CONFIRMATION PACKET  |  September 2020 Event

CONGRATULATIONS!  |  Thank you for signing up for the Montana Virtual Fairs & events!

We have included as much information to help make this event as smooth and successful for you as we can.  However, please just let us know if you have any questions!  We are happy to help in any way we can to make this a great experience for you and your institution!

what are the schedule of events?

why did we choose this schedule?

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  • ​​Montana's 200 high schools are all doing a different model of scheduling within COVID-19.  This is why we have had to be creative with our virtual model to get you the best possible contact with students, counselors, & parents.  We also had to then offer a varied, multi-day, hybrid model to get you the best interaction opportunities.  Thank you for your understanding.  We know this is not an easy time, and one where we are all learning together.  We offer a mix of pre-scheduled and open scheduling options for sessions to increase your interaction at this event.  If you are unable to attend any of these sessions, we understand.  We simply are trying to give you the best chance for connection within this virtual model and with Montana’s schools' varied schedules.    
 
  • Thank you for your team efforts and understanding, as we try to offer you and students the best experience possible in this new model.  We appreciate your team efforts to make these schedule times a priority.  We have chosen a multi-day, multi-option program for you to connect with students due to Montana's hybrid school scheduling being so diverse.  We are hopeful that this extra step and planning and collaboration with the schools will help control the number of presenters in each time-block and in turn give you better attendance at your sessions.  It is our goal to make this a success for you and students with high quality interaction.  This also allows our Montana HS Counselors to better promote your sessions and allow students to get out of class to attend your session during these pre-scheduled timeslots.  If you have any questions or concerns, please reach out to us, and we are happy to help in any way we can make this event a success for you.  [email protected]  |  406.531.3531 

schedule overview & planning details

*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.

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  • Priority Deadline For Exhibitors To Update Your Online Profile:  September 14, 2020

  • Last Day To Make Changes To Exhibitor Profiles:  September 20, 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.:   September 14, 2020  - Registration & the online platform will go live for students, counselors, parents to start scheduling sessions, viewing your profile, watching videos, etc.  

  • Student, Counselor, Parent, etc. Data Leads Collection Time:  September 14, 2020 through September 27th.

  • Live Montana Virtual Event:  September 21 - 25, 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:  September 27, 2020.

​

|  2 weeks before the live event

|  ​week before the live event

|  ​week of the live event

Live Session & 1-on-1 Scheduled Meeting Options
Tips For Success & Rules

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  • Montana high schools are all doing a different model of scheduling within COVID-19.  Therefore, some schools will choose to promote one particular day as their main “Virtual Fair Day,” so we highly encourage you to offer a session during this invited timeslot and multiple sessions throughout the event.  You are welcome to run your sessions as you think would be best, and you are welcome to offer different sessions on each day.  
  • ​MPSEOC will have scheduled time-blocks (for when to offer what kind of services – live sessions, 1-on-1 meetings, etc.) to work within to help with flow of traffic.  See more specific details below on this page.  
  • All schedule times are in Mountain Standard Time zone.
  • Live Sessions - will be limited to no longer than 30 minute sessions (due to student/counselor request.)  These Live Sessions offer a great opportunity to meet with groups of students, counselors, and parents.  Create a variety of sessions/topics to reach more students and/or engage a student to attend more than one of your sessions.  We will have some pre-scheduled times for your live sessions during the week, and we offer additional flexible open scheduling too during some time-blocks.  
  • Please follow the "Live Session" Schedule blocks on the schedule above. 
  • Exhibitors are asked not to schedule "Live Sessions" outside of the scheduled blocks.  
  • BONUS Invite!  Free Bonus Intro SnapShot Sessions  | As a thank you to you for caring about Montana students, you are specially invited to be part of these "Intro Sessions" to kick off the week.  These special invite sessions will be pre-recorded the week before the event, and MPSEOC will promote these on Monday of the "LIVE" event and also throughout/after the event to give you even more reach and connection with students, counselors, parents, & beyond.  We hope you will join us in these quick intro sessions.  Look for a special invite email coming to you with a zoom link to connect and preparation details.  More information below on this page too.  
  • Pre-Scheduled Session Timeslots  |  In-School High School Time Blocks (between 8-4pm Mon, Tues, Wed, Thurs, Fri.) These time blocks are pre-scheduled to fit counselor, student, & school's needs/scheduling to get you the best attendance for your session.  We hope you understand that this extra scheduling is designed to help you and promote your session better.  Please follow the specially saved times scheduled for your institution.  If your scheduled times, do not work, please contact us right away, and we will try and find a time that works for you.  Thank you for your understanding and team efforts to make your scheduled time work.  We have worked hard to find you a successful time block.  ​ 
  • Open Scheduling  |  You are welcome to schedule 1 (30 minute session) within each block of time listed on the schedule that is not within the "8-4pm - Mon, Tues, Wed, Thurs, Fri " High School Schedule.
  • ​All "Live Sessions" & "1-on-1 Meetings" are scheduled through your own live zoom account in your online profile accordingly.  You are in complete control of planning/scheduling/running your live & 1-on-1 meeting sessions.  Please see some zoom tips here:
  • Zoom Success Tips​ ​
    • Do not use passwords in scheduling your zoom sessions.
    • 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.
​

