Homecoming, alumni weekend, parents’ weekend, tours and more — when big weekends hit, it can feel like the whole world is showing up at once on your campus. Juggling different groups while keeping the experience smooth for everyone is no small task. One missed detail, and things can get chaotic fast.
That’s where this playbook comes in. Think of it as your plug-and-play plan for keeping the weekend under control and memorable for all the right reasons. Read on for a practical checklist to help you streamline logistics, keep the flow moving, and even boost merch sales, so every guest, from lifelong alumni to first-time visitors, walks away impressed.
Wayfinding and Welcome
A guest’s first 60 seconds on campus can set the tone for their entire visit. Clear, visible signage is your first line of defense against confusion and stress. Your welcome signs should be easy to spot from 50 to 100 feet away, guiding visitors confidently from the moment they arrive.
So, think big and bold: Feather flags and A-frames are perfect for directing traffic at parking entrances and along key pathways. Strategically placed lawn signs can direct visitors to registration, restrooms, and event-specific locations. Inside buildings, portable banner stands and campus map kiosks can provide detailed information at a glance.
To make navigation even easier, consider color-coding your signage for different audiences. For instance, you could use blue for alums, green for parents, and gold for tour groups. Furthermore, adding QR codes to your signs allows guests to instantly access digital maps and schedules on their phones, giving them all the information they need right in their pocket.
Blade Feather Flag
With so many groups arriving, making sure people know where to go (and making the campus look festive in the process) is half the battle. That’s where our 6-foot Blade Feather Flags come in.
Made of durable knitted polyester with full-color sublimation, they’re UV-resistant, machine washable, and built to last with reinforced tips and a lifetime hardware warranty. With over 100 shapes and sizes to choose from, these eye-catching flags make events easy to find and impossible to miss, giving every guest a smoother, more memorable campus experience.
Pop-Up Headquarters
Your central hub for information, merchandise, and registration needs to be both functional and inviting. A branded pop-up tent is the perfect solution, creating a visible and professional headquarters for your event. Depending on your space and needs, a 10×10 or 10×20 pop-up tent with a branded canopy establishes a clear focal point. For unpredictable weather, make sure your tents have weighted bases for stability and sidewalls to protect against wind and rain.
Inside your tent, every detail matters. Use branded table throws to create a polished look. To display apparel effectively, combine counters for folded items with gridwall panels for hanging pieces. Collapsible shelving is another excellent option for organizing merchandise and making it easy for guests to browse.
Don't forget the checkout process. A mobile point-of-sale (POS) system is a must. Prepare for connectivity issues by having a mobile hotspot and a portable battery bank on hand. Display cashless payment signage to speed up transactions. Also, have a clear receipt and return policy visible to avoid any confusion.
10' Standard Tent Kit
Pop-up tents add festive flair and they instantly become the place people want to gather. A tent creates shade, a natural meeting spot, and an easy way to guide attendees right where you want them.
Our 10' Standard Tent Kit takes it up a notch with a full-color imprint to showcase your school spirit. Built with a sturdy polyester canopy and a powder-coated steel frame, it’s designed to last through busy event seasons. The crank-up canopy gives you a clean, professional peak, while Easy-Glide feet keep setup smooth on grass or dirt. Plus, every kit includes a stake set, wheeled carry bag, and a one-year hardware warrant, so you’re covered long after the weekend ends.
Apparel That Moves
Campus apparel is more than just merchandise. It’s a tangible connection to your school's spirit and a memento of a special weekend.
To maximize sales, offer a diverse range of items that appeal to your various target audiences. Alumni tees featuring class years are always a hit, while parents’ weekend crewnecks create a sense of fellowship. And, of course, make sure you have plenty of general student spiritwear available for everyone. And don't forget to outfit your team in branded staff and volunteer shirts so they’re easily identifiable.
Stock a full range of sizes, from XS to 3X, to accommodate all guests. How you display the apparel is just as important as what you offer. Also, you can create “bundle and save” deals and promote them with a prominent sign to encourage multiple purchases.
To extend your reach beyond the event, consider an online pop-up shop. Your Campus Stop team can help you set up a temporary online store where alumni and parents can order apparel before or after the weekend, which is an excellent option for those who couldn't attend in person.
Bella + Canvas Unisex Drop Shoulder Fleece
Spiritwear is a staple for students, parents, and staff, and it does more than just show school pride. Color-coded apparel makes it easy for attendees to spot event staff, while branded gear keeps your spirit traveling everywhere your students go, on and off campus.
The Bella + Canvas Unisex Drop Shoulder Fleece is a go-to choice for homecoming, sports leagues, event staff, and coordinated group outings. Easy to decorate with your logo, mascot, or slogan, this sweatshirt brings team unity without sacrificing quality. Made from a premium blend of Airlume combed cotton and poly sponge fleece, it’s incredibly soft inside, breathable for all-day wear, and versatile enough to go from campus to everyday life.
