GSU Welcome fairs are the largest events of the year, set up to support students in finding out more about the opportunities available to them, including our student groups. Here are our top tips for a good Welcome Fair Stall.
GSU Welcome fairs are our largest events of the year, set up to support students in finding out more about the opportunities available to them at university, including meeting many of our student groups. It is also an opportunity for them to engage with GSU, University services and grab deals from our external partners.
Our welcome fairs are only successful if our stallholders arrive with enthusiasm, an inclusive mindset and well thought out stall. Below is some key information about the welcome fair, guidance on what your group needs to do and some top tips to get the best out of your time at the welcome fair.
Welcome Fair Times and Schedule:
The Welcome Fair will either start at 10am or 11am - please refer to the Stallholder guidance for the specific fair you are attending for further information. Groups can start arriving from one hour before the start of the fair to ensure their stall is set-up. Please ensure you are set up and ready for doors to open at 10am. Groups who turn up late may have their stall reallocated.
The first hour of the day will be a 'Quiet Hour'. This is a chance for students to explore the fair with lower sensory experience. During this hour we request that noise is kept to a minimum, you remain stood or sat behind your stall and that any audio or visual content is switched off until told otherwise.
Whilst the Welcome Fair is open; please ensure you take a break and drink plenty of water through the day. If you need any support, reach out to GSU staff or student ambassadors at the Welcome Desk.
For the last half an hour of the fair, students should begin clearing any rubbish into the bins provided and packing down their stall with care. Once the fair has ended, all student groups must leave the area to allow for GSU to reset the space safely.
Stalls- what to do/what to expect?
While running a stall during the event, take note of the following details below:
Stall size: A standard stall will contain a a table and two chairs. If you require anything extra, please ensure you request this beforehand, as we may not be able to accommodate on the day.
Back-boards: Are not provided as standard, you may wish to utilise roller-banners as a backdrop instead.
QR code: GSU will provide a Specific QR code that can be scanned to access you student group page on our website - direct students here to purchase membership and find out more about your group
Stall capacity: We ask that a maximum number of people staffing your student group stall at any one time is 2. If you have multiple committee members, work out a rota for staffing the stall, or plan to roam talking to students in locations outside of the stall space.
Power: Not all stalls will have access to power and we will prioritise the booking forms/activity suggested who have requested this.
Health, Safety and Hygiene requirements:
Music: Groups are allowed to bring speakers and play music. While it is great to have such a vibrant atmosphere during the fair, however due to proximity to multiple music sources, or noise levels at the time, a staff member may ask you to turn the volume down or off. This will be to aid an enjoyable experience for everyone.
Emergencies: In the event of an emergency, please locate your nearest GSU staff member who will radio the relevant service. If it is an emergency that requires police, fire or ambulance, please call 999
Fire and Emergency Evacuation: In the event of a fire or a emergency which requires evacuation, please look for the nearest exit or directions from a fire warden at the event. Your closest fire evacuation meeting point is:
Weather: If there is adverse weather, we will notify stall holders as soon as possible with any changes or updates. Where possible, provisions are in place to continue the fair safely in the event of adverse weather, however the location of your stall may change.
Creating an Inclusive and Approachable Welcome for Everyone:
GSU is a Students’ Union that believes in removing barriers to participation so that anyone can take part in our student groups. There are a number of expectations that all student groups must uphold to ensure everyone at the welcome fair feel they have equal access try out an activity and feel safe doing so. We expect:
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Students to ensure any content provided to students is of an appropriate tone. Groups may not produce, distribute, or pass on content that is of a discriminatory nature, or content which may offend, harm or cause distress to others.
Gaining Membership Sign Ups from Students
A crucial part of any Welcome Fair is signing up members to student groups. To ensure this is completed as safely as possible, this is done via your Student Group mini-site on greenwichsu.co.uk
Currently on every group page, your group membership will be live for purchase so students can sign up on the day.
You should also utilise the fair to advertise your upcoming activities so students can engage with your group. Utilise your events to build up your membership base even further.
QR codes are available both at your stalls and the GSU stall for students to scan and gain access straight to your page and sign up. This means that you no longer need to set up large spreadsheets or keep your paper forms safe. Please do not collect any student’s personal data at the Welcome Fair as this would be a breach of our GDPR processes. Enjoy a no fuss way of signing up interested students to contact straight after the event!
Creating a Sustainable Welcome Fair
Creating a sustainable GSU is a key priority, and it relies on us all working together to help cultivate a culture of sustainability on campus. Welcome Week has particular importance, as it is an opportunity to show students at the start of their GSU journey that we care about making decisions that do not damage our environment.
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Try and decorate your stand with sustainable, reusable decorations, avoiding plastic confetti or disposable tablecloths. Purchasing a reusable tablecloth could be a clever idea, so you are covered for any future group stands. Popular decorations that can be reused repeatedly include bunting, tassels, tissue pom poms and more.
Top tips for the fair
Make it eye-catching: stick to a colour scheme relevant to your group and make all your materials that colour so you stand out from a distance.
Talk in a Friendly, warm, and happy tone: Make sure you greet people with a smile, a hello, and be nice to them. Students will remember how you made them feel, sometimes not everything you told them as they are given so much information on the day!
Make it clear: Make sure the name of your group is very clear and obvious on your stall, whether that be a big banner or cut out letters or poster. I’m sure you know yourself there is nothing more awkward than looking all over a stall wondering what it’s meant to be?
Freebies: Everyone loves freebies, and that will encourage people to come over to your stall and find out more about your wonderful group
Mingle with other groups: The Fair is the perfect opportunity to make contacts in other societies and sports clubs, because everyone is in high spirits and keen to promote and grow their group. Later on you might be able to collaborate with these societies and put on a joint event!
Social media, social media, social media: Tweet it, Snap it, post it far and wide to make an impact beyond the physical fair. If interested students know where to find you at they will go out of their way to attend!
Make a rota for your stall helpers: it’s tough being on a stall for 6 hours straight, so break it down into 1-2 hour shifts if you can, with up to 2 people on at one time. That way everyone will be refreshed and still have lots of energy. It’s ridiculous to overcrowd your stall with helpers because it will make your stall hard to physically reach as well as intimidate potential new members.
Have FUN: Most important, enjoy the hustle and bustle, meeting new faces, the high fives, the team effort, and most of all the signs-ups of people wanting to spend their time with your group– these are the people who'll fill your next year at university with fun and friendship and help make your club or society a success!