how do you we set up Our Profile & Schedule sessions?

step 1 |  look for your login Email details from visitdays 
    :
  • The email is sent to the person who registered for the Montana Virtual Fairs & Events.

  • 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.  Contact VisitDays right away if you do not see this email:  |  Jose  - [email protected]  |   [email protected]

  • If you have already worked with VisitDays before through 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 have already worked with VisitDays before through 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.

If you do not see this login email from VisitDays, try this first:
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!
 
Preview Your Online Profile & Entire Event
You may see your profile and others @  https://mpseoc.heydays.io/events/11/exhibitors 

With Questions, please contact us right away: 
|  Jose  - [email protected]  |   [email protected]
|  Or [email protected]  / 406.531.3531

Need more help?
​check these linked packets out!


​step 2 |  how do we set up our profile online?

JOIN US FOR An informal WEBINAR / Q&A SESSION with MPSEOC & VisitDays

THURSDAY, SEPTEMBER 10 @  1P.M.​ MST - session ended - Please watch the recording linked below if you missed this session.  thank you!
​
​Need more help?  Please contact us with any questions.  Thank you for your team efforts to help students together.   With Questions, please contact us right away:  



​step 3|  how do we participate & attend the free intro Snapshot promotions sessions for the virtual event?

Additional Bonus Promotion option – Free! 
​You Are specially invited to be a part of the Pre-Recorded Introduction Videos Hosted & promoted By MPSEOC & the fair hosts!

​
  • What Are These Intro Snapshot Sessions?:  
    • These Are Quick Intro Sessions To Resemble a “Fair-Like” Experience – Counselors will be showing to their students the Pre-Recorded Intro Videos by Group to help them start off the week.  
    • As a way to connect and drive students, counselors, parents, etc. to your sessions, we will be meeting to record group “SnapShot Session Introductions” the week before the “Live” event.  On Thursday & Friday – September 17 & 18, 2020 – We will be pre-recording a promotional video to be shared with students on the first day of the “Live Montana Event.”  You are specially invited to participate in these quick “Snapshot Sessions” at no additional cost.  We will be offering free group sessions for students, counselors, parents to watch to prepare for the week ahead and better narrow down which institutions are the best fit.  We also will continue to promote these videos after the event too in hopes to keep students connected to you.  We hope you will join us for these free, live, pre-recorded sessions with MPSEOC the week before.  
​
  • What To Prepare?:  Come to this free zoom meeting with us and have your institution representative prepared to share your "1 minute campus overview" of the following details.  These sessions are offered in groups by institution type and/or geographical region.   In no more than 60 seconds (1 minute)  |  We will record you sharing your - Institution Name, Location, Campus Size, Top 3 Academic Program Areas, What is most notable for your institution and/or an interesting fact about your institution.  
​
  • When Is Your Institution Specially Invited To Attend This Pre-Recording Session?:
    • ​​*Each institution in scheduled in 1 group session by type and/or geographical region.  Look for more details & & a special invite message coming to your email soon.  
    • Intro Snapshot Sessions - Recording  Schedules 
      • ​Thursday, September 17th @ 9 - 10 a.m.  - Montana Military Branches & A Variety of Training Programs 
      • ​Thursday, September 17th @ 10 - 11 a.m. - Montana 2-Year Colleges & Universities
      • ​Thursday, September 17th @ 11 - 12 p.m.-  Tribal Colleges
      • ​Thursday, September 17th @ 1 - 2 p.m. - Montana 4-Year Colleges & Universities
      • ​Thursday, September 17th @ 2 - 3 p.m. - Arizona & Colorado Colleges & Universities
      • Thursday, September 17th @ 3 - 4 p.m. - North Dakota & South Dakota Colleges & Universities
      • Friday, September 18th @ 9 - 10 a.m. - Wyoming & Utah Colleges & Universities
      • Friday, September 18th @ 10 - 11 a.m. - Idaho & Oregon Colleges & Universities
      • Friday, September 18th @ 11 - 12 p.m. - Washington Colleges & Universities
      • Friday, September 18th @ 1 - 2 p.m. - Many States Colleges & Universities
      • Friday, September 18th @ 2 - 3 p.m. - All Agencies
​ ​
  • How To Attend?  |  Zoom Meeting Time & Link will be emailed to you directly from MPSEOC in the next few days.  These sessions will be recorded and shared with all the Montana high schools as an intro to this "Live Virtual Event."  
​
  • These sessions are not required, but strongly encouraged as a bonus, free, extended promotion.  If you do not attend this special invite session, MPSEOC will do a brief overview of your campus for you in one of these group sessions to let students know you will be attending and participating in the Montana September Virtual Fair Event.
​​
  • Please contact us with any questions.   We are hopeful these sessions will offer you even great reach and relationship building with our Montana students, counselors, parents, & beyond before, during, & after the event.  If you have any questions or concerns, please contact us right away.  Thank you for your team efforts to help students together.   [email protected]  |  406.531.3531



