From: The Underground: Student Organization Resources Center Date: August 21, 2024 Subject: Student Org Newsletter 8/21: SOVO Fair Edition
SOVO Fair is in just a few days! Just a reminder: if you registered for the SOVO Fair as part of your annual re-registration, you will see your organization listed on the SOVO Fair Roster.
Whether you’re a returner, or new to participating in our fair this year, we are so glad to have you! We anticipate around 4,000 new and returning students will join us for the fair. Below are a few details to assure a successful day for everyone:
Date, Time & Location: Friday, August 23, 2024. Check-in begins at 2:15 pm at Monroe Park, and the fair runs from 3:00 pm-6:00 pm. Please arrive no later than 2:30 pm to ensure you are prepared for the event by 3:00 pm.
Event check in: All organizations participating in SOVO are assigned to a category on the SOVO Fair roster. You can find the location of your category in the park on the map below. To self-check in for the event, simply find an available table in your category section, and begin to set up. You may only set up in your designated category section. Although there is no official check in location, VCU staff and volunteers will be monitoring all of the organization categories to help direct student leaders, answer questions, and ensure only participating orgs are accessing tables. If you have any questions, you can direct them to volunteers in the park or come see us at the Student Org Info Desk at the Checkers House in the center of the park.
What to bring: We will supply you with one 6’ table. You may bring a table covering, display boards, giveaways, literature, and pop-up tents/canopies (no larger than 10x10). However please be sure to keep your belongings in your area and respect other's spaces. Stapling to the provided tables is not permitted. Please bring water and sun protection for an afternoon in the park.
Clean up & breakdown: We ask beginning around 5:50 PM, you begin to start breaking down in order for the grounds crew to begin working on clean up. Any trash you have should be dumped in the trash cans that will be provided around the park. Any tri-fold boards you will have should also be left by the trash cans. As Monroe Park is gracious with us to be able to use their park for the SOVO, we want to do our part to ensure that it is clean.
Please share this information with anyone who will also be participating from your organization. If you need to bring a laptop, plan on using battery power as there will not be any electrical outlets outside. Do not hesitate to email if you have any questions, and we look forward to seeing you at the SOVO Fair!
In addition to our regular hours this week, the Underground will host a SOVO Fair Prep Party this Thursday evening, Aug. 22, from 5-8pm. Register for the event at the link below or the invitation at the bottom of the email!
This is the perfect chance to create signs, prepare your table, and enjoy some food and refreshments on us. We’ll have extra art supplies, poster boards, and more available to help you get ready.
Tips for Preparing for SOVO:
Have easy to read signage - your org name should be readable from a several feet away
Along with fliers and other handouts bring some paperweights in case its windy
Have a way to collect information from interested students: a sign up sheet or a QR code to a form works well
Develop a schedule for staffing your table, including setup and break down times.
Prepare a FAQ or Elevator pitch for your team members to share with interested students who stop at your table
Bring examples of your club’s activities - might be a trophy or a project or pictures
Candy is great….chocolate, not as much. It’s pretty warm out and melts easily
Have your next event or meeting after SOVO scheduled so potential new members have something to put on their calendars
Have a plan to follow up with interested students and try to follow up as soon as possible
Join the Student Organizations team for the SOVO Fair Prep Party! Come by The Underground and make signs, prep for your table, print flyers and enjoy some food and refreshments on us! We'll have our regular assortment of art supplies, poster boards, tri-fold boards, banner paper and some additional items just for SOVO.