This three-day event is something that takes several months of planning, mostly due to the need to reserve advertising space, develop ads, and have them go live in a timely manner.
Start planning in July/Augustt
Items to schedule
- Faculty/Student Meetings
- Generally small group meetings with 6-8 students max per faculty memebr
- Event with Current students
- General Q+A
- Internship Q+A
- All CRE Lunch
- Main Information Session
- Career Development Session
- Alumni Session
- Option to attend classes (check with faculty on how many students they can accommodate)
In Dropbox, there is a "Recruitment" folder as well as an "Events folder." In each of those are materials related to that year's Extended Open House (XOH) - a to-do list (broad and day-of), advertisements, Recruitment Pitch, spreadsheets of attendees and their schedules, and documents of email templates. Surveys for registration and feedback live in Survey Monkey and are usually edited only to change dates/make small changes as necessary from year to year.
By September (first or second week) the registration link should be live, and it usually "sells" out quickly. It's best to have a waitlist form ready to launch so people can keep registering. Allowing more than 85/90 people to register isn't advised.
That's what we can reasonably manage in normal times, including attrition we account for.
Qualtrix for registration
Pros
- Allows limits on each session
- Sends registrants confirmation and schedule
Cons
- hard to pull reports-need more training
- For one-on-ones, did not give names AND times
- not super user friendly
Notes
Consider
- Mid term week
- Head of the Charles (can make hotels hard to find)
- Sloan Lead Week-good week to do since exams don't generally run this week.
- Reach out to Karena Paukulis <karenap@mit.edu> to get dates
2022
- We held an in-person event.
- We also held a series of Zoom info sessions
- For fall 2023, consider having some events hy-brid (courses, main information session)
- Also consider running before mid-terms or in the second week of H2 to allow for maximum access to classes.
- Registration was low. Less than 30
2023
- We held the main information session as a hybrid meeting in 9-255. This allows more attendance
- Many participants asked for more hybrid sessions.
- We had over 40 registrants