Submitting an Event

Welcome Week 2018 will run Sunday, September 16- Sunday, September 23.  

If you are an Oregon State University department that is looking to host a Welcome Week event you can submit here using this form.  This form will be live until September 4, 2018.  

  • Please note that this form is only used for events Wednesday-Sunday.  
  • If you are college please submit you event information here for Tuesday, if you are hosting on another day, please use the above form.
  • The description you use in this form will be the description used in the online calendar and what students see.  
  • If you would like to see what large events have already been schedule, please see the schedule page.

Other Notes:

What makes a good Welcome Week Event

Welcome week can be a fun and exciting time, but it is also extremely overwhelming for new students.  They are starting a new path, in most cases away from home, and it can feel a bit like trying to drink from a fire hydrant.  With that in mind here are a few tips for creating a good Welcome Week event:

  • Be clear about how your audience is in your description.  While many instances are events are genuinely open to any and all students, there is usually a student type, interest, niche that you are looking to appeal to, so call it out.  
  • There are a lot of "information fair" with some food type of events during Welcome Week.  Having free food, and having everyone come to a room, won't necessarily result in student's feeling welcomed or connected.  Make sure you have activities or ways that students can engage with your department, resources, club.
  • If you want their information, then you will need to ask for it.  If you are at an event that is collecting swipes or participation data, you will not automatically have access to that information for follow up or other solicitation.  We recommend that your org, or department ask students for their contact information and be clear about what you will be communicating to them.  
  • It doesn't all have to happen during Welcome Week.  Students are overwhelmed in the beginning and they are with us (hopefully) for a total of 33 weeks during an average school year, so there are 32 other weeks were things can happen.  Week 2-3 during fall term might be a better option, because it is after students have had some experiences and are maybe needing to find connection or are ready to get involved.  
  • Multiple events can happen at once. While there are some large events (2500+) that we don't allow any competing programming advertised, for the other times, it is beneficial to have options for students.  We have  noticed when there is only one or two smaller event going on, students will usually just not attend anything, as opposed to many small events all happening around the same block of time, they will get out and pop in and out of different events.  

How do students know about events?

New Student Programs & Family Outreach takes lead in promoting the week as a whole to all new students.  Here are a list of ways we currently reach out to students and advertise.

  • Welcome Week is shared at START with both students and families
  • We will have an exclusive calendar link within OSU Mobile and students are told to download this throughout START
  • Direct email to students in September specifically highlighting Welcome Week and where to find information
  • Welcome.oregonstate.edu will have a complete calendar in early September
  • Daily Listings of events within dining centers and the Memorial Union each day
  • Marketing within the Residence Halls and direct outreach to off-campus and transfer students
  • RAs will assistance with escorting students to certain key events
  • Variety of Social Media Platforms