Plan Your Financial Aid Night
Helpful list of things to keep in mind as you make your plans

In an ideal world, you would meet one-on-one with each and every one of your students and answer their finely-nuanced questions on how to successfully navigate the FAFSA and other financial aid forms and save them every penny possible.

Last we checked, however, you live in the real world, where meeting with every student is simply not practical. In lieu of meeting with each student individually, many schools are opting to host a "Financial Aid Night" or "FAFSA Night" as an opportunity for students and parents to learn about the financial aid process and to ask questions.

If you are hosting a financial night at your school, here is a helpful list of things to keep in mind as you make your plans:

1. Choose a Date and Time

• Allow four to six week's notice: The trick with picking a date is to select one that is far enough in advance that allows students and their families to plan accordingly, but not so far in advance that people forget about it. Four to six weeks should be enough to strike that balance.
• The FAFSA is not available until January 1: Hosting your event around January 1 (either a few weeks before or a few weeks after) might work best. The FAFSA Worksheet for 2008-2009 is available now. Consider printing off some copies to distribute. If you decide to distribute this worksheet, make it clear to students and parents that this is just the worksheet, and not the actual FAFSA!
• Try not to compete with other events: The FAFSA is made available right around the holidays; keep that in mind when scheduling your event. Don't forget about religious observances, major school activities, PTA meetings, etc.
• Weeknights or weekends are probably best: What time to schedule the event is up to you, but assuming most parents work during the day, a weekday evening or weekend will probably yield the best turnout.

2. Choose Where You Will Host the Event

• How many people do you expect? If possible, come up with an estimated number of attendees and reserve a room at the school that can comfortably seat that number.
• Check availability: Even after the room has been reserved, check periodically to make sure that your event area has not been overbooked and that the meeting place is still available on that date and time.
• Let 'em take notes: If possible, reserve a room that has tables or chairs with arms so that students and their families can easily take notes during the presentation. If those options aren't available, consider handing out clipboards (not to mention having some extra pens and pencils on hand).
• Pick the right way to display: Whether you plan to use a chalkboard, overhead projector, microphone and/or a computer, make sure you have everything you need so that everyone can see the information you will present. If electronics are needed, have a tech person on hand during the presentation in case something goes haywire.

3. How Will You Tell People About the Event?

• Use these promotional channels:
  • Posters and flyers
  • Send an e-mail to parents and your school's newspaper
  • Send a press release to the local newspaper
  • Post an announcement on your school's Web site
  • Reminder in parent newsletters
  • Public service announcements during homeroom or at other events
• Notify the proper parties at your school: Seems obvious, you'll also need to promote the event internally at your school so the proper parties are aware of it. For example, if there are special security issues, if special staff will need to be on hand to help with maintenance, or if paperwork needs to be completed to reserve the room, chances are you'll have to plan these things in advance. Check with those parties a week before and also the day before the event to make sure everyone involved is on the same page.

4. The Event Details

• Pick the presenters: Parents and students may ask questions outside of your expertise, so if you are the one presenting, try to arrange to have a financial aid administrator on hand to answer more complicated questions. It might also be worth presenting with a few other people to keep you fresh and to keep the audience more engaged.
• Arrive early: Leave enough time to troubleshoot any last-minute issues with the meeting area, the arrangement of the room, etc. Don't show up five minutes before the start only to discover the overhead projector doesn't work.
• Start on time: Parents, students and you all have busy schedules. Don't allow people who are late to force you and other families who arrived on time to stay later than anticipated.
• Allow time for a question-and-answer session: If you have a team working with you, consider allowing students and parents to write out questions to pass to a team member during the session, and then answer the most common questions first. Decide whether you want to have one big Q&A session at the end, or to allow families to ask questions over the course of the presentation.
• Give thanks: When the event is finished, thank everyone who helped you, especially anyone who offered outside expertise. Your gratitude will let everyone know their efforts were appreciated and will go a long way toward making our next financial aid night even more successful!

Here are some additional tips from Making It Count’s Educator Advisory Board on what they have learned by hosting their own financial aid nights:

• Publicize to more than just senior parents.
• Avoid problem nights in your area (e.g., big church/sports nights, etc.).
• Get information about the event on the master school calendar far in advance if possible.
• Explain up front that the event will have info of generic nature. You won't be able to cover all families' situations, but can direct for further help.
• Get quality speakers and make sure you have good handouts and meeting conditions.
• Get local media to run public service announcements (PSAs).
• Use the really good info available on the federal site.
• Allow for Q&A to cover FAFSA/CSS PROFILE and institutional forms.

Mary Ann Willis, College Counselor
Bayside Academy
Daphne, AL

• Advertise WELL ahead of time.
• Solicit experts in the field so that parents can ask questions and expect reasonably accurate answers, especially about the different types of financial aid and FAFSA.

Jean Perez
Infinity Math, Science and Technology High School
Chicago, IL

• Get someone from a local university financial aid office to do the presentation.
• Invite parents of juniors and seniors.
• Give your presentation as close to January 1 as possible.

Charmaine Icaza
Belen Jesuit Prep School
Miami, FL

• Call a college and their financial aid staff will send someone out to do it for you [if someone is available]. Try to ask for someone whose presentation you have already seen.

Carol Lemmon
Midlothian High School
Midlothian, TX

• Get parent association support and have them spread the word.
• Send out flyers to parents and have reminders in the regular weekly newsletter.
• Choose a speaker who can present the high points quickly and in a timely fashion (so it won't take all night).
• If done well, parents will spread the word and more will come next year.

Helen McCulloch, RSCJ
Archbishop Carroll High School
Washington, D.C.

NASFAA's "Guide to Planning and Conducting a Financial Aid Night" supplied much of the information found in this article.