In order to ensure compliance with Vanderbilt’s COVID-19 guidelines and recommendations, and to provide students with more options to engage their community, the Stuent Involvement Fair will also take place virtually this year.  This event will take place on August 27th from 3-5pm.  We will be providing hosts and participants with a list of student organizations and their respective categories to help with organizing their event.  Please review the instructions below for direction on joining the Virtual Student Involvement Fair as a Host.  Also, please note that Student Organziations must have their Student Organization Registration and their 2021 Student Involvement Fair Participation Form completed by August 16th. 

Step 1: Navigate to the home page of their organization’s management page.

Step 2: Notice the new “Upcoming Virtual Fair Events” section. Click “Sign Up” next to the fair you wish to join.

Step 3: Fill in a brief summary of your organization. This field is limited to 200 characters. Copy and paste the link to your organization’s virtual meeting space. (Example: Zoom or Google Hangout Meeting link)

Step 4: After clicking “Submit”. You’ll be taken back to the homepage of your organization’s management page. You’ll notice that under “Status”, it should read “Registered by Member name”

This event is only open to Registered Student Organizations (RSOs).  These are Student Groups that completed their registration and had them approved by the Office of Student Organizations, Leadership and Service (SOLS).  If your registration is complete, no further action is needed for this step.  If it is not started, a designated student leader will need to complete the registration if they want to participate in the fair.  To check on the status of your organization’s registration, have the person who completed it do the following:

• Log in to their Anchor Link account;
• The designee must have administrative access in order begin and continue their registration;
• If they have not started their registration, they will need to go to the organization’s page and click on the, “Manage Organization” button on the top right side of the page and then click on the blue, “Register Organization” button to begin;
• If they completed or began their registration, they must click on their initials or picture (if added to profile) on the top right section of their home page;
• Click on the, “Submissions” button from the menu. A “My Submissions” page should appear with tabs at the top;
• Click on the, “Organization Registrations” tab and search for the organization’s registration that was completed or in progress. The status of the registration is also visible along with other information;
• If the registration’s status is, “Approved”, no further action is needed with registration;
• If the registration status is, “In Progress”, click on the eye in the action column to view and complete and submit the registration form. It will be reviewed and approved or denied based on the needs of the form.  Should the form be denied, follow next step;
• If the registration status is, “denied”, click on the eye in the action column to view the comments and resubmit it with the corrected items;
• A growing list of registered organizations will be available on this page for your reference. Please view the list to look for your organization.

As of August 16, 2021, the following student organizations successfully completed their RSO registration and are eligible to participate in the In-Person and Virtual Student Involvement Fair:

After the organization registration/re-registration is approved, hosts had to complete the 2021 Student Involvement Fair Participation Form on Anchor Link byAugust 16th.  Forms submitted after this time will not be accepted.  This document will provide the Office of Student Organizations, Leadership, and Service with host information needed to inform participants and to support the hosts.  This form will also provide virtual and physical fair needs.

Before you participate in the org fair, make sure you create an event on your ANCHOR LINK profile to help you add prospective members to your communications and keep them aware of your activities throughout the year.  There are many ways to track attendance through Anchor Link.  However, before tracking attendance, you must create your event in Anchor Link.  

When submitting an event on Anchor Link to track attendance at the Student Involvement Fair, please submit the event as, “‘Your organization’s name’ at the Student Involvement Fair.”

Please review our Attendance Tracking page on the Anchor Link Resources website for specific instructions on tracking attendance.  Make sure to scroll down and take a look at the "Tracking Attendance at Virtual Events" section of the page.

Additionally, when registering your event, please select “show to” Organization Members only so you do not appear on the overall event calendar. Your event will be denied if it is registered improperly. 

In order for hosts to invite prospective and new members to their organization’s Anchor Link page, they must be able to export a list with students’ Vanderbilt email addresses.  Please review our Attendance Tracking page on the Anchor Link Resources website for specific instructions on tracking attendance.  Make sure to scroll down and take a look at the "Tracking Attendance at Virtual Events" section of the page.

Student Groups will need to create a PowerPoint slide that includes the following information.  Upload it to the 2021 Student Involvement Fair Participation Form and we will compile the information into one large PDF and post it on our website:

• Student Organization Name
• Primary Student Contact Name and Contact Information
• Cost associated with being involved with the organization
• Meeting date/times during Fall 2021
• Social Media Handles(s) *optional*
• Zoom Link to the Virtual Involvement Fair Meeting Space (if also doing a virtual event)

There are many ways that hosts may present their organization's content to students.  Below are two recommended practices for the Virtual Student Involvement Fair. 

PowerPoint Presentation

If you plan to showcase your organization during the Virtual Student Involvement Fair using a PowerPoint Presentation, here are suggestions on how to craft it:

• Make the presentation 10 minutes long.  This will give participants multiple chances to sign into your zoom link and hear the presentation from beginning to end.  It will also give them time to sign out and visit another zoom link without having to leave your meeting early; 
• The presentation should be set up in a continuous loop so that there is continuity between presenters (if there is more than one person presenting) and make sure to provide contact information to address questions since it is possible that you may not be able to take questions during your zoom time;
• Be sure to include information on dues/fees associated with membership and participation in the organization;
• Showcase pictures from your events/programs if you have any;
• Include information on requirements and expectations of general members;
• Share your organization’s mission is and goals for the 2020-2021 academic year;
• Make sure to include your Virtual Organization Profile in the presentation.

Video Presentation

If you plan to showcase your organization during the Virtual Student Involvement Fair using a Video, here are suggestions on how to craft it:

• Create a video that is no longer than 10 minutes; 
• It should focus on why students should join your organizations;
• Embed the video on your organization's website.  Place it in a space that will be easy for viewers to find;
• Provide a link to the web page in which the video can be viewed for students who cannot attend the live Virstual Student Involvement Fair;
• Include a voice over if the video will include showcasing images and video clips of previous events or programs;
• If the video will have a representative(s) speaking directly to the camera:
  • Be sure that there is good lighting;
  • Be sure that the audio is clear and free of background noises;
  • Make sure to have some photos, videos or other media that could be used to help with transitioning images:
• Make sure to include your Virtual Organization Profile in the presentation.

The Office of Student Organizations, Leadership, and Service will provide a Zoom link where staff may be reached to assist hosts with trouble shooting.  This will be available to hosts during the Virtual Student Involvement Fair.  Information will be provided to the contact person closer to the event date.