How to Host a University Fair at Your School: A Step-by-Step Plan

A university fair brings admissions teams into your school, so students can ask their questions face to face instead of guessing from websites. For many teenagers, it is the first time they talk to someone who actually works at a university. A well-run fair also shows parents that the school takes the university decision seriously. This guide gives school leaders and counselors a practical plan, from the first invitation to the follow-up after the day.

Why a university fair is worth the effort

Rankings and websites show only part of the picture. At a fair, students hear how programs really work, what admissions teams look for and which scholarships exist. They can also compare several universities in one afternoon, which saves families time and travel.

Frameworks for good career guidance agree. For example, Benchmark 7 of the UK’s Gatsby Benchmarks expects students who are considering higher education to have at least two visits to universities by the age of 18. So a university fair at school adds one more real encounter for every student, not only for those whose families can travel. It also fits the university awareness step in our guide to building a career guidance program in your school.

Planning timeline: eight weeks to fair day

A good fair needs about two months of light, steady work. First, name one coordinator. Then split the tasks into three stages.

Eight to six weeks before

• Set one clear goal, for example: every Grade 12 student talks to at least three universities.
• Pick a date that avoids exam weeks, holidays and big school events.
• Book the hall, tables, chairs, power sockets and Wi-Fi.
• Draft the invitation list with your counselors and a few senior students.

Five to three weeks before

• Send the invitations, then follow up by phone a week later.
• Collect each confirmed university’s programs, languages of instruction and contact person.
• Share the final list with students, so they can research before the day.
• Invite parents to the last hour, or plan a short evening slot for families.

The last two weeks

• Draw a floor map and print a name card for every table.
• Train a few student volunteers to welcome guests and guide visitors.
• Run the student preparation session described below.
• Remind universities of the arrival time, parking and the schedule.

Inviting universities to your university fair

Start with the universities your graduates already choose, then widen the list. A good mix includes local and international universities, public and private ones, and a range of fields from engineering to the arts. Ask recent graduates and parents for contacts too, because a personal introduction often gets a faster reply than a cold email.

Keep the invitation short and specific. Say who you are, how many students will attend, which grades will come and which fields interest them most. Then give the date, the time window and what the school provides, such as a table, a screen or lunch. Universities plan their visits months ahead, so international teams need even more notice.

Live online sessions for universities that cannot visit

Some universities cannot travel, especially those abroad. Instead of dropping them, offer a 20 to 30 minute live video session in a classroom with a projector and good sound. Ask students to send their questions in advance, and keep one teacher in the room to moderate. Record a session only when the university and the students agree.

Running the day

Room layout

• Give each university its own table with a clear name card.
• Group tables by country or by field, so students can compare similar options.
• Leave wide aisles, because crowds form quickly at popular tables.
• Set up a help desk at the entrance with a printed map.
• Keep a quiet corner for longer conversations and for parents.

A sample schedule

• 9:00: universities arrive and set up their tables.
• 9:45: a five-minute welcome for representatives, with the plan for the day.
• 10:00 to 12:00: students visit in grade groups, about 30 minutes per group.
• 12:00: lunch for representatives.
• 12:30 to 13:30: short talks in classrooms, for example on scholarships or applying abroad.

Preparing students before the university fair

Students who arrive with questions get far more out of the day. In a homeroom session a week before, each student picks three to five universities and writes down what they want to know.

Questions worth asking at every table:

• What are the entry requirements for students from my school system?
• Which language tests and scores do you accept?
• What does a typical first-year timetable look like?
• Are there scholarships or discounts, and when are the deadlines?
• How do you support international and first-year students?
• Where do graduates of this program usually work?

Remind students to note the name and email of each person they meet. If a university runs admission interviews, our guide to university interview questions will help them prepare.

After the fair: turn interest into plans

A university fair is only useful if something happens next. Within a week, ask each student to write a short reflection: which universities they visited, what surprised them and one next step. Counselors can then use these notes in one-to-one meetings.

• Send a thank-you email to every university, with a short summary of the day.
• Survey students and representatives about what to keep and what to change.
• Track a few numbers, such as attendance and the share of students who visited at least three tables.
• Save every contact in a shared list for next year’s university fair.

For students who are thinking about going abroad, our study abroad checklist makes a useful handout after the fair.

Common mistakes to avoid

• Inviting only famous universities, so many students find nothing that fits.
• Letting students wander without questions or a plan.
• Holding the fair in exam week, or too late for application deadlines.
• Forgetting parents, who often share the final decision with their child.
• Skipping the follow-up.

How ILEAP helps schools host a university fair

In ILEAP partner schools, University Open Days are included in every package. University representatives visit the school, and students ask them directly about majors, admission, scholarships and student life. Optional International University Open Days add representatives from different countries, while live online sessions connect students with universities that cannot visit. ILEAP works with more than 200 universities across seven countries. Your school provides one point of contact, and the ILEAP team handles planning, coordination with universities and delivery. See how university awareness works or partner with ILEAP.

Frequently asked questions

How many universities should a university fair have?

There is no fixed number. For a first fair, ten or so well-matched universities usually work better than thirty random ones.

How far ahead should we plan a university fair?

About two months is enough for local universities. However, international teams often plan their travel a term ahead, so invite them as early as you can.

Can a small school host a university fair?

Yes. A large classroom and five or six universities can work well. You can also add online sessions, or team up with a nearby school and share the day.