CONFIRMATION PACKET  |  OCTOBER  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!



​step 1 |  what is the schedule of events for the week?

why did we choose this schedule?

​​
  • ​​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. 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.    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.  Amy.Leary@MontanaColleges.com  |  406.531.3531 

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.

​
  • 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.  
​

|  2 weeks before the live event

|  ​week before the live event

|  ​week of the live event | See scheduling details below!


option 1
​Scheduled Counselor Update
​priority Panel sessions | specialLY Invited times
​
|  how do we participate in the counselor update Live panel presentations hosted & scheduled by mpseoc?

counselor update guidelines

These are mpseoc hosted panel sessions presented to our montana high school counselors!
Prescheduled Priority times

  • GRAY Bocks of Time - on the chart above |  See a detailed schedule linked below.  You are specially invited to be a part of these counselor sessions.  You do not want to miss this great opportunity to meet and connect with our Montana high school counselors!  No other outside sessions are approved to be offered in these time-blocks on Tuesday, Wednesday, & Thursday.  Thank you!
  • ​All schedule times are in Mountain Standard Time zone.
  • MPSEOC will be hosting each of the participating institutions in group panel presentations. 
  • 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 offer your own additional hosted live sessions for counselors and students too.  See the "Open Schedule Options" for more details.  ​​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?  Each institution will have up to 3 minutes to present any updates you would like to share with the Montana High School Counselors.  You will also be given the overall Counselor Directory listing and contacts to send more information after this event too if you would like.  
  • Please let us know right away if you will not be attending this specially invited panel presentation.  ​​​

WHEN ARE THESE TIME BLOCKS FOR the Counselor UPdate sessions?​

*Please look at the attached document linked above & check your presentation time block & let us know right away if you will not be attending this specially invited panel presentation. 

presenter confirmation & details

zoom Connection Details


 
  • Wednesday, October 28 - Day 2 – Counselor Update - CONNECTION LINK  |  Via Zoom Connection With Live Chat / Q&A
    • Join Zoom Meeting  |  https://us02web.zoom.us/j/89227819218?pwd=R1RzWmhtWHJwbmpUMUdwa1dKY0kvQT09
    • ( In the event that you need this additional information:   Meeting ID: 892 2781 9218  |  Passcode: 435017  |  One tap mobile:  +12532158782,,89227819218# US (Tacoma) or +13462487799,,89227819218# US (Houston)  |  Dial by your location:   +1 253 215 8782 US (Tacoma) or  +1 346 248 7799 US (Houston)  |  )
Tuesday, October 27, 2020
From 9am – 1:30pm
|  These sessions are presented to Montana counselors.
|  Counselor Update  |   LIVE Panel Presentations & Chat / Q&A
  • We will take a 15 min Break & 30min lunch
  • Who will be presenting this day?
    • 9am - 12:30pm
      • Montana 2-Year Colleges & Community Colleges
      • Montana Tribal Colleges  
      • Montana 4-Year Colleges 
    • ​12pm - 1:30pm
      • Agencies & Student Support Services 
  • Who should attend this day?  We ask all Montana Colleges to attend the entire 9am - 12:30pm block of time to answer all the live questions for counselors throughout the Counselor Update & help build relations the entire time.  Agencies & Student Support Services, we ask you to attend your entire block of time from 12pm - 1:30pm to answer live questions before, during, & after your presentation.  
  • Which group is my institution presenting with?  LINKED SCHEDULE  |  See which group your institution is scheduled to attend.   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!
​​

Wednesday, October 28, 2020
from 9am - 11:30am
|  These sessions are presented to Montana counselors.
|  Counselor Update  |   LIVE Panel Presentations & Chat / Q&A
  • We will take Mini-Breaks between groups. 
  • Who will be presenting this day?
    • 9am – 10:30am  | 
      • Out Of State Colleges – Variety of States, Military, & Specialized Training Programs 
      • Out Of State Colleges – Surrounding States
    • 10:00 am – 11:30 am | 
      • Out Of State Colleges – Western States
  • Which group is my institution presenting with?   LINKED SCHEDULE  |  See which group your institution is scheduled to attend.   Please let us know right away if you will not be attending this specially invited panel presentation.  
  • Who should attend this day?  We ask all Out-Of-State Colleges, Military Branches, & Specialized Training Programs to block off the time blocks outlined above to answer any of the live questions asked by counselors throughout the Counselor Update & help build relations the entire time you are scheduled to attend.  
  • No other sessions outside of the MPSEOC hosted panel sessions are authorized to run in this time block.  Thank you!


