How to organize an effective open day for students from grandes écoles or universities

Open house events are essential for higher education institutions looking to attract top students. By allowing prospective students and their parents to explore the facilities, meet faculty, and learn about programs, these events play a crucial role in the decision-making process. Organizing them effectively requires careful planning, from defining objectives and selecting activities to ensuring efficient communication beforehand.

Summary :

1. Event planning
2. Activity scheduling
3. Communication strategy
4. Logistics management
5. Post-event follow-up and evaluation
6. Digital alternatives: virtual open house events

Event planning

Define the objectives and the target audience

Setting clear objectives is essential for the success of an open house. These goals will guide the entire organization of the event, from the choice of activities to communication.

But to be relevant, these objectives must be defined with the target audience in mind. Students, parents, professionals changing careers: each target group will have specific expectations.

By combining objectives and target audience, you can create a tailor-made experience. Your visitors will feel understood and will leave convinced by your establishment.

Choose the optimal date and format

Choosing the right date is crucial for the success of your open house. Set it well in advance, ideally 4 to 6 months ahead, to allow ample time for preparation. Consider the availability of your teams and key stakeholders.

Avoid school holidays and long weekends, which could impact attendance. Instead, choose a Saturday during the school term, when high school students and their parents are more likely to be thinking about their future career paths.

In addition to the date, carefully consider the format best suited to your target audience and objectives. While in-person events remain essential for showcasing your premises and facilities, consider supplementing them with virtual elements.

Offering remote visits and discussions will allow you to reach candidates unable to travel and provide an alternative in case of unforeseen circumstances. Ideally, opt for a hybrid format combining the best of both worlds for an enriched experience.

Build a dedicated team

To ensure the success of your open day, it is essential to assemble a dedicated team in advance. Divide the tasks between a general coordinator, who will oversee the entire organization, and managers in charge of specific areas such as logistics, visitor reception, or communication.

By involving people with complementary skills, you ensure that all aspects of the event are covered. Each team member should have a clearly defined role and specific objectives to achieve. This division of tasks will allow for smooth and efficient preparation, guaranteeing the success of your open house.

Activity scheduling

Personalized guided tours

To organize guided tours that meet everyone's expectations, here are some avenues to explore:

• Offer different thematic routes based on interests: a research-oriented route for advanced students, a route focused on student life for high school students, a visit to sports facilities for sports profiles, etc.

• Form groups by level of study (final year students, students changing their course of study, families, etc.) to adapt the speech and information provided.

• Schedule time slots for visits in foreign languages ​​if your establishment attracts international prospects.

• Train student ambassadors to lead these visits: their testimonials will be particularly appreciated by future students seeking an authentic experience.

By varying your approaches, you will demonstrate your ability to understand the needs of your future students and to respond to them in a personalized way, which will be a real plus for your attractiveness!

Informative conferences and roundtables

Conferences and roundtables are essential formats for showcasing the richness of the programs and student life. They allow visitors to envision themselves at the institution and better understand the opportunities it offers.

For a truly impactful conference, invite inspiring speakers: passionate teachers, alumni with remarkable career paths, or recognized professionals. Their concrete examples and expert advice will enlighten prospective students about career opportunities and the keys to success.

Roundtable discussions, on the other hand, encourage interactive exchanges. By bringing together diverse profiles, they offer a dynamic overview of the training program. Participants will be able to ask questions and receive personalized answers, going far beyond the information found in brochures.

However, to capture attention, it's essential to pay close attention to the format. Use a dynamic moderator to pace the presentations, encourage audience participation, and incorporate videos or demonstrations into the sessions. A skillful blend of content and presentation will transform these events into memorable experiences.

Demonstrations and practical workshops

During an open house, it's easy for visitors to get lost in a flood of theoretical information. To help them better understand the reality of the teaching, nothing beats hands-on experience.

Organize demonstrations and participatory workshops in the different fields of study. For example, offer visitors the opportunity to carry out a laboratory experiment, participate in a debate on a current topic, try their hand at public speaking, or solve a real-world case study in a group.

These simulations offer a tangible glimpse into the institution's teaching methods. They concretely illustrate the skills that will be developed during the training. They also provide an opportunity for participants to envision themselves as students and confirm their interest in the proposed program.

Communication strategy

Targeted multi-channel campaign

To effectively reach your target audience, a multi-channel campaign using a variety of media is essential. Digital channels such as the institution's website, social media, and email campaigns allow you to establish initial contact and widely disseminate information about the open house.

However, don't neglect traditional methods. Posters and flyers distributed in high schools and places frequented by prospective students provide significant additional visibility.

The ideal approach is therefore to opt for a balanced mix of digital and print, adapting messages and content to the specific characteristics of each channel. This multichannel approach maximizes touchpoints with your target audience and encourages them to register for the event, an essential prerequisite for a successful open house.

Involvement of student ambassadors

"A happy student is the best ambassador for their school." This quote perfectly highlights the importance of involving your current students in promoting your open day.

Who better than your students to share their authentic experience and inspire future students? Invite them to become ambassadors for the duration of the event. They can lead tours, participate in panel discussions, or simply chat informally with visitors.

This approach will bring a touch of freshness and sincerity to your communication, qualities particularly appreciated by high school students seeking training.

Post-event follow-up

Following the open house, it's essential to maintain contact with visitors who expressed interest in your establishment. Send them a prompt, personalized email to thank them for their visit and provide targeted additional information based on their questions and areas of interest.

Invite them to follow you on social media to stay informed about school news and the next steps in the admissions process. You can also offer them the opportunity to participate in a webinar or online meeting to explore certain topics in more depth and have their questions answered interactively.

Your goal is to remain top of mind as a key contact, available to support them through this crucial stage of their career planning. By maintaining regular and personalized communication, you will maximize your chances of converting these promising leads into enrollments.

By following the organizational and communication tips in this article, your open house will be a memorable event that enhances your institution's image. It's the perfect opportunity to showcase your programs, teaching methods, and learning environment to prospective students and their families. By offering them an interactive and personalized experience, you'll help them envision themselves at your institution and confidently choose to join you for the upcoming academic year. A successful open house is a major asset for attracting top talent and streamlining your application and admissions processes.