[civsa] Overnight Visitors -- communications prior to event

[Nicole Martinez]

Mary Alice,

At Valpo, we have a team of 5 student leaders who help coordinate the
communication to the prospective student as far as when and where to meet
his/her host (this is for *personal overnight visits*). We send a
confirmation letter, email and call them.

The host is simply given the name of his/her prospective student, interests
major, home town and phone to contact if she/he does not show or is late.

For our *admitted student days*, we have the hosts and students meet at
dinner in one location. This information is communicated via mailed letter
and with a phone call. We do not send host assignment info to the students,
because of so many last minute changes. We usually have 65-125 students
stay overnight at these events.

At check-in, we give the host their student info and the students their
host info. They meet at dinner.

I hope this helps. Please let me know if you have further questions.

Nicole

Nicole (Graham) Martinez, M.A.L.S.
Associate Director of Undergraduate Admission
Valparaiso University
e: Nicole.Martinez at valpo.edu
p: 219-464-6124






On Fri, Mar 14, 2014 at 2:10 PM, Berg, Mary Alice <mberg1 at luc.edu> wrote:

>  Happy Friday everyone,
>
>
>
> I'm hoping that anyone who coordinates an overnight program can reply back
> to me to let me know how your communication process works between your
> hosts and prospective student guests.  Do you have your hosts email/call
> the students before the visit or are they meeting for the first time at
> check in?
>
>
>
> At Loyola we offer group overnights with between 50-100 prospective
> students visiting for each event.  An admission rep is on campus to check
> everyone in at a set location.  Currently we ask our hosts to email or call
> their guest a few days before the visit to introduce themselves and touch
> base.  This year we have had trouble with our hosts successfully connecting
> with their overnight even after they have called their cell phone, left
> messages and emailed.  It makes the days leading up to an overnight quite
> chaotic.  Not to mention when closer to the event a host becomes sick or
> cancels then we are scrambling to find a new host and have to call the
> family to explain what happened since they already heard from one hosts but
> now are being switched out with another.  I'm feeling like it might be
> easier to have the guests and hosts meet for the first time at check in
> instead of ahead of time over phone/email.  I know overnights can be a
> cumbersome and sort of imperfect process but after today's event I have
> this feeling like, "There must be someone out there who does this more
> effectively!"
>
>
>
> If you have time to let me know about your process for communication with
> your overnight guests (specifically communication between guests and hosts)
> I will be so grateful!
>
>
>
> Thanks in advance!  Have a wonderful weekend!
>
>
> Mary Alice
>
>
>
> Mary Alice Berg
>
> Assistant Director
>
> Undergraduate Admission
>
> Loyola University Chicago
>
> Sullivan Center 150
>
> 1032 W Sheridan Road
>
> Chicago, IL 60657
>
> 773.508.7441
>
> mberg1 at luc.edu
>
>
>
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>
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