  Due to COVID-19 impacts, we wanted each Site Host to have instant access to keeping everyone updated with changes.  You are welcome to update this form as needed.    
    • Responsibility To Keep Updated  |   We ask each Site Host to keep this form updated and current.  You may not need to update this form, but we want you to have access if needed.  All attendees will be checking this for any updates up until the time of your area fair time.  They will be attending and preparing for your fair based off this form.  It is your responsibility to make sure it is current with any changes and updated as soon as possible.  Thank you so much!
    • Careful Editing  |  Please double check that you are editing your fair site information before you make changes.  Please do not edit any other fair site information.
    • Site Hosts are the only editors to this page.  Please do not share this link with anyone else.  We want to keep this secure and accurate for all Site Hosts.
    • If you need help  |  Please contact us, and we are happy to help you.  This is a new step for everyone, so we are here to help.  Thank you for your team efforts to keep this updated for all attendees. 
    • Access to the LIVE Site Host Form:
    • Live Site Host Form  |  This is the link for Site Hosts to use to edit your site information if needed.  Please take a look and check this form to make sure all is correct for your site as of current.  Thank you!
    • Preview Form  |  This is what exhibitors, counselors, schools, students, parents, etc. see.​
  • ​Number of Tables Needed For Your Fair  -as of 8.25.2021 |  We will share updates if COVID impacts this attendance and we happen to need less tables/chairs.  However, as of current, we need this number.  Thank you!
  • Important Notes for Site Setup/Suggested Site Layout - This is our usual layout for the fair, but this year, we encourage each site to do what you think is safest and best.  Please feel free to adjust the flow of traffic, setup, scheduling of high schools, as you think is best and safest.  Thank you! ​
  • ​Which Montana High Schools are scheduled to attend your fair? 
  • ​Montana High School Counselor Contacts / Directory  Here are the counselor contacts for each high school.  This is helpful in notifying each school attending your fair on parking, arrival times, and other fair details.
  • Tour  | Fairs Overall Schedule
  • ​Participating Institutions (for all regions)  as of 9.3.2021  |  By the end of August, we will share the final list of exhibitors attending your fair.
  • ​Code of Ethics for Admissions Professionals  - This year we are allowing exhibitors options to bring in safety needs (table screen, hand sanitizer, etc.) as they would like. No branded or marketing can be on their safety items however.  This is not a promotion opportunity, but it is only for safety. 
  • Information sheet about the College Ca$h Scholarship Program​
  • Counselor Packet & Guide -  Coming soon!  We will be sending this packet to Counselors about the Fairs, Scholarships, Online Registrations, Etc.  (We have sent this information out to all counselors already; this is included just for your information)  - Coming in August
  • Celebrating Support Montana Student’s & College Pride Month | www.SupportMontanaStudents.org & New this year - Montana Gives Back  - We send this information out to all counselors in August; this is included just for your information.

important reminder
​safety & security @ the fair
​

site host Agreement

On behalf of the Montana Post Secondary Educational Opportunities Council, Montana Colleges & Universities, and Montana High Schools, we would like to thank you for your team efforts to host your area’s annual college fair.  As our area College/Career Fair Site Host, you agree to have full control of our site safety & security plan for your area fair.  Your team has full ability to  adjust as needed to fit with your campus protocols for this event. Your team has full control over the flow of traffic, event setup, event security, high school scheduling, COVID-19 requirements/recommendations, & overall onsite event management.  Many thanks for all your team efforts to make this statewide service to students happen each year!  

mpseoc recommendation  |  No Bags in the fair

With increased challenges and threats facing large events, we want to take all the safety precautions we can.   MPSEOC would encourage your teams to discuss adding extra safety and security steps into your event to keep everyone safe while attending your area fair event.  
 
Each year we team to help make sure that this event is a success for students.  We realize that each of you take different steps to make sure your fair is safe and secure for all attendees in accordance with your internal campus policies.  

​However, some ideas that other sites tend to do is: 
  1. Notification of Event  |  Notify your campus security or local security team of the date/time/location of the event in case of an emergency. 
  2. On-Site Security Personnel  | Many sites have official security personnel at the entry of the fair the entire time of the event to help ensure safety.  Having a strong presence of security does seem to be a major help in deterring threats. 
  3. Screening of Bags & Extra Helpers  |  We have asked the high schools to ask their students to leave their bags on the bus or in their car.  However, this does not always happen.  We trust your judgement on how you would like to handle this with your process.  Some sites choose to offer a bag check-in point to keep bags from entering the building (which requires the personnel and supplies to run this check-in area).  In addition, some sites have extra helpers to catch the busses as they arrive to remind students to leave their bags on the bus.  Again, we trust your judgement on what you decide is best for your fair.

Overall, this is a reminder, as we know each of your campuses have different protocols for events on your campus.  These are just ideas and please take any additional steps you and your campus would deem safe.  We have also reminded attending counselors that they are responsible for their students while they are at the fair.  We appreciate your team efforts to make this another year of successful events.  
​
We are excited to see you at the fair!

schedule of events

Montana Fall College Fair Dates
*Pending COVID-19 developments.
​
EASTERN MONTANA REGION
  • Dates:   September  13 - 16, 2021
  • Expected Attendance:   1,790 in 2019 - TBA, as this year's attendance in exhibitors and students may vary due to COVID-19.  
  • *Fair Sites: Havre, Glasgow, Sidney, Glendive, Miles City, Colstrip
CENTRAL MONTANA REGION
  • Dates:   September 20 - 23, 2021
  • Expected Attendance:   3,360 in 2019 - TBA, as this year's attendance in exhibitors and students may vary due to COVID-19.  
  • *Fair Sites: Bozeman, Livingston, Billings, Lewistown, Great Falls, Cut Bank
​WESTERN MONTANA REGION
  • Dates:   September 27 - 30, 2021
  • Expected Attendance:   4,150 in 2019 - TBA, as this year's attendance in exhibitors and students may vary due to COVID-19.  
  • *Fair Sites:   Butte, Helena, Missoula, Hamilton, Polson, Kalispell​

Table REPRESENTATIVES 
|  Information we have sent to them
  | details about your fair


Exhibitor Confirmation Packet  |  SITE DETAILS
Confirmation Packet
​Live Online Fair Form
Directions @ Maps
​

high school counselors 
| example - Information we sent to HS Counselors
  | details about your fair 

counselor packet & Event Information


​post cards for students

  • These postcards have been mailed to all the high schools to give each of their students.
  • It directs students to register online before the fair and print their bar-code to bring to the fair.
  • They will scan their bar-code at the entry of the fair for the $1,000 scholarship.  We will have paper forms for any students who does not have a bar code however.  

"live" site host form

  • VERY IMPORTANT:   Please keep this updated with any changes.  These are live updates, so whatever changes you make will be live for all exhibitors, high schools, counselors, students, etc. to see.  
  • Please notify MPSEOC / Amy Leary right away if you have any major changes (site location, attendance restrictions, cancellation, etc.)  Thank you!

site Host & coordinator documents

example Setup
​Video & Map

*Example idea of setup. 
This is our usual layout for the fair, but this year, we encourage each site to do what you think is safest and best.  Please feel free to adjust the flow of traffic, setup, scheduling of high schools, as you think is best and safest.  Thank you! ​
PLEASE do what you feel is the
​best with your space.  

site Host & coordinator documents

additional information