important steps to take
APRIL 2021
Mandatory Participation Steps
Optional Steps - Additional Opportunities!
- STEP 1 | Schedule of Events | Save the Live Events Times In Your Schedule | IMPORTANT Scheduling Details Are Outlined Below On This Page. Please review these closely!
- | Your Own Live Sessions | See the restricted guidelines for scheduling sessions during the week of the MPSEOC hosted events of April 5-9, 2021. No other Live sessions are allowed outside of the scheduled times. From April 9 - 31, 2020, you are welcome to schedule any sessions you would like.
- | Your Own 1-on-1 Meetings in Visitdays | See the restricted guidelines for scheduling sessions during the week of the MPSEOC hosted events of April 5-9, 2021. No other 1-on-1 meetings are allowed in this time. From April 9 - 31, 2020, you are welcome to have these 1-on-1 meetings available for students to schedule with you if would like.
- | Live Chat | Throughout the MPSEOC Live event and all of April this function will be live. Feel free to respond to students as soon as you have messages. You may choose to have an automated response set. We ask that you are only live during the MPSEOC Live Student Fair Times.
- STEP 2 | SUBMIT Your Campus Info! - Student & Counselor Guidebook Contact Listing & Info | In Conjunction with this event, we will be sharing a condensed Spring Guidebook for students and counselors. To be included you need to submit this quick form no later than, March 26, 2021. Confirm your attendance & Campus Info | Submit this form no later than March 26, 2021
- STEP 3 | Setup Up Your Institution Profile On VisitDays / HeyDays | More details on how to setup your profile is linked here. If you have participated in our past Fall 2020 virtual events, the process is very similar. You will login with the same login/password you used this fall. If you need help accessing your account, please reach out to Visidays directly or contact us with questions: Laura Raffaele @ [email protected] or Amy Leary @ [email protected].
- STEP 4 | Attend - Montana Spring Counselor Update | With this Spring event, we are hosting mini-Counselor Updates for our High School Counselors and educators. You must attend both this Spring Counselor Update session and both Live Student Fair Times to be eligible to receive the overall student/counselor data contact lists for this Montana April Event. To participate:
- We ask that 1 representative attend your designated 1-hour session to be live to answer questions for counselors. (see breakdown of this schedule below). If you are unsure which 1 hour category you will be invited to attend, please contact us right away with questions.
- We will be sending you a zoom link and more details to join these live sessions the week before the event.
- STEP 5 | Attend Student LIVE Fair Times | 2 Hour Live Student Fairs - April 7th 1-3pm & April 8th 9-11am | Mandatory attendance with at least 1 representative to be live and available for 1 Zoom meeting & chat during the LIVE Student Fair Times. No other sessions are allowed or required during this event. You must attend both the 2 Live Student Fair Times blocks on each day and also this Spring Counselor Update session to be eligible to receive the overall student/counselor data contact lists for this Montana April Event.
Optional Steps - Additional Opportunities!
- Optional - Montana Tribal College Institute & Relations | We invite you to join in this amazing opportunity to meet and get to know our Montana Tribal Colleges. Each Tribal College is hosting their own live session especially for you to connect and share ideas together to better help students. See more details below. Confirm your attendance & Campus Info | Submit this form no later than March 26, 2021
- Optional - Swag Gift Bag | We invite you to join in the fun of supporting students by giving away only 1 Student Swag Gift Bag of goodies to 1 student from your contact list gathered for this April Event. This is randomly drawn from your list. Only 1 Swag Gift Bag is a given with no more than a $30 value (a Mug, a Thermos, a Notepad, Pens, Pendants, etc.)
- Optional - Montana Counselor Specialized Messaging and/or Counselor Packet | Here is a link to the current Montana High School Counselors. This is a complimentary list being share with you for your use to reach out to counselors before, during, and /or after this April event. You are welcome to send counselors their own packet too if you would like.
- Access Student Data | During & after the event, you are welcome to access your contact list that is created in Visitdays/Heydays. You will keep collecting data throughout all of April every time a contact visits your profile or attends a session with you or asks you a chat question. You will have instant access to all this data in your online Visitdays/Heydays profile.
- Overall Data List | Within 2 weeks of the live MPSEOC hosted event, we will send out a link to all the student, counselor, etc. contact list from the event (to all institutions who attend all mandatory sessions of the April 2021 event.). If you do not attend the mandatory sessions, you will not have access to the entire data list. Thank you!
step 1 | what is the schedule of events for the week?