Thursday, October 29, 2020
from 9am - 12pm  
|  Counselor & Student Sessions
|  MPSEOC hosted - Panel Discussion Presentations 
  • 9am – 12pm  |  Variety of MPSEOC Hosted Panels:    Panel Discussion Presentations From The Education Professionals  - on the following topics:
    • The college search process during COVID-19 
    • Financial Aid Q&A
    • Jobs & Careers – Montana’s Outlook
    • Apply Montana & Dual Credit 
    • Scholarships Finding funds for Montana students​
  • No other sessions outside of the MPSEOC hosted panel sessions are authorized to run in this time block.  Thank you!


OPTION 2
open scheduling additional session 
options
​

|  how do we schedule our live sessions, 1-ON-1 MEETINGs, CHAT SESSIONS, & Q&A SESSIONS?​
​

open scheduling guidelines

Live Session, 1-on-1 Scheduled Meeting, Chat, Q&A Sessions, & Options
Tips For Success & Rules

  • BLUE Blocks of Time - on the chart above​ |  Open Scheduling - feel free to schedule in the way your institution feels is best.  See guidelines above for tips & recommendations to help you pick the best times.
  • ​All schedule times are in Mountain Standard Time zone.
  • We do not allow sessions to run all-day.  Please schedule time blocks that are reasonable for students to attend.
  • Please follow the "Live Session" Schedule blocks on the schedule above. 
  • Exhibitors are asked not to schedule "Live Sessions" outside of the scheduled blocks.  
  • Per counselor/student feedback, we recommend you keeping your formal webinar & official presentations within 30 minutes.
  • If you are offering "Open Chat / Q&A" sessions, you are welcome to block off larger time-blocks for students to just pop-in for quick chat.  
  • ​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​ ​
    • ​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.

​When are these time blocks for Open Scheduling?​


  • Tuesday – October 27, 2020  | 
    • 2:00 p.m. – 8:00 p.m.
    • Recommended Times |  2 p.m. - 3 p.m.
​
  • Wednesday – October 28, 2020  | 
    • 12:00 p.m. – 8:00 p.m.
    • Recommended Times |  1 p.m. - 3 p.m.
​ ​  
  • Thursday – October 29, 2020  | 
    • 12:00 p.m. – 8:00 p.m.
    • Recommended Times |  1 p.m. - 3 p.m.
 
  • Friday – October 30, 2020  | 
    • 8:00 a.m. – 4:00 p.m.
    • Recommended Times |  9 a.m. - 11 a.m.  and/or  1 p.m. - 3 p.m.
​
  • If you are trying to reach parents, we recommend the evening session times of 6pm - 8pm.  
​​
  • 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.

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.  

mpseoc |  montana virtual event code of ethics
Please read these before the event - thank you!

step 2 |  HOW DO YOU access your PROFILE in the visitdays Online Platform?  
  • 1 - Look for the Montana October Event Details from VisitDays about 2 weeks 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. 
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. 

  • 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.  

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!

Contact VisitDays right away if you still are not able to access your dashboard.  |  Jose  - Jose@visitdays.com  |   hello@visitdays.com  |  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  - Jose@visitdays.com  |   hello@visitdays.com
|  Or Amy.Leary@MontanaColleges.com  / 406.531.3531


​step  3 |  how do we set up our profile in the Visitday's online platform & enter our schedule of sessions?

Need more help?
​check these linked packets out!


​JOIN US FOR A Q&A WEBINAR
OCTOBER 20, 2020 @ 1PM MST
WE STRONGLY RECOMMEND ATTENDING THIS PRE-EVENT PLANNING SESSION especially if this is your first virtual event with us.  Thank you!

Join Zoom Meeting  |  https://us02web.zoom.us/j/89673502734
​Meeting ID: 896 7350 2734
One tap mobile  |  +12532158782,,89673502734# US
​Dial  |  +1 253 215 8782 US 
Please contact us with any questions.  Thank you for your team efforts to help students together.   With Questions, please contact us right away:  
  • |  Jose  - Jose@visitdays.com  |   hello@visitdays.com
    |  Or Amy.Leary@MontanaColleges.com  / 406.531.3531



​step 4 |  how do we collect our prospect data leads after the event?

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 |  jose@visitdays.com or support@visitdays.com and/or MPSEOC Amy.Leary@MontanaColleges.com  

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