Ideal timing for scheduling a financial aid night can be:

October – Early November

• The FAFSA opens October 1 (for the 2025-26 school year, the date is expected to remain around early October after the recent delays).
• Hosting a financial aid night soon after FAFSA opens ensures families get the most time to apply and meet priority deadlines.
• Best weeks: Mid-October to early November.

Late January – Early February

• A second session is helpful for families who didn’t complete the FAFSA in the fall or who are waiting for tax information.
• Many state priority deadlines fall in March, so this is the last chance to push for completion.

Some schools find that combining a financial aid night with another events, such as parent-teacher conference or college/career events, can be helpful.

Mapping Your Future can be contacted at feedback@mappingyourfuture.org or 1-800-374-4072.

Schools can boost attendance by using multiple communication channels and clear messaging. Start early and share reminders often:

• Email & Text Alerts: Send event details and reminders to parents and students.

• Website & Social Media: Post the event on your school’s homepage and share countdown posts on Facebook or Instagram.

• In-School Promotion: Announce during morning announcements, display flyers in high-traffic areas, and share in classrooms.

• Parent & Community Partnerships: Engage PTO groups, coaches, and counselors to spread the word.

• Add Incentives: Offer snacks, door prizes, or scholarship drawings to encourage participation.

Technology is key to a successful financial aid event, especially if families will complete the FAFSA on-site or attend virtually. Common strategies to ensure everything works well include:

• Test Equipment in Advance: Check computers, projectors, screens, and microphones a day before the event.

• Secure Reliable Internet: Ensure strong Wi-Fi access in the event space; have a backup hotspot if possible.

• Update Browsers & Software: FAFSA requires an updated browser; confirm all devices are current.

• Provide Device Access: Offer school laptops or set up a computer lab for families without devices.

• Prepare Login Info: Remind families to bring FSA IDs and passwords; have printed checklists available.

• Have Tech Support On-Site: Designate a staff member or IT support to troubleshoot quickly.

• Offer a Virtual Option: If streaming, test the platform and audio/video beforehand and record the session for later viewing.

A moderator ensures your Financial Aid Night runs smoothly and stays engaging. They welcome attendees, explain the event’s purpose, and keep presentations on schedule. Moderators facilitate Q&A, encourage participation, and provide clear transitions between speakers. They also monitor technology, handle housekeeping details, and make sure families leave with next steps and resources. A strong moderator keeps the event organized, informative, and focused on helping students and parents succeed.