O-Week is one of the most exciting times in a university's calendar—new faces, big events, and plenty of opportunities to create unforgettable memories. For Student Unions (SUs), it’s the perfect chance to leave a lasting impression on new students. But how do you run an amazing O-Week that everyone will be talking about? Whether you’re an experienced SU member or organising your first event, our guide will walk you through the essentials. Plus, we’ll show you how our all-in-one student platform can take your O-Week to the next level.
Follow our checklist to keep track of your progress!
In this guide, you’ll find:
Planning & Preparation
The key to a successful O-Week starts with careful planning. Set clear goals, form a capable team, and manage your budget wisely to lay the groundwork for an unforgettable event.
1. Set Your Goals
Decide what you want to achieve with O-Week. Whether it’s making new students feel at home, showcasing campus life, or simply ensuring everyone has a great time, having clear objectives will guide your planning.
2. Build a Strong Committee
You can’t do it alone! Bring together SU members, student volunteers, and university staff for diverse perspectives. Regular meetings and a clear schedule are essential.
3. Manage Your Budget
Budgeting is crucial. From venue hire to promotional materials, cover all the basics and set aside a buffer for unexpected costs. Flexibility is key as plans evolve.
Creating a Diverse Event Schedule
Offer something for everyone with a well-rounded event schedule that reflects the interests of your student body. Inclusivity and standout events will keep everyone engaged.
1. Event Variety
Mix it up! Host everything from social events like mixers to academic sessions and recreational activities. Make sure there's something for every student.
2. Inclusion & Accessibility
Ensure your events are accessible to everyone, including students with disabilities and those from diverse backgrounds. Consider options like sign language interpreters and alcohol-free events.
3. Signature Events
Big, bold events—create buzz. Promote them well to ensure a big turnout.
Did You Know….
Managing events is easier with MSL’s powerful suite of tools, designed to streamline every aspect:
- Event Promotion & Sales: Display event calendars, sell tickets online or in-person, and reach both students and non-members with ease.
- Custom Ticketing: Add seating preferences, dietary requirements, and product customisations like hoodie sizes and colours, all handled smoothly through the online shop.
- Sales Reporting: Access real-time, comprehensive reports on tickets, products, purchaser types, and finances to keep everything on track.
- Door Entry & Venue Management: Manage guest lists, venue capacity, and door entry with ticket scanning or university cards, and get detailed event reports instantly.
- MSL Attendance: Track attendance for non-ticketed events with ease, ensuring a safe and well-managed experience.
MSL’s event management tools make planning and executing events seamless, from start to finish.
Find out more about MSL’s event management
Marketing & Promotion
Even the best events need strong marketing. Use both digital and traditional strategies to get the word out.
1. Digital Marketing
Leverage social media, email, and SMS to generate excitement. Create an O-Week microsite where students can find everything they need, from event details to student group information.
2. Campus Marketing
Posters, flyers, and banners are still effective. Combine these with word-of-mouth to boost attendance.
3. Engagement Strategies
Use the MSL System® to send RSVP requests, event reminders, and interactive polls, ensuring students feel connected and excited.
Did You Know…
MSL’s microsites in the MSL System® empower your non-technical staff to create and manage content with ease. Whether it's for your main website, event pages, online shops, or student hubs, the intuitive WYSIWYG (What You See Is What You Get) editor makes updates simple and efficient.
- Easy Content Management: Staff can easily manage content across various sites, including events, ticket sales, and multi-campus engagement.
- Customisable Designs: Choose from beautiful bespoke designs created by MSL’s in-house team, or opt for modern, eye-catching templates to suit your needs.
With MSL’s microsites, you get flexibility and design options that make managing your digital presence seamless.
Find out more about microsites with MSL
Collaborating with University Departments
Work with university staff and local businesses to offer a well-rounded O-Week that integrates academic orientation and community engagement.
1. Academic Integration
Partner with departments to host meet-and-greets or academic info sessions, helping students ease into university life.
2. Support Services
Involve counselling, career, and health services. Hosting sessions with these departments will let new students know what resources are available.
3. Community Partnerships
Collaborate with local businesses for discounts, sponsorships, and event co-hosting, offering students a taste of the local scene.
Logistics & Safety
Solid logistics and safety protocols are key to a smooth and safe O-Week.
1. Event Logistics
Confirm all bookings, transportation, and staffing in advance. Always have a backup plan.
2. Health & Safety
Develop crowd control measures, ensure first-aid availability, and have emergency plans in place. Train your team on these protocols.
3. Risk Management
Conduct a risk assessment for each event. Prepare for any situation, whether it’s bad weather or security issues.
Leveraging Technology
Use our all-in-one platform to streamline your event management, making your O-Week run smoother.
1. Door Entry & Ticketing
Simplify entry with MSL’s door entry system and virtual ticketing. No printed tickets needed! Students can scan their university cards for fast, secure entry.
2. Microsites & Website Updates
Keep your website up to date with relevant content or refresh it for O-Week. Use a microsite for O-Week, allowing students to easily find events and information.
3. Content Management System (CMS)
Use MSL’s intuitive CMS to update your website without needing technical skills. Add content, manage pages, and track changes with ease.
4. Data Preparation & Management
Make sure your data files are ready for registration and tidy up by merging duplicate accounts. Set up staff and committee member access for smooth event execution.
Post-Event Follow-Up
O-Week doesn’t end when the events are over—follow-up is essential for continuous improvement.
1. Gather Feedback
Send surveys to students, staff, and volunteers to gather insights on what worked and what didn’t. Use this data to improve future events.
2. Send Thank Yous
Show appreciation to everyone involved, from volunteers to sponsors. This helps build positive relationships for next year.
3. Continuous Improvement
Use feedback to refine your approach, ensuring each O-Week is better than the last.
Did You Know…
MSL offers a range of student voice tools, helping you to gain a better understanding of your students, including Polls, Sruveys and Ideas.
The new Student Feedback Module makes it easy for students to share their thoughts and for staff to take action. With streamlined submission and resolution, students can quickly provide feedback, raise concerns, or offer suggestions without waiting for formal surveys.
- Direct Feedback Submission: Students can select relevant areas and leave feedback for specific course reps through an easy-to-use widget.
- Tagging System: Group multiple feedback items with tags for better organisation.
- Transparency: Both students and staff can view open and resolved feedback, ensuring everyone stays informed on actions and resolutions.
- Communication: Students can engage directly with staff to follow up on their feedback.
By closing the feedback loop, this module reinforces that student voices are heard and valued, contributing to a better overall student experience.
Find out more about MSL’s Student Feedback
Ready to Elevate Your O-Week?
With MSL’s all-in-one student platform, you’ll have everything you need to plan, execute, and follow up on a successful O-Week. From door entry and ticketing to microsites and website management, we’ve got you covered.
Get in touch today to request a demo and see how we can help make your O-Week unforgettable!