Summer Send-Off FAQ
What is Summer Send-Off?
Summer Send-Off (SSO) events provide incoming students an opportunity to be introduced to the local MIT community and hear about the MIT experience from alumni and current students. Clubs are encouraged to approach SSO's as an in-person summer event that can be held with a wide MIT audience, including alumni, parents, current students, incoming undergraduate and graduate students, widows and post-docs. The majority of events are organized by club volunteers, though an Educational Counselor may serve as the event coordinator in some areas.
When should events be held?
July – Mid-August. This is the recommended window in an attempt to reach as many new and current students as possible. The Registrar's Office is the best place to review upcoming academic dates such as the first day of classes.
How can I volunteer to organize an event?
Work within your Club or Regional Alumni Network to select a date, time, location, and event planner for the Send-Off event. Once these details have been established, please submit the Event Participation Form. Please submit this form at least 2 weeks before your event to ensure that your event support kit reaches you on time. If you are located outside of the US, please submit it at least 4 weeks in advance if possible.
What location is best for this type of event?
Many clubs opt for a summer picnic at a park or the home of an alumnus or parent willing to host. Another great option is to gather at a local restaurant. We have also had clubs put a creative spin on their Summer Send-off over the past few years. Some ideas included: visiting a local art museum that was featuring a Lego exhibit, holding their event in conjunction with a local astronomy evening and creating Mini Tech Challenge Games, which included a 3-legged race, water balloon toss, airplane contest, and trivia bowl!
When should I create my event registration?
Aim to have your registration page prepared at least a month prior to your event.
All events for Summer Send-off 2024 should be named "Summer Send-off: MIT CLUB OR GROUP NAME HERE." This will make it clear that your event is a Send-off, maximizing attendance.
How much do these events cost?
We strongly recommend that these events are free, particularly for incoming students and their families, as well as for current students. Many clubs opt to hold a potluck picnic at a local park or home of an alumnus or parent to keep costs down.
How is the event marketed?
Event Coordinators should send marketing emails to current and newly enrolled Freshmen and Graduate students, parents, and alumni (if they choose). We will email incoming students at the end of June with a link to the General Events Page, where people can filter for SSO events.
Graphics have been created for your use with any email or social media marketing.
How do I contact students in my area?
We are unable to provide lists of incoming and current student contact information. However, contact information has been loaded into your Club's online community for use in event outreach. If your club does not utilize Encompass or Hivebrite, your staff liaison will assist with the creation of emails to current and incoming students.
I have not heard back from students. Can you provide the personal email that they used in their application?
Once students matriculate, the admissions office prepares for the next group of applications, so there is no access to the email address used throughout the application process. That being said, students are encouraged to check MIT email accounts throughout the summer.
What about “swag” for events?
Alumni Outreach will provide physical giveaway items to participating clubs and regions, including MIT branded luggage tags and stickers.
Additional Resources