Great Group Visits Every Time

1. Great Group Visits Every Time Karenlee Spencer Special Events Coordinator Office of Admissions Eastern Illinois University Charleston, Illinois

2. We Are EIU! • Location • Charleston, Illinois • Enrollment • 12,000 students • Academics • 44 majors • 55 minors • 25 graduate programs

3. Why? Determine strengths Know weaknesses What sets you apart? Who to talk to Administrators Faculty & support staff Current students Alumni Who are you? Research, Research, Research

4. Make it happen…smoothly

5. Online Group Visit Request • Ask questions you need to know: • http://www.eiu.edu/~admissions/groupform.php • Fast follow-up “gets the ball rolling” • Automated email response • Prompt telephone call • Flexibility and friendliness

6. Gather Your Players • Admissions Staff • Match the staff member to the group • Prepare the staff member • Folder of all pertinent information • Contact names • Cell phone numbers • Meeting places/times • Contingency plan • weather, emergencies, discipline

7. Student Ambassadors (Tour Guides) • Well Trained • Key to success of visit • They are the experience • Availability • “When to Work” • Confirm, confirm, confirm!

8. Academic/Support Services & Other Departmental Involvement • Know your options – Who do you need? Who is willing? • Minority Affairs, Athletics, Honors, etc. • Get/keep them involved • Initial engagement through exciting introduction • On-going updates

9. Housing and Dining Services (Lunch) • Keep it simple • One or two lunch location choices • Set meal price prior to arrival • Optimize each group experience with the best dining location • Choose the right time

10. Customize the Experience: Who? • Determine group demographics • Age(s) • Ethnicity • Gender • Academic levels

11. Determine Expected Outcomes: What? • Wishes and Wants: Purpose of visit • Academic, Historical, Fun field trip • Type of Tour • Box, residence hall, scavenger hunt • Departmental hands on activity • Minority Programs • Student Panel

12. Good Times & Bad Times: When? • Determined by academic calendar • How many groups per day • Late arrivals • Surprise visits

13. Clarify & Confirm, Clarify & Confirm Again • How to Clarify & Confirm • Phone, email, phone • Provide prior to arrival • Maps/directions • Parking • Lodging • Group Visit Guidelines

14. Group Visit Guidelines Thank you for your interest in Eastern Illinois University! In order to offer a superior visit experience to your group, we offer the following guidelines: • Timely Arrival Prior to your visit, you will receive an itinerary for the day. Please arrive on time. If you are running late, please contact Sharon or Karenlee in the Office of Admissions at 877-581-2348. In the event of a late arrival, some activities may be canceled. • Cancellation Notice If you find it necessary to cancel your visit, please give us at least three (3) days notice by calling the EIU Office of Admissions at 877-581-2348. • Chaperones Please provide an adequate number of chaperones. Chaperones will be required to accompany the group at all times during the visit.

15. Group Visit Guidelines Continued… • Visit Preparation The visit will include a substantial amount of walking. Please encourage all students to wear comfortable clothing and shoes. Please dress for the weather. If your group will be eating lunch in a dining center on our campus, please send a check payable to Eastern Illinois University for the total amount of lunches requested at least 1 week prior to your visit. We also require your organization’s tax ID#. Lunch is $4.00 per person. Another lunch payment option is cash. Please have a total amount collected by arrival time on campus. You may also choose to eat in the Food Court, located in the Martin Luther King Jr. University Union on your own. • Conduct Please ensure your organizations’ participants show respect to the university and its students, faculty, and staff. Failure to do so will result in early conclusion of the visit and may limit availability for future visits by your organization.

16. Set the Stage • Create “experiences” for a variety of visitors • Use the strengths of your university • New Facility? • Incorporate into tour or presentation • Much more than a tour • Theatrical production with backstage passes • Child Development Lab experience • Preparing lunch in foods lab • A day of diversity Doudna Fine Arts Center, Eastern Illinois University

17. Set the Stage • Historical Building? - All ages love history • An informal chat in the 100 year old lounge • Pizza for 8th graders in the magnificent Pemberton Dining Hall • Traditions Talk on the stops of your oldest building Pemberton Hall, Eastern Illinois University Booth Library, Eastern Illinois University

18. Late arrivals/no shows Weather-It’s raining again! Discipline problems-where are the chaperones? Disinterest/boredom Expect the Unexpected

19. How did it go? • Follow up with each group • Brief evaluation card at end of visit • Chaperones & group members • Evaluation from university staff members • Phone call • Personal contact yields immediate feedback • Letter from the Director of Admissions

20. Great Group Visits Every Time Questions & Discussion Thank you & enjoy the conference!