Giveaways People Keep
Promotional giveaways are a great way to leave a lasting impression, but only if people actually use them. Instead of items that will be quickly forgotten, offer giveaways that are both fun and functional.
You can tier your giveaways based on cost and impact. For a low-cost option, items like stickers, buttons, rally towels, and temporary tattoos are fun and easy to distribute.
Tie the giveaway to a specific action to increase engagement. For example, you could offer a free item to guests who scan a QR code to join the alumni association, follow your school's social media accounts, donate, or book a campus tour. This simple strategy turns a giveaway into a valuable tool for building your community.
Promotional Rally Towel
Promotional items your students will actually use are some of the best investments you can make in school branding. From rally towels to buttons, these pieces help students show their pride and connect with one another, on campus and beyond.
Our 11" x 17" Promotional Rally Towel is a crowd favorite. Made from 100% cotton with a clean hemmed edge, it’s the perfect giveaway for sporting events, alumni weekends, or any big gathering. Customize it with your team logo, slogan, or school name in bold imprint colors, and you’ll have a fun, functional keepsake that rallies school spirit and puts your brand front and center.
Engagement and Fun
Beyond the basics, creating moments of fun and engagement will make your event truly memorable. Interactive games are a simple yet effective way to bring people together and create a lively atmosphere.
A spin-to-win wheel with tiered prizes always draws a crowd. Classic lawn games, such as cornhole and giant Jenga, are perfect for creating a relaxed and social environment where families and friends can connect.
Photo opportunities are another powerful tool for engagement. Set up a selfie backdrop or a step-and-repeat banner with your school's logo. You could even have an on-site photo station with instant prints that include your branding. Encourage user-generated content by promoting a simple event hashtag.
Finally, schedule “micro-moments” throughout the day to build excitement. A scheduled fight song sing-along, a surprise mascot drop-by, or a short performance by a student group can create unforgettable memories for your guests.
Spin 'N Win Prize Wheel Kit
Looking for a way to bring more excitement to campus events? A spin-to-win game never fails: Students and alumni alike love lining up to spin the wheel and score a prize. It’s an easy way to spark interaction, create memorable moments, and make sure everyone walks away with something.
The Spin 'N Win Prize Wheel Kit is built for student life. With 12 customizable prize slots, you can fill it with spirit gear, snacks, coupons, or fun giveaways for homecoming, orientation, or alumni weekend. The classic ticking sound keeps the energy up, while the adjustable steel legs let you use it on a tabletop or as a standalone display. It even comes with a carry case and one-year warranty, so you’ll be ready to roll it out at every big campus gathering.
Food and Comfort Stations
A comfortable guest is a happy guest. Simple amenities can make a massive difference in the overall experience, especially during long event days.
Set up hydration stations with large coolers of water around campus. Depending on the season, a coffee or hot cocoa cart can be a welcome treat. For warmer weather, consider renting shade fans, and for cooler days, heaters will be appreciated.
Think about the specific needs of your attendees. A designated family zone with stroller parking and a quick-change tent for parents with young children shows that you’ve considered their comfort. Additionally, a clearly marked lost-and-found station, with a QR code for easy contact, can be a lifesaver.
35 Qt. BrüMate BrüTank Rolling Cooler
Big campus weekends call for long days outdoors, and keeping students, parents, and alumni refreshed is a must. A branded cooler not only keeps drinks cold but also doubles as a promo piece that shows off your school spirit (and makes sure you know which cooler to bring back at the end of the day!).
The 35 Qt. BrüMate BrüTank Rolling Cooler is built to handle it all. With seven days of ice retention, it’s 100% leakproof and comes with a removable 1.8-gallon drink tank and built-in tap, perfect for serving water, sports drinks, or even a signature event beverage. The cooler holds 36 cans, glides on all-terrain wheels, and includes a handle, seat top, and bottle opener. Recognized by Rolling Stone as one of the best hard coolers, it’s the ultimate upgrade for keeping campus gatherings cool and memorable.
After Your Campus Event
The connection with your guests shouldn't end when the weekend is over. A thoughtful follow-up strategy can strengthen relationships and maintain momentum.
Start by sending a thank-you email to all attendees, expressing your appreciation for their participation. In the email, include a link to a photo gallery from the event so guests can relive their favorite moments. You can also drive post-event sales by including a limited-time discount code for your online merch store.
Lastly, ask for feedback. A short survey provides valuable insights into what worked well and where you can improve for next year. This feedback is priceless for making each major campus event better than the last.
Ready to Make Campus Events Stress-Free?
At Campus Stop, we work closely with each client to help them easily achieve their goals and make the process smooth. With a dedicated personal representative assigned to each account, we ensure seamless communication and tailored solutions that meet the unique needs of your events.
From start to finish, our exceptional customer service makes the process stress-free and enjoyable, allowing you to focus on creating unforgettable campus experiences. Whether you're planning your next big event or looking for branded merchandise, Campus Stop is here to help you every step of the way. Visit us at www.campusstop.com or email us at sales@campusstop.com to explore how we can help you create meaningful and lasting connections with your students.