​step 4 |  how do we schedule our live sessions?

pre-scheduled session timesslots  | In-School Schedule Blocks
Priority Scheduling & Special Timeslot Invite  |  During In-School Times slots (8-4pm) Monday - Friday.

  • ​Pre-Scheduled Session Timeslots  |  In-School High School Time Blocks (between 8-4pm  Tues, Wed, Thurs, Fri.) These time blocks are pre-scheduled to fit counselor, student, & school's needs/scheduling to get you the best attendance for your session.  We hope you understand that this extra scheduling is designed to help you and promote your session better.  Please follow the specially saved times scheduled for your institution.  If your scheduled times, do not work, please contact us right away, and we will try and find a time that works for you.  Thank you for your understanding and team efforts to make your scheduled time work.  We have worked hard to find you a successful time block.  ​ 
  • When are your specially saved times with the school day?   Below is a link to the current schedule for these 30 minute time-blocks we have specially saved for you. ​
  • All schedule times will be final and published/promoted to counselors on Friday, September 11, 2020. 
  • Please submit any change requests to [email protected] before end of day Thursday, September 10, 2020.

important!
​check your insitution's saved times
please let us know right away if these times do not work for you.  thank you!

* If your institution recently registered for the Virtual Event, check back soon to see your scheduled time.  If you registered over a week ago and still do not see your institution listed, contact us @ 406.531.3531 or [email protected].  Thank you!

open scheduling - out of School Schedule Blocks
Live session time blocks listed outside of the 8-4pm time (on Tues, Wed, Thurs, Fri) is considered open scheduling.  feel free to use these timeblocks as you feel are the best use of your time to connect with students, counselors, & parents.

Exciting Schedule Update  |  New!  Expanded Open Scheduling times on Monday, September 21, 2020!  Monday, September 21, 2020  |  11 a.m. – 9 p.m.  New!  Expanded Open Scheduling For You!
​In trying to offer the best experience for you and students, we are excited to announce that we have been approved to offer you even more “Open Scheduling” time for you to use if you would like.  This is the first day of the week, and we are working with counselors to promote your “Pre-Recorded Snapshot Sessions” during this day as well, but we would like to open this time for you to also offer any “Quick Overview/Introduction” 30 minute sessions or a larger couple hour “Chat” / Come Meet Us Session within the time block below and/or 1-on-1 meetings as you would like during this welcome/intro day.  If this day does not work for you and your team, that is ok too.  This is optional and an completely open block of time for you to use as you think would be best.  

Outside school times listed below, you are welcome to offer 1 additional 30 minute, live session per time-block per day in open scheduling hours.
​
​When are these time blocks for Open Scheduling?​
  • NEW!   Monday – September 21, 2020  | 
    • Live Sessions & 1-on-1 Meetings  |  Open Scheduling  |  You are welcome to schedule multiple 30 minute sessions or a larger couple hour “Chat” / Come Meet Us Session within the time block below.within the time block below.
    • 11:00 a.m. – 9:00 p.m.
  • Tuesday – September 22, 2020  | 
    • Live Sessions  |  Open Scheduling  |  You are welcome to schedule 1 – 30 minute session within each block of time listed below.
    • 6:00 p.m. – 8:00 p.m.
  • Wednesday – September 23, 2020  | 
    • Live Sessions  |  Open Scheduling  |  You are welcome to schedule 1 – 30 minute session within each block of time listed below.
    • 6:00 p.m. – 8:00 p.m.
  • Thursday – September 24, 2020  | 
    • Live Sessions  |  Open Scheduling  |  You are welcome to schedule 1 – 30 minute session within each block of time listed below.
    • 6:00 p.m. – 8:00 p.m.
  • Friday – September 25, 2020  | 
    • Open Scheduling  |  You are welcome to schedule 1 – 30 minute session within each block of time listed below and/or set your own 1-on-1 meetings within these time blocks:
    • 11 a.m. – 2:00 p.m.
    • 4:00 p.m. – 9:00 p.m.
​​
  • Please schedule your Live Zoom Session with your own Zoom account in your online profile accordingly.  You are in complete control of planning/scheduling/running your sessions.



