Your event is almost here! At this time, you should have a good idea of how many people are coming. Start assembling your supporting materials. This includes registration lists, nametags, and any other forms you may need to help with running your event.

A final mailing should be sent to participants three weeks before the event. This mailing should include:

• Which workshop(s) they are participating in (basic or personalized)
• Times and places of the workshops
• A map to the event site and a map of the campus/site, if it is large or participants are unfamiliar with it
• Parking permit or information on where to park
• A list of what they need to bring.

If you are catering your event, now is the time to make sure everything is in place, and that you will have the food you need.

A few days before the fair begin assembling the packets for participants, volunteers, and the media (see step 6). You may want to color code these packets so you don't confuse them.

Visit the site where your event will take place. Become familiar with how it is laid out. Find where the bathrooms, stairs, elevators, and classrooms are located. What types of equipment will you need? Make sure that you will be able to have them available on the day of the web fair. Decide where you will set up the registration and information tables.

Make simple signs that direct people to where they need to go (bathrooms, stairs, food, registration, etc).

Follow-up with your volunteers to make sure they are still planning on attending. Confirm that they are still planning on doing what they signed up for. Try to fill any holes in your volunteer sign-up sheets (i.e. any times where no one is available).

Reminder Letter and Signs:

Note: These documents are in Microsoft Word or Microsoft PowerPoint format.

• Reminder letter for participants (in Microsoft Word format)
• Signs:
• Web Fair Directional Arrows (in Microsoft PowerPoint format)
• Food and Restrooms (in Microsoft PowerPoint format)