Hosting FAFSA Completion Events

Hosting your own financial aid, college preparation, or FAFSA completion event is a good way to share information with a number of students at once.

 

Set Goals for the Event

What message do you want to convey to students and parents? What actions do you want them to take? What outcomes do you want for them? The answers to these questions can determine the agenda, structure, and length of your event.

For instance, if you simply want your students to be aware of the many options in postsecondary education in your area, you might want to host a college fair at which schools can set up information tables. You might not want to line up any speakers but instead allow students to show up when they like, visit the information tables, and then leave.

On the other hand, if your goal is for students to file a FAFSA form, you will need to decide whether you will lead the entire group of attendees through the application one question at a time or allow them to start as they arrive, work through the form at their own pace, and get the help of experts standing by. How you arrange your event depends on what you want to get from it and what you think would best suit the needs and characteristics of your audience.

The most important thing to keep in mind is to have a clear goal for your event so that you can plan event timing, agenda, expert speakers, handouts, and advertising around that goal.

 

Choose Location, Date, and Time

Think about your audience—but also about your own needs and resources—as you plan the time and place for your event.

Is the location convenient (and inexpensive) for the audience to get to? Will you have to pay a fee to access the location? If so, can you pool funds with another school or organization to save money? Or can you find an alternate location free of charge? Ask local colleges and churches whether they have space available for your event.

Is there a date when many of your audience members would be unable to attend due to a competing event? Is there a time of day that is particularly ideal for your audience? Will you be serving substantial refreshments? If not, don't hold your event too close to lunch or dinnertime, or your attendance will drop.

As you consider the pros and cons of different locations and times, talk to colleagues; they might think of obstacles or opportunities that you haven't.

 

Choose Presenters

If you want to have one or more presentations at your event, you'll need presenters. Try the following:

  • Ask the admissions or financial aid staff at a local college if someone is available to speak.
  • Find out if there's a college access organization near you that can provide an expert in the topic you want to feature. (Invite them to bring their students to your event so they can benefit as well.)
  • Email This email address is being protected from spambots. You need JavaScript enabled to view it. to see whether someone from the Federal Student Aid Outreach Team will be in your area around the time of your event and can speak to your audience about financial aid. Please note that the Outreach Team is small, with a limited budget, and cannot fulfill all requests for speakers. In order to respond to your email, the Outreach Team will require the following information:
    • Contact name
    • Phone number
    • Email address
    • Organization name
    • Date of event
    • Name of event
    • Complete event location address
    • Audience size expected
    • Audience type: high school students, adult learners, counselors, etc.
    • Type of request: panel participant, presenter, exhibit booth, etc.

 

Spread the Word

Start advertising your event as early as possible, and advertise it in a variety of ways to reach the largest number of people. Remember the old adage that someone has to see or hear a message seven times before they take action? Here are seven ways you can advertise your event:

  • Email students and parents.
  • Put up posters around the community.
  • Share the details on your school's or organization's website.
  • Put ads in your local paper and school paper.
  • Tweet about it.
  • Put an ad on local radio.
  • Spread the word via your Facebook page.

 

Gather Handouts

At your event, you print out this CIC handout in English and Spanish and use U.S. Department of Education Resources videos, tools and resources from the U.S. Department of Education collection.

A number of publications are available to order in bulk from the Federal Student Aid Publications Ordering System.

To ease students' fear of the FAFSA process, have them fill out FAFSA4caster or the FAFSA on the Web Worksheet to get a feel for the types of questions they'll be asked when they submit the official application. 

 

Get Help Carrying Out the Event

Besides starting your planning early, one of the best things you can do to ensure the success of your event is to get help. Ask colleagues to collaborate in the organization and preparation. Ask subject experts to share their knowledge in mini-workshops. Ask students to serve as the set-up and clean-up crews, welcome people at the door, hand out materials, and serve refreshments. Don't go it alone!

 

Assess the Event's Success

If appropriate, provide an evaluation form for your event, and review any feedback you get. Hold a “lessons learned” meeting after the event, and take notes so you'll have a record of what worked and what didn't work. That way, you'll be even better prepared when it's time to organize your next event.


Adapted from financialaidtoolkit.ed.gov/tk/outreach/host-event.jsp

 

 

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