​step 5 |  how do we schedule our 1-on-1 meeting sessions?
 
  • 1-on-1 Meetings – these are limited to only the time-blocks that are offered.  These are a wonderful addition to reach and build relations with students.  We highly encourage that you utilize these time offerings with your teams.  You may have many representatives from you institution offer these times.  To keep conflicts with “live sessions” to a minimum, no 1-on-1 Meetings may be scheduled during the “Live Session” time blocks.  Thank you! 
  • Counselors have recommended having shorter time scheduling options (for instance:  15-20 minutes).  However, you are welcome to schedule these as you would like within the timeblocks and with your schedule availablity.
  • You are welcome to invite many staff members to have a user profile to help with these sessions if you would like. 

Exciting Schedule Update  |  New!  Expanded Open Scheduling times on Monday, September 21, 2020!  Monday, September 21, 2020  |  11 a.m. – 9 p.m.  New!  Expanded Open Scheduling For You!
​In trying to offer the best experience for you and students, we are excited to announce that we have been approved to offer you even more “Open Scheduling” time for you to use if you would like.  This is the first day of the week, and we are working with counselors to promote your “Pre-Recorded Snapshot Sessions” during this day as well, but we would like to open this time for you to also offer any “Quick Overview/Introduction” 30 minute sessions and/or 1-on-1 meetings as you would like during this welcome/intro day.  If this day does not work for you and your team, that is ok too.  This is optional and an completely open block of time for you to use as you think would be best.  ​​
​
​When are these time blocks for 1-on-1 Meetings?​
  • NEW!   Monday – September 21, 2020  | 
    • Live Sessions & 1-on-1 Meetings  |  Open Scheduling  |  You are welcome to schedule your own 1-on-1 meetings within these time blocks:
    • 11:00 a.m. – 9:00 p.m.
  • Tuesday – September 22, 2020  | 
    • 1-on-1 Meetings  |  Open Scheduling  |  You are welcome to schedule your own 1-on-1 meetings within these time blocks:
    • 11:00 a.m. - 2:00 p.m.
    • 4:00 p.m. – 6:00 p.m.
    • 8:00 p.m. – 9:00 p.m.
  • ​Wednesday – September 23, 2020  | 
    • 1-on-1 Meetings  |  Open Scheduling  |  You are welcome to schedule your own 1-on-1 meetings within these time blocks:
    • 11:00 a.m. - 2:00 p.m.
    • 4:00 p.m. – 6:00 p.m.
    • 8:00 p.m. – 9:00 p.m.
  • Thursday – September 24, 2020  | 
    • 1-on-1 Meetings  |  Open Scheduling  |  You are welcome to schedule your own 1-on-1 meetings within these time blocks:
    • 9:00 a.m. - 10:00 a.m.
    • 12:00 p.m. - 1:00 p.m.
    • 3:00 p.m. – 6:00 p.m.
    • 8:00 p.m. – 9:00 p.m.
  • Friday – September 25, 2020  | 
    • Open Scheduling  |  You are welcome to schedule 1 – 30 minute session within each block of time listed below and/or set your own 1-on-1 meetings within these time blocks:
    • 11 a.m. – 2:00 p.m.
    • 4:00 p.m. – 9:00 p.m.
​​
  • Please schedule your Live Zoom Session with your own Zoom account in your online profile accordingly.  You are in complete control of planning/scheduling/running your sessions.



​step 6 |  how do we collect our data after the event?

Saturday & Sunday, September 26-27, 2020  | ​

  • BONUS DAYS!   Saturday & Sunday, September 26-27, 2020  |  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.

when the live event closes completely on september 27, you may access all your leads and data in your backend dashboard.

  • 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, ocunselors, parents, etc. that connected with you during our live event.  We hope to see you again for our October & Winter Montana events to build even more connections and relations in Montana.  Thank you for your care and service to Montana students and schools.  

register for the next montana virtual event  | ​ october 26-30, 2020 & winter event too!

  • 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   

mpseoc - montana virtual event code of ethics

More Virtual Event - Details coming soon!