TDCN Best Practices

* More detailed best practices can be found in the California Transfer Days / College Nights Guidelines.

Location

INSIDE EVENT

  • Should be in a centrally located area

  • No weather concerns

  • Easier to estimate attendee headcount

 

OUTSIDE EVENT

  • More students may walk through event

    Weather:

  • Look into renting umbrellas for shade

  • Provide water for reps

  • Have a back-up plan

  • More difficult to determine attendee headcount

 

Logistics

START TIME

  • Start time no earlier than 9:00 am for transfer day event and 4:30pm for a college night event.

  • Schedule during highest possible amount of student foot traffic.

  • Provide enough time for campus reps to park and set up.

STAFFING

  • Transfer Center or high school staff

  • Volunteers

  • Faculty, staff and student volunteers circulate during the event to check on representatives and answer student questions

 

Tabling 

FLOOR PLAN AND TABLE ASSIGNMENTS

  • Table Arrangements

    • Do not put all schools from one system together, i.e. all UC’s in one area

    • One table per school with two chairs

    • Avoid table sharing

    • Extra tables

    • Ensure accessibility for persons with disabilities

    • Distribute most popular campuses around the room (crowd control)

       

Campus Participation

DETERMINING CAMPUS PARTICIPATION

  • TDCN subcommittee coordinates registration for the UC, CSU, and AICCU campuses.

  • Priority is given to the campuses that have registered via the TD/CN online registration system.

  • You are responsible for inviting and registering reps from other universities and colleges

 

EXTENDING PARTICIPATION INVITATIONS

  • DO NOT RUN A SECONDARY REGISTRATION SYSTEM FOR THE UC, CSU, or AICCU CAMPUSES.

    They are only required to use the online registration system provided to them by this subcommittee.

 

PROGRAM DETAILS AND LOGISTICS

  • You are responsible for notifying participants about any pertinent details or logistics about your event.

  • Your  e-mail should contain the following information:

    • map indicating how to get to the program site

    • where to unload

    • tram/shuttle service availability

    • a parking permit, if necessary

    • whether unloading personnel (students) and/or equipment(carts, dollies, etc.) will be available

    • when campus representatives can begin to set up

    • table accommodations, access to electrical outlets, food service availability, and the extent of refreshments that will be made available, i.e., water, coffee, etc.

    • estimated attendance from local middle and/or high schools

    • overnight accommodations and restaurant suggestions (for out of area colleges)

    • a “day of” person, phone number (mobile suggested) and email address to contact for further information, upon arrival, or in case of cancellation or delay

    • whether your college can accommodate materials sent in advance and how the representative can access the materials

 

CAMPUS REPRESENTATION

  • Most colleges and universities will send one person to your event though some may bring additional representatives. If there is a limitation on the number of representatives at your event this should be communicated well in advance of your event.

  • Campuses may be represented by another campus using the “buddy” system”. This should be communicated beforehand when the buddy system will be used.

  • Unregistered representatives may show up unannounced. Having extra tables available to accommodate them is encouraged. If the campuses that show up unannounced are from the UC, CSU, or AICCU systems, please notify the Statewide Coordinator.