Counselor Toolkit: Email Templates for Promoting Virtual College Fairs

These templates are part of the Counselor Quick-Start Toolkit. Copy any template below, fill in the bracketed placeholders, and send. Each email is written to be direct and action-oriented — students and families can register in under two minutes.

How to Use These Templates

1. Pick the upcoming fair you want to promote (see the fair schedule).
2. Replace all [BRACKETED] items with your actual details.
3. Send from your school email so it comes from a trusted address.
4. Use the reminder emails in the days leading up to the fair.

For best results, send the initial announcement 2–3 weeks before the fair opens, the reminder one week out, and the day-of email the morning the fair starts.

Template 1: Student Invitation (Initial Announcement)

Subject: FAIR NAME Virtual College Fair — Register Free, Attend Anytime This Week

Hi STUDENT FIRST NAME or "Students",

I wanted to share a free college exploration opportunity coming up that I think would be valuable for you.

FAIR NAME is a virtual college fair running FAIR DATES (Monday through Friday). It focuses on schools and programs in AREA OF INTEREST, so it's a great fit if you're interested in that path.

Here's what makes it different from a typical college fair:

• Free to attend — no cost, ever
• No travel — fully online, attend from anywhere
• Your schedule — visit booths and chat with admissions reps anytime Monday–Friday during the fair week
• Real conversations — you can book one-on-one chat sessions with college reps in advance

To register: Go to FAIR REGISTRATION LINK and sign up. It takes about two minutes. Once registered, you'll have access to the fair all week.

If you have questions about which schools are participating or how to get the most out of the fair, stop by my office or reply to this email.

YOUR NAME
School Counselor, SCHOOL NAME

Template 2: Student 1-Week Reminder

Subject: Reminder: FAIR NAME Virtual Fair Starts FAIR START DATE

Hi STUDENT FIRST NAME or "Students",

Quick reminder — the FAIR NAME virtual college fair starts FAIR START DATE and runs through FAIR END DATE.

If you haven't registered yet, now's a good time. It only takes a couple of minutes:

Register here: FAIR REGISTRATION LINK

A few tips to make the most of it:

1. Browse the school list first — Know which 3–5 schools you want to visit before the fair opens.
2. Book chat sessions in advance — One-on-one chats with admissions reps can be scheduled up to a week before the fair. Choose from the available time slots.
3. Prepare a question or two — Ask about programs, scholarships, campus life, or anything that's on your mind.

The fair is open all week, so you can visit on your own time — before school, after school, or in the evening.

See me if you have questions.

YOUR NAME
School Counselor, SCHOOL NAME

Template 3: Student Day-of Reminder

Subject: FAIR NAME Virtual Fair Starts Today — Here's How to Join

Hi STUDENT FIRST NAME or "Students",

Today is the first day of the FAIR NAME virtual college fair!

If you're registered, you can log in now at FAIR LINK and start browsing. The fair is open through FAIR END DATE — anytime Monday through Friday.

Quick tips for today:

• Visit the schools you're most interested in first
• Don't skip the chat sessions — talking with an admissions rep is the most valuable part
• Take notes or save schools you want to follow up with

If you haven't registered yet, you can still sign up at FAIR REGISTRATION LINK and join right away.

Good luck, and let me know what you learn!

YOUR NAME
School Counselor, SCHOOL NAME

Template 4: Parent / Guardian Notification

Subject: Free College Fair Opportunity for STUDENT NAME or "Your Student" — No Travel Required

Dear PARENT/GUARDIAN NAME or "Families",

I'm writing to share a free college exploration opportunity for your student this MONTH/SEASON.

FAIR NAME is an online college fair running FAIR DATES. It features colleges, universities, and trade schools focused on AREA OF INTEREST programs — and it's completely free to attend.

Why this fair is worth your student's time:

• Explore multiple schools in one place, on their own schedule
• Have real conversations with admissions representatives
• No transportation needed — everything happens online
• Access the fair anytime during the week (Monday–Friday)

Your student can register at FAIR REGISTRATION LINK. Registration takes about two minutes and there's no cost at any point.

If your student is still exploring options or isn't sure what they want to study, the Summer Spectacular Fair on June 7–11, 2027 features all career areas and regions in a single fair — a great starting point.

Please encourage your student to take advantage of this resource. If you have questions, feel free to reach out.

YOUR NAME
School Counselor, SCHOOL NAME
SCHOOL PHONE / EMAIL

Finding Fair Details

To fill in the fair-specific placeholders above, use the fair schedule on our calendar. Each fair listing includes the name, dates, area of interest, and region.

For a personalized version with your school's logo, the full Counselor Toolkit (available as a PDF or Word doc) includes formatted versions of all four templates plus printable flyers, social media graphics, and more.