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How to plan an orientation event that truly welcomes newcomers

Step‑by‑step ideas, orientation day activities and checklists to organize a clear, friendly welcome.

Step‑by‑step guide: how to plan an orientation event

  1. Define the basics and create your event in Fiestukis — Start by clarifying the goal of your orientation event: welcoming new students, new employees, exchange students, etc. Decide date, time, duration, and whether it will be on campus, at the office or online. Estimate the number and profile of guests, then create the event in Fiestukis so you can centralize information, invitations and a shared “bring something” list with your organizing team.
  2. Design the orientation program and key messages — Outline a clear schedule with a mix of welcome speeches, practical briefings (rules, resources, contacts) and interactive orientation day activities. Decide what essential information every newcomer must leave with: where to get help, how to access systems, who their main contacts are. Add the program to your Fiestukis event page so all organizers and speakers can review and suggest adjustments.
  3. Plan activities that break the ice and build connection — Choose orientation day activities that help people meet each other and feel at ease: campus or office tours, small-group challenges, speed networking, or a quiz about the organization. Alternate short presentations with movement and conversation so the event doesn’t feel like a long lecture. Use Fiestukis to assign activity leaders and share any materials or instructions they need to prepare.
  4. Organize logistics, spaces and materials — Reserve rooms or outdoor areas, check capacity, and think about flow: registration, plenary sessions, breakout spaces and social areas. Prepare materials such as name tags, printed orientation guides, maps, signposting, and AV equipment for presentations. In Fiestukis, create a checklist for orientation logistics and use the “bring something” list to coordinate who brings projectors, extension cords, printers, snacks or decoration.
  5. Coordinate food, drinks and roles for your team — Decide whether you’ll offer coffee breaks, a light lunch or just snacks, and adapt to dietary needs where possible. Assign clear roles: reception desk, tech support, tour guides, hosts for each group, photographer, and cleanup team. Use Fiestukis to invite volunteers, assign tasks, and let people sign up to bring specific items (water, fruit, pastries, disposable cups) so nothing is forgotten or duplicated.
  6. Communicate, welcome warmly and collect feedback — Send clear invitations with time, place, map, what to bring and a brief overview of the orientation guide and program. On the day, have visible hosts to greet guests, answer questions and keep the schedule on track. After the event, use Fiestukis or a short survey to gather feedback, note what worked and what didn’t, and update your checklist for orientation so planning the next edition is even easier.

Complete guide and FAQ for your orientation event

A strong orientation event program balances essential information with time to connect and explore. At minimum, include:

  • A warm welcome and short introduction to the institution or company.
  • Practical information: schedules, rules, key contacts, systems, and support services.
  • Orientation day activities like tours, Q&A sessions and small-group icebreakers.
  • Time for informal networking over coffee or snacks.

You can upload the full program to your Fiestukis event so organizers and guests always have the latest version in one place.

Most in‑person orientation events work well between 3 and 5 hours, depending on how much content you need to cover. Shorter sessions (1–2 hours) are fine for a focused event orientation, like introducing a single department or course.

If your audience is new students or employees, avoid making the day too dense. Plan breaks, movement and interactive activities, and share the schedule in advance via your Fiestukis event page so people know what to expect.

Good orientation day activities help people talk to each other without feeling forced. Some ideas:

  • Guided campus or office tours with small groups and a friendly guide.
  • Bingo or scavenger hunts where participants must find people with certain interests or visit key locations.
  • Speed networking: short timed conversations with rotating partners.
  • Team quizzes about the organization, city or study program.

Use Fiestukis to assign leaders to each activity and share any materials or rules they need to prepare.

Instead of managing dozens of emails and chats, create a clear “bring something” list in Fiestukis. Add categories such as:

  • Food and drinks (water, fruit, cookies, coffee, tea).
  • Materials (markers, flipcharts, name tags, tape).
  • Equipment (speakers, microphones, extension cords, laptops).
  • Decorations (signs, balloons, tablecloths).

Invite your organizing team and volunteers to the event page so they can sign up for specific items, avoiding duplicates and last‑minute stress.

Plan your orientation guide and activities with inclusion in mind. Use clear, simple language, avoid too much jargon, and explain acronyms. Mix people in small groups so no one is left alone, and assign friendly hosts or buddies to look out for quieter participants.

Consider adding visual aids (maps, slides, printed checklists for orientation) and, if needed, support in more than one language. Share these materials on your Fiestukis event so participants can review them calmly before and after the event.

A simple checklist for orientation might include:

  • Define goals, audience, date, time and location.
  • Draft the program and choose orientation day activities.
  • Book rooms and equipment, prepare signs and materials.
  • Organize food, drinks and dietary options.
  • Assign roles to staff and volunteers.
  • Send invitations and reminders with all practical info.
  • Prepare a feedback method and follow‑up communication.

You can turn this into a live checklist in Fiestukis, assign tasks to your team and track progress together.

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