Recruitment Network - Training Material

College Fair Programs

A college fair or college night is an annual event at the local high school level where colleges from across the nation assemble to tell students about their schools and distribute recruitment information.  Each college or university sends a representative, who may be either a professional staff member or a well informed alumni volunteer. If the college night is particularly large or in an area where Trinity is especially popular, the University may send an Admissions Counselor and an Alumni Recruitment volunteer.  (Note: Some high schools may require a professional staff member to represent the University.)


  • Expand Trinity University’s visibility with high school guidance counselors and in the community as a whole.
  • Build interest in Trinity among local high school students.
  • Persuade Seniors to apply.
  • Gather information on younger students from Trinity’s prospect base.
  • Inform parents about what Trinity has to offer.
  • Encourage a campus visit.

Materials Box

A copy of the college fair invitation and a box of admission materials will be sent to each volunteer from the Office of Admissions.

  • Typically, the box will contain:
  • Prospective student inquiry cards
  • A postage paid envelope to send back completed inquiry cards
  • Brochures illustrating the Trinity experience
  • Financial aid and merit scholarship information
  • Applications (specifically for Seniors)
  • An undergraduate catalog
  • A name tag
  • If a Trinity banner or poster is available, one will be included
  • College program evaluation

Before the Program

The college fair invitation will include the date, time, place and the college fair coordinator’s name.

As a recruitment network volunteer, you should familiarize yourself with Trinity’s admissions materials.

College nights are typically located in an area of the school that allows ample browsing room, such as a gym or cafeteria.  A table will be set up for each college to display its recruitment materials.  Students and parents will browse these areas to pick up materials and ask questions.  Representatives of each university are asked to stand behind their respective tables.

Arrive early.  Allow plenty of time to register and set up materials.

During the Program

Attend the college nights dressed in business attire.  Volunteers should wear name tags to identify themselves as alumni representatives of Trinity

Stand behind the table provided.  Handing out materials in front of the table or while walking around is not permissible.

Inform students that you are an alumnus/alumna, the year you graduated and your current profession.

Have each student fill out a prospect inquiry card.  The student should complete the card and leave it at the table.  If a student insists upon mailing it, that is acceptable.  The University would rather receive a prospect card at a later date than not at all.

There are a limited number of applications to hand out.  Please ensure that the applications are being given to senior students.  Inform prospective students that they will receive an application in the mail upon receipt of his or her prospect card if applications are not available.

After the Program

Stay throughout the entire program.

Separate the cards according to the students’ year in high school.

Make the effort to say goodbye and thank the hosting high school guidance counselor and program organizers.

Fill out the college program evaluation form from Trinity that is included within the box of Admissions materials.  Include any comments or suggestions for future fairs.  Volunteers are asked to complete and return the evaluation, the completed inquiry cards and any unused materials as soon as possible.

Helpful Hints

Before the program begins, separate the prospect cards into stacks of 25 or 50 depending on the size of the program. Color-coded postcards can be used to distinguish between alumni and admissions representatives if both are attending to evaluate the benefit of alumni presence.  At the end of the night, the exact number of students who stopped at the table can be determined by counting the number of cards remaining in the stacks.

Be positive and enthusiastic when speaking about Trinity.

Avoid comparing Trinity to other institutions or speaking negatively about other schools. This may leave the student feeling negatively about Trinity.

Avoid making any guarantees about admission.  Instead, encourage students to submit an application if they are interested and inform them that the admissions committee makes decisions based on many factors, including personal recommendations, essay, academic achievement, and  standardized test scores.

Do not commit to cover a college fair and not be in attendance.  If volunteers are unable to attend the college night, they are asked to notify their Recruitment Network Chairperson.  It is very important that the high school is informed.  This will help minimize any disappointment and/or frustration from counselors, students and parents.

