Imagine stepping onto a university campus for the first time, filled with excitement and nerves. You’ve heard stories about orientation from friends at other universities and seen the social media posts, but what will it be like for you at McMaster? This was the question on every new student’s mind as they prepared to attend McMaster Welcome, an innovative and unforgettable event that has now been honoured with the Best Event for an Academic Institution at the Canadian Event Awards.
A Grand Introduction
On August 28, 2023, McMaster University transformed its campus into a stage for an immersive orientation event inspired by the grandeur of New Year’s Eve celebrations and the glamour of the Oscars. Dubbed McMaster Welcome, this event was designed to be more than just an introduction to university life; it was an experience that set the stage for student’s entire academic journey.
Held in the Peter George Centre for Living and Learning (PGCLL), McMaster Welcome utilized three floors within the building, each hosting live performances, keynote presentations, and interactive sessions. The event’s format was a logistical marvel, featuring synchronized activities across these locations, allowing over 2,300 first-year students to participate in a seamless, real-time experience. Watch parties were also set up across campus, ensuring that every student felt included, regardless of where they were situated.
Creativity and Innovation at Its Core
The creativity behind McMaster Welcome was evident in every detail. Faced with the challenge of accommodating many students, the organizers turned a potential logistical nightmare into an opportunity for innovation. By spreading the event across multiple locations and live broadcasting between them, they ensured that no student missed out on any part of the action.
The event featured various live performances, from music and dance to spoken word, all enhanced by cutting-edge audiovisual technology provided by Soundbox, a Hamilton-based company. This included 46 lighting fixtures, 8 Astera Titan Tube lights for the live performance stages, and a live AI captioning system to ensure accessibility for all attendees. Using a wireless steadicam and multiple cameras created a dynamic and engaging viewing experience, capturing the energy and excitement of the performances and presentations.
A Commitment to Inclusion
Inclusion was a cornerstone of McMaster Welcome. Recognizing incoming students’ diverse backgrounds and needs, the event was meticulously planned to ensure everyone felt welcomed and valued. This commitment was reflected in the wide range of campus groups and departments involved, from the Black Student Success Centre and the Equity and Inclusion Office to various student clubs and academic advising offices.
One of the highlights of the event was the performance by Unita Assk, McMaster’s consent-educating drag queen, who delivered an entertaining yet educational message about the resources available through the Sexual Violence Prevention and Response Office (SVPRO). This blend of entertainment and education, or “edutainment,” was a key element of the event, ensuring that important information was conveyed memorably and engagingly.
A Seamless Experience
The success of McMaster Welcome was not just in its scale or creativity but in its flawless execution. The event was meticulously timed and rehearsed, with a run-of-show document detailing every second and transition. This precision ensured that the event flowed smoothly, with hosts seamlessly passing the spotlight from one performance to the next across different locations.
The event featured real-time interaction through a live texting feature and live online broadcasts to keep students engaged and connected. This allowed students to feel part of a larger community, even in different rooms or watching from a remote location.
Positive Impact and Lasting Memories
The impact of McMaster Welcome was immediate and profound. Student survey feedback highlighted how the event helped them feel more connected to their new community and prepared for the challenges ahead. Comments like “The event was lovely and helped me branch out and create new connections within my faculty” and “The [McMaster Welcome] event was very informational, engaging and interesting” underscored the event’s success in achieving its goals.
A Model for Future Events
McMaster Welcome set a new standard for orientation events, showcasing how creativity, innovation, and a commitment to inclusion can transform a simple introduction into a memorable experience. By blending entertainment with education and leveraging advanced technology, the event welcomed students to the university and set the tone for their entire academic journey.
As the recipient of the Best Event for an Academic Institution at the Canadian Event Awards, McMaster Welcome is a shining example of how universities can create impactful, engaging, and inclusive events that leave a lasting impression on students. It’s not just about starting university; it’s about setting the stage for a lifetime of learning, growth, and community.
Learn more about the amazing work McMaster is doing check out their social media.