Montana Tribal College Institute & Relation
Tuesday, April 6, 2021
| Special Invite | Build Relations with all 7 of Montana Tribal Colleges through live sessions. This is in collaboration for our regular Spring In-Person Montana Tribal College Fairs. These sessions are presented to Montana counselors, education professionals, campus representatives who want to build relations with our Montana Tribal Colleges to better help transfer students and overall students.
Montana Spring Counselor Update
Wednesday, April 7, 2021
| These sessions are presented to Montana counselors. Counselor Update | LIVE Panel Presentations & Chat / Q&A
Live Student Fair
Tuesday, April 6, 2021
| Special Invite | Build Relations with all 7 of Montana Tribal Colleges through live sessions. This is in collaboration for our regular Spring In-Person Montana Tribal College Fairs. These sessions are presented to Montana counselors, education professionals, campus representatives who want to build relations with our Montana Tribal Colleges to better help transfer students and overall students.
- No other sessions outside of these Montana Tribal College Sessions are authorized to run on this day. Thank you!
Montana Spring Counselor Update
Wednesday, April 7, 2021
| These sessions are presented to Montana counselors. Counselor Update | LIVE Panel Presentations & Chat / Q&A
- As an exhibitor, you are invited to present within your 1 hour group to build relations with out Montana High School Counselors.
- 9:00am – 10:00am |
- Montana 4-Year Colleges, 2-Year Colleges & Community Colleges, & Montana Tribal Colleges
- 10:00am - 11:00am |
- Live Q&A with Out Of State Colleges , Military, & Specialized Training Programs
- 11:00 am – 12:00 pm |
- Montana Agencies & Student Support Services Updates
- We will take Mini-Breaks between groups.
- 9:00am – 10:00am |
- Please let us know right away if you will not be attending this specially invited panel presentation.
- No other sessions outside of the MPSEOC hosted panel sessions are authorized to run in this time block. Thank you!
- All schedule times are in Mountain Standard Time zone.
- MPSEOC will be hosting each of the participating institutions in group panel discussions, live chat, & Q&A.
- High School Counselors will be able to post questions in the chat throughout the presentations, and we ask your teams to have 1 presenter for your campus, and you are welcome to also have 1 additional helper to answer questions throughout the presentation too if you would like (this additional helper is not required, but an option).
- These sessions will be recorded and posted on the hosted MPSEOC profile page for continued promotion & viewing.
- May you offer other sessions too? | You will also have multiple opportunities within the overall week to attend. During the MPSEOC hosted days, only those scheduled MPSEOC sessions are allowed. However, after April 9th, your team is welcome to host your own additional hosted live sessions for counselors and students too. No other sessions outside of the MPSEOC hosted panel sessions are authorized to run in this time block. Thank you!
- How do you present? This is a MPSEOC hosted Zoom gathering. You will be sent the direct link to join this session the week before the event.
- How long do you have to present? These are brief, mini, 1 hour Counselor sessions. MPSEOC will host these sessions with brief introductions and then we will have an open dialogue about certain topics that counselors bring up (Fall COVID plans, scholarships, summer events, important updates, etc.). We will be addressing these questions as a group with an interactive live chat. We will be sending more details on the zoom connection link, further details, etc. the week before the event.
- Please let us know right away if you will not be attending this specially invited panel presentation.
Live Student Fair
- Wednesday, April 7, 2021
- 1pm - 3pm | Live Virtual Student Fair
- Thursday, April 8, 2021
- 9am – 11am | Live Virtual Student Fair
- Easy Scheduling in Visitdays | Each exhibitor will offer and schedule just 1 live zoom session for the entire 2 hours of the live fair times. You may have other representatives from your campus join you in the zoom session. You will be live to answer questions, as students are able to pop in and out of your session. See more details below.
- No other sessions outside of these LIVE Fair times are authorized to run on this day. You may have 1-on-1 meetings available for students to meet with you throughout the week and through the rest of the April 2021. However, no other LIVE sessions are allowed on these days. After April 9, you are welcome to host additional live sessions if you would like. These additional sessions would be promoted through you and your team. Thank you!
overview timeline of events & planning details
20*Due to COVID-19 and things changing, please keep in mind that these details may change, so please check back before the event to make sure all the details are the same.
- Event Time Zone: All sessions run in Mountain Standard Time Zone.
- VisitDay’s Online Profile Setup Opens: Open & ready for you to update your profile. See Step 2 on the confirmation page for steps to login & access your October event profile.
