How to Run a University Fair at Your School

A university fair lets students meet real admissions staff. They can ask questions and see many options in one place. A good fair takes planning, but it does not need a big budget. Follow these steps to run a fair that works for your students.

Step 1: Set a clear goal

Decide what the fair should do. Maybe you want students to learn about courses. Maybe you want families to understand costs. Write one main goal and two smaller ones. This helps you choose who to invite and how to organise the day.

Step 2: Pick a date and a team

Choose a day that is not close to exams. Autumn is often good because applications are still open. Form a small team of staff and students. Give each person a job, such as invitations, rooms, signs or welcome desk.

Step 3: Invite the right universities

Think about your students. Where do they want to go? Make a list of universities and colleges that fit. Include a mix of local and international options. Include colleges and training providers as well, because university is not the only path. Send invitations at least two months ahead.

• Say the date, time, place and number of students.
• Ask each guest what they need, such as a table or a screen.
• Ask them to bring information about courses, costs and scholarships.

Step 4: Plan the space

A school hall or a large corridor works well. Place tables around the edge with name signs. Leave space in the middle for walking. Add a welcome desk, a map and a quiet corner for parents. Plan how guests will arrive, where they will park and where they can rest.

Step 5: Prepare the students

Students get more from a fair if they prepare. A week before the event, give them a worksheet.

1. Choose three universities to visit.
2. Write three questions for each.
3. Think about what matters most: course, place, cost or support.

Teach students how to start a conversation and how to say thank you. Remind them to take notes.

Step 6: Include parents

Many parents want to come. Offer a short talk at the start or end. Explain how costs, scholarships and deadlines work. Allow time for questions. If you hold a parent session, keep it under 30 minutes.

Step 7: Run the day

On the day, arrive early. Check the room and the signs. Welcome each guest and thank them. Keep a simple schedule. Students can come in groups by year. Walk around to help students who feel shy. Take photos if you have permission.

Step 8: Follow up

The fair is only the start. After the event, ask students to write what they learned. Hold short meetings with those who found a course that interests them. Send thank you notes to guests. Ask guests and students for feedback.

Online and mixed fairs

If travel is hard, you can run an online fair. Use short video sessions with each university. Keep each session to 20 minutes with time for questions. A mixed fair, with some guests in the room and some online, is also possible. Test the technology in advance.

Common mistakes

• Inviting too late, so good guests are already busy.
• Leaving students unprepared.
• Showing only famous universities.
• Forgetting to follow up after the event.

A note on honesty

Guests visit to share information, and their time is valuable. Do not claim partnerships that do not exist. Describe the event as a fair or visit, and let each university describe its own courses. William Cognity has helped organise university fairs for school groups in several countries, and clear planning is the biggest factor in a good day.

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