Correspondence With Prospective Students

Trinity University Recruitment Network volunteers play a critical role in encouraging students both to apply to and attend Trinity.  Although Admissions staff, faculty, and current students contact prospective students, alumni volunteers play a special role.  As an alumnus/alumna of the University, you can speak about your personal experience at Trinity and the benefits of a Trinity education.  Students and their parents want to know your viewpoint and how Trinity has helped make you the individual you are today.  You will have the opportunity to contact students from your geographic area; therefore, you may be familiar with the student’s high school and, in some cases, may even know the student’s family.

In the fall, alumni can assist high school students who have expressed interest in learning more about Trinity.  This communication can begin by encouraging high school students to visit the Trinity campus.  Alumni can then answer questions students may have regarding the preliminary visit, application process and course work.

Correspondence can take the form of:

Calling:  Alumni can participate in highly specialized contact with prospective students who have demonstrated a certain level of interest.  Students will be qualified by different factors, from test score ranges to particular academic or co-curricular interests. These will usually be local calls in your area and you will be provided with background information on each student.

E-mailing:  Alumni can email correspondence which opens a line of communication through which students can ask questions over a period of time.  The ease and efficiency of email allow contact with students from any region (we will not limit it to your home area) and at any time during the admissions cycle.

Letter-writing:  Depending on the needs of the Admissions Office, letter-writing will be in the form of a handwritten note or a personalized form letter sent to a group of students. Letter content may vary from encouraging a campus visit to congratulating a student on choosing Trinity.

Time spent on any of these contacts will vary based on your level of involvement.  However, we don’t expect it to consume more than a couple of hours.

Alumni volunteers can also mention the benefits of attending Trinity In Focus programs that occur throughout the year to develop a more realistic perspective of what is it like to be a Trinity student.  This process of cultivation between alumni and students conveys the personal attention and interaction students receive at Trinity from staff and faculty. (Details of Trinity in Focus follow in a later section.)

In the spring, alumni volunteers can participate in congratulations campaigns after letters of acceptance are sent to high school students who have been accepted through the application process. As an alumnus/alumna, you provide a unique perspective on this achievement when you can relate great memories made through the Trinity community and how the lifelong connection to Trinity has served you well.   

As with all recruitment activities, you are representing the University.  Be positive, friendly and upbeat.  At times, you may encounter a question you cannot answer, as many facets of the University are always changing.  If you do not know the answer to a question, please inform the student and/or parent that you will look into the matter and a representative of the University will get back to them.  You are not expected to be an expert on all aspects of Trinity!

Parties & Receptions

At different times throughout the year, the Admissions Office sponsors opportunities for prospective or incoming first year students and their families, as well as current students and their families, to gain more exposure to Trinity and become acquainted with one another.  This is a wonderful opportunity for students to meet other Trinity students from their geographic area.

The University welcomes and supports those current students, parents and alumni who would like to host a party or reception in their geographic area.  Hosts are designated on a first come, first served basis.  The Offices of Admissions and Alumni work closely to assist current student leaders, parents and alumni in executing parties or receptions.

As a recruitment network member, you are encouraged to attend any parties or receptions in your area hosted by a fellow volunteer, parent or student.  Recruitment network volunteers with be notified of such activities in their area.

Assistance with Prospective Students Who Visit Campus

Trinity University's Recruitment Network volunteers play an important role in welcoming prospective students and their families to the Trinity campus immediately upon their arrival.  Recruitment network volunteers can be a friendly, reassuring face in an unfamiliar setting to these families. Alumni can meet and greet prospective students and their parents in the Office of Admissions (located on the corner of Mulberry and Stadium Drive) to discuss their interest in Trinity and answer questions they may have. At times, students and their parents may be waiting in the Office of Admissions for student interviews and tours. This waiting time can be most efficiently utilized by alumni engaging in conversation with them and perhaps, relaying a personal experience while a Trinity student. At times, it may be appropriate to have lunch with a group of prospective students and/or their parents to introduce them to our dining facilities and answer specific questions they may have regarding campus life at Trinity. Because it is essential that alumni relay appropriate, factual information to prospective students, please forward any questions you are unable to accurately answer to Admission Office counselors who will then follow up with the students.