- Priority Deadline For Exhibitors To Update Your Online Profile: October 19, 2020
- Last Day To Make Changes To Exhibitor Profiles: October 25, 2020 – the sooner you can finish your profile to the priority deadline, the sooner students, counselors, & parents will be able to start scheduling your sessions, meetings, & liking your profile (which in turn could mean more contact leads.)
- Virtual Event Registration Opens - For Students, Counselors, Parents, etc.: October 19, 2020 - Registration & the online platform will be promoted to students, counselors, parents to start scheduling sessions, viewing your profile, watching videos, etc.
- Student, Counselor, Parent, etc. Data Leads Collection Time: If you participated in the Montana September Virtual Fair - September 14, 2020 through December 1, 2020. (If you are participating in the Winter event, your profile will stay open and collecting student data!) If you are just participating in the Montana October Virtual Fair - October 19, 2020 through December 1, 2020. (If you are participating in the Winter event, your profile will stay open and collecting student data!)
- Live Montana Virtual Event: October 26-30, 2020 - This is the official "Live Montana Virtual Fair/Event Week" that we will have live sessions & 1-on-1 meeting scheduling.
- Access Data Leads - after the event closes on: October 30, 2020.
- New! Thank you Bonus & Extended Leads | As a thank you for supporting our Montana students, we will be offering the entire student data contact list (emails/address/high school/graduation/student general registration info) from our fall virtual events for all registered institutions for each event as long as your institution offers at least 1 live presentation session for students during the October event.
- | If you registered for the 2020 Montana September & October Virtual Fair - you will receive both sets of dataset.
- | If you registered only for the 2020 Montana October Virtual Fair - you will receive October's dataset.
- | We uniquely extend this offer in this COVID-19 time, in hopes to help students see & connect with all their educational options. We realize that student are needing all the help we can give them in this unique, unprecedented time. This is a new model for all of us with deep learning curves for everyone – students included. We feel this extended offer will help students better learn about all their educational options in this time and also allow you, as institutions, to better target and serve the students who are the right fit for your programs too.
| week before the live event
*Login details from Visitdays may come sooner if you registered early or attended the fall 2020 events.
| week of the live event | See scheduling details below!
| week of the live event | See scheduling details below!
additional
recommendations & tips
These are optional & ideas
| Before the live event, feel free to pre-record and load to your online profile video library a welcome "Hi Montana Counselors" VIDEO with a few more updates and details you would like our counselors to know. It does not have to be anything fancy - just a quick zoom recording works too! Then upload it to your YouTube Channel & copy that link into your Visitday's dashboard. We will help promote this too and send counselors there for more information.
| Before the live event, feel free to pre-record and load to your online profile video library a welcome "Hi Montana Students" VIDEO with a few more updates and details you would like our Montana students to know. It does not have to be anything fancy - just a quick zoom recording works too! Then upload it to your YouTube Channel & copy that link into your Visitday's dashboard. We will help promote this too and send students there for more information.
| We encourage you to highlight the "heart" - like feature in your cover picture and/or bio to help students to "heart" your profile in their favorites! This is an easy way to gain that student's contact information when they "heart" your profile.
| We encourage you to load planning/resource/campus videos to your profile video library! Students have been loving these videos. This is also another way that you gain student contact information. If they start to watch any one of your videos, they will be added to your prospect list.
| Before the live event, feel free to pre-record and load to your online profile video library a welcome "Hi Montana Students" VIDEO with a few more updates and details you would like our Montana students to know. It does not have to be anything fancy - just a quick zoom recording works too! Then upload it to your YouTube Channel & copy that link into your Visitday's dashboard. We will help promote this too and send students there for more information.
| We encourage you to highlight the "heart" - like feature in your cover picture and/or bio to help students to "heart" your profile in their favorites! This is an easy way to gain that student's contact information when they "heart" your profile.
| We encourage you to load planning/resource/campus videos to your profile video library! Students have been loving these videos. This is also another way that you gain student contact information. If they start to watch any one of your videos, they will be added to your prospect list.
- Zoom Success Tips
- If you offer a session, make sure to test your zoom link beforehand.
- If you offer a session, we recommend logging into your zoom session at least 10 minutes early to make sure all is working.
- We recommend removing all passwords/ waiting room features if possible. If you are unable to remove your password for zoom, please post the password in your session description. If you are unable to remove the "waiting room" feature, make sure to keep an eye throughout your presentation to let students in right away. If you wait too long, they will leave and you will miss them.
