Manage College Fairs

Establish the primary contact

Decide who will be the point of contact for managing college fair changes or cancelations. The point of contact's name, phone number, and email address are available to colleges and universities.

RepVisits recommends establishing a primary contact before adding a new college fair.

1. Select the Counselor Commuity icon and choose Schedule.
2. Navigate to the College Fairs section and choose Settings.
3. From the Primary Contact Name list, select the point of contact for your school.
4. Verify or enter the Primary Contact Phone Number.

5. Select additional staff members to receive email notifications for new, confirmed, and denied college fair requests. Only Counselor Community members at your school will be listed.

   

   To send email notifications to people not listed, enter their email addresses in the Add people outside of the Counselor Community field. Separate multiple email addresses with commas.
6. Select Save Settings.
7. Select Back to Fair Overview.

Set up a college fair

RepVisits recommends establishing a primary contact before adding a new college fair.

1. Select the Counselor Commuity icon and choose Schedule.
2. Navigate to the College Fairs section and choose Add a College Fair.
3. Enter information for all College Fair Details fields.
   • Enter Start Time and End Time in the following format: #:## AM or #:## PM.
   • Set a Max Number of Colleges to restrict how many institutions can sign up to attend this fair.

   • Enter the information in the Instructions for College Representatives field that you think a representative should know before signing up to attend a fair at your school.

4. Select if you want to confirm all incoming requests or not.
5. Select if you will allow for-profit U.S. institutions to register for your college fair.

6. Enter an Email Message to Colleges After Confirmation. Include custom information in the confirmation email that admission representatives receive when a fair registration is confirmed. Confirmation emails automatically include your high school name, address, primary contact, and email and phone number for the primary contact.

   

   It is helpful to include additional information, such as directions, instructions on where to park, and instructions for entering the building and finding the fair location.
7. Select Save to publish the fair.

After a fair has been saved, it will be listed on the College Fair overview page.

Select View Details to:

• Edit fair details.
• Manage colleges who will be attending each fair.
• Message the attendees.

Edit college fair details

1. Select the Counselor Commuity icon and choose Schedule.
2. Select the College Fairs section and choose View Details for the fair you want to modify.
3. Select Edit.
4. Modify the event details.
5. Select Save.

If you change a college fair after colleges have registered, attendees will not receive email notifications. When the changes are published, send a message to the colleges attending a fair to communicate the changes.

Manage college fair attendees

To manage colleges and universities attending a college fair, navigate to the RepVisits tile on the homepage and choose Schedule. Then, navigate to the College Fairs section.

Add attendees to a college fair

1. Find the fair for which you need to manage attendance and choose View Details.

   

   Options to Confirm or Decline a college or university's request to attend your fair are available when manually managing institution attendance for the fair.
2. Select Add Attendee.

3. Start typing the admission representative's first name or institution and select it when it appears in the list.

   

   If the representative is not part of the Counselor Community, they will not appear in the results list. Select Can't find someone? Add them manually. After manually adding a contact, they will be available in your RepVisits contacts to add to future events.

After you confirm a school's attendance or add them manually, the Status becomes Attending.

Remove attendees from a college fair

1. Locate the fair for which you need to manage attendance and choose View Details.
2. Select Cancel for the college or university you are removing.
3. Enter a message about the cancelation to send to the college or university.
4. Select Yes, Cancel Attendee. The cancelation message is sent automatically.

Message college fair attendees

1. Select the Counselor Commuity icon and choose Schedule.
2. Select the College Fairs section and choose View Details for the fair whose attendees you want to message.
3. Select Message Colleges.
4. Enter your message in the text field
5. Select Send Message.

Cancel a college fair

1. Select the Counselor Commuity icon and choose Schedule.
2. Navigate to the College Fairs section and select View Details for the fair you are modifying.
3. Select Edit.
4. Navigate to the end of the College Fair Details, and then select Cancel This College Fair.
5. Enter a reason for the cancellation.
6. Select Cancel Fair and Notify Colleges.

Canceled fairs are listed in Past Events on the College Fairs overview page and noted Cancelled in the RSVP By column.