- If you are not familiar with your Zoom account, spend some time before the event to practice.
- We encourage teams to have at least 2 people in your sessions if possible. It is nice to have a presenter and then 1 person to help with live questions/polling.
- By spreading your sessions out over several options, you can try and keep your sessions smaller with more personal interaction & opportunities for interaction, chat, Q&A, etc.
- Check your participant limits to make sure your sessions can host the number of expected students per session.
- Use your free chat/polling options to engage students, counselors, parents, etc. in your sessions.
step 2 | HOW DO YOU access your PROFILE in the visitdays Online Platform?
step 2 | HOW DO YOU access your PROFILE in the visitdays Online Platform? |
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3 - If you have already worked with VisitDays before through our September Fair or a previous NACAC event, but the person who registered for the Montana event is not the same user in the VisitDay's system, you will get an email from VisitDays with an invite to create a login to the back end dashboard.
- 1 - Look for the Montana October Event Details from VisitDays about 1 week before the event.
- 2 - If you have already worked with VisitDays before through our September Fair or a previous NACAC event, you will see the "Montana Virtual Fair/Event" as an option to choose in your VisitDays back end dashboard. Select our Montana event and begin any profile updates.
If you do not see this login email from VisitDays, try this first:
- 4 - If this is your first time working with VisitDay's Online Platform, from VisitDays you will receive an email to the person who registered for our events. The email asks for your institution to create a login to get to the back end dashboard and create your profile for our September event. If you do not see this email, please check your spam.
Please check spam for a VisitDays email if you do not see this email. If you check your spam folder and still cannot find the email, please go directly to admin.visitdays.com and click reset reset password. An email will be sent to the email designated on your account (the email you registered for the Montana events). Check that email for a chance to reset your password. Then login under the email you registered for the Montana events and use your new set password. Once you have signed in, you will be able to get access to the Montana fair and be able to create your institution's online profile & content. If you still are unable to find your login information / email, please contact VisitDay's right away for help. Thank you!
Contact VisitDays right away if you still are not able to access your dashboard. | Jose - [email protected] | [email protected] | The email is sent to the person who registered for the Montana Virtual Fairs & Events.
Preview Your Online Profile & Entire Event
You may see your profile and others @ https://mpseoc.heydays.io/events/29/exhibitors
With Questions, please contact us right away:
| Jose - [email protected] | [email protected]
| Or [email protected] / 406.531.3531
how do we set up our profile in the Visitday's online platform & enter our schedule of sessions?
Please contact us with any questions. Thank you for your team efforts to help students together. With Questions, please contact us right away:
- | Jose - [email protected] | [email protected]
| Or [email protected] / 406.531.3531
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when the live event closes completely on October 30, you may access all your leads and data in your backend dashboard.
- Your "PROSEPCT" list from the entire event will be directly posted in your VisitDay's dashboard. You will be able to direct export your contacts yourself from your dashboard by the end of the event.
- We highly recommend downloading your data and connecting with your contacts as soon as possible after the live event is over. This will also for continued success in building relationships with those students, counselors, parents, etc. that connected with you during our live event. We hope to see you again for our Winter Montana events to build even more connections and relations in Montana. Thank you for your care and service to Montana students and schools.
- We encourage you to keep checking back after the event too, as your prospect list will keep growing as students are able to continue to use this site as long as the VisitDay's contract is live. Therefore, you may gain even more contacts after the event too by students visiting your profile & watching your loaded videos.
- If you are unable to find your "Prospect" contact list, please contact us, and we are happy to help. Visitdays/HeyDays Web Technical Team for help @ Jose Flores | [email protected] or [email protected] and/or MPSEOC [email protected]
Saturday & Sunday, October 31 & November 1, 2020 |
- BONUS DAYS! Saturday & Sunday following the LIVE October Event | You do not have to do anything on these days. These are bonus days to collect even more student leads, connection, & data. Your profiles will still remain open and active for students, counselors, & parents to still interact with your page, like your page, & watch your videos. Even though we will not have any “live sessions” or “1-on-1 meetings” on these days, you will still collect data for any students, counselors, parents, etc. that like your page, watch your videos, & visit your brochures on these days.
register for the next montana virtual event | winter 2020 - TBA
- With limited high school in-person visits & programming, we will be offering more opportunities to connect and build relations with our Montana HS Counselors, schools, students, parents, & beyond. Sign up and save your place at our next events too: www.MontanaCollegeFairs.com/virtual
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