Last reviewed by SCSR: March 2025, Kelly Campbell, Chair, Ontario Universities’ Fair Steering Committee (OUF-SC)
Table of Contents
Mandate
As per the Standing Committee on Student Recruitment Terms of Reference (SCSR TOR), Article VII, Section 1 – The Ontario Universities’ Fair (OUF) is a vehicle for communication between Ontario’s universities and prospective students from across the province.
The OUF effectively serves as the GTA’s OURF. The Ontario Universities’ Fair Steering Committee (OUF-SC), in collaboration with the OUAC, is responsible for ensuring the organization of the OUF on behalf of the GCSR.
The OUF will normally be held at the end of September; the best effort will be made to accommodate major days of civil and religious observance.
Initiative Lead
As per the SCSR TOR, Article II, Section 4i – The Ex Officio Member, Chair of the OUF Steering Committee (OUF-SC) will, in collaboration with the OUAC, report to the GCSR on all matters related to the management of the affairs of the OUF-SC and the Ontario Universities’ Fair, as referenced in Article VII and Article VIII.
Interested Parties
| Name | Description |
|---|---|
| GCSR | The member institutions provide the mandate to the SCSR and are the first level of approval required for changes to the SCSR TOR. The GCSR reports to the Ontario University Registrars’ Association (OURA). |
| SCSR | The Standing Committee is voted into their positions by the GCSR at the AGM and is responsible for overseeing and executing the collective initiatives stated in the GCSR TOR. The SCSR acts on behalf of the GCSR. |
| OUAC | The OUAC is an ex officio member of the SCSR that manages and controls the budget and provides administrative support for the OUF. |
| OUF-SC | The OUF-SC is comprised of parties interested in the OUF to ensure that Ontario universities are effectively marketed in order to provide information to prospective students and their families through the OUF. |
| MTCC | The Metro Toronto Convention Centre (MTCC) is the host venue for the OUF. |
| Events & Management Plus Inc. | Events Management Plus Inc. is the contracted events management company responsible for the logistics of the OUF. |
| Target Investigation & Security Ltd. | Target is the contracted security provider for the 2025 OUF. |
| StriveScan | StriveScan is the data collection service provider for the OUF (2025). |
| Stronco | Stronco is the appointed official show services contractor for the 2025 OUF. |
| Encore | Encore (previously Freeman AV) is the official audio-visual equipment supplier for the 2025 OUF. |
| SHOWTECH | SHOWTECH Power and Lighting is the exclusive supplier of rental lighting, temporary electrical sign/banner hanging and mechanical services at the MTCC. |
| Data Collection Steering Committee (DC-SC) | The DC-SC is responsible for implementing data collection at the OUF. |
| Guidance Counsellors | Guidance Counsellors, as a key influencer, are integral in disseminating information about the OUF to high school students and families. |
| Exhibitor Companies | Exhibitor companies are contracted by member institutions to support their exhibit at the OUF. |
| Aboriginal Post-Secondary Information Program (APSIP) | APSIP, as a special partner, plays an important role in connecting with Indigenous students at the OUF. |
Possible other interested parties include: Partners, attendees, Toronto Police and student monitors.
Associated Documents and Resources
Strategic Considerations for Review
| Consideration | Consultation/Action | Target Deadline |
|---|---|---|
| Budget Process Review: Consider the financial impact of each decision and the 3-5 year plan for the OUF, and receive approval for changes that will have budgetary impacts. | OUAC Budget and Advisory Committee meetings are held twice a year | Ongoing |
| Continuation of CDDC as a Core Function of the OUF | Consult with the DC-SC regarding data collection vendor. | Ongoing |
| Review of OUF on behalf of OURA | OUAC, OURA | Ongoing |
| Review of Sustainability Initiatives, Such as Paperless OUF | OUF-SC to review annually | Annually |
| Partnership Review | OUF-SC to discuss partners for the upcoming OUF | Annually |
| Creation of a Critical Path of Dates and Deadlines for Booth Managers | The OUAC to review annually | Annually |
| Expand floor plan into Halls F and G to improve traffic flow and reduce overcrowding | MTCC, Stronco, Events Management, OUAC, OUF-SC and universities | September 2025 |
| Re-introduce presentation rooms | OUF-SC, universities | September 2025 |
Future Opportunities
- Consider Access to the OUF
- How are we serving people not coming to the OUF?
- The OUF is free but is it accessible – is it the same privileged people that attend?
- Opportunity to advertise in Immigration Centres.
- Target audiences that are known to have challenges with access and inclusion.
Appendix A – Completed Improvements
| Improvement | Consultation | Date Completed |
|---|---|---|
| Creation of a Critical Path of Dates and Deadlines for Booth Managers | Kim Randall and Candy Hui to create and distribute | August 2018 |
| Expansion of Scope of Responsibilities for Events Management(EM) | Negotiations with EM (Spring 2018); Final contract with EM (Spring 2018) | September 2018 |
| Floor Plan Review | Final report available: ouevents@ouac.on.ca (Completed 2018); Follow-up – present/discuss at December round table, the process for determining floor plan and contributing factors | December 2018 |
| Sponsorship Review | GCSR (August meeting 2018) | December 2018 |
| OUF Website – New Look | The OUAC to design new OUF logo and colours and redesign website content | Spring 2019 |
| Advertising Review: To ensure all interested parties are being targeted (students, parents, counsellors, general public, audience specific – Indigenous, etc.) and our advertising mediums are relevant. | Discuss with collective and develop plan (December 2018); Committee to review and recommend | Spring 2019 |
| Implementation of CDDC as a Core Function of the OUF | RFP to tender (August 2018 – November 2018); Select proposal and engage company (November 2018 – December 2018); Implement CDDC (September 2019) | September 2019 |
| Review of APSIP Partnership at the OUF and Booth space on the show floor | OUF-SC to consult with APSIP in early January 2023 and APSIP to confirm level of Participation and commitment | September 2023 |
| Implementation of StriveScan as the Data Collection Vendor | Recommendation from the DC-SC after consultation with OUF-SC, SCSR and GCSR | October 2023 |
| Review of OUF on behalf of OURA | OUF-SC, OUAC and OURA small group to develop a brief to present to OURA (2023); Development of RFP based on brief and OURA recommendations; RFP and Vendor search in consultation with OURA. The RFP failed in 2023. | 2023 |
| Reviewed floor plan to improve traffic flow and reduce overcrowding | MTCC, Stronco, Events Management, OUAC, OUF-SC and universities | August 2024 |
| Gender neutral and accessible washroom access | OUF-SC, OUAC and MTCC | October 2024 |
| Improved event accessibility (OUEvents Accessibility Form, ASL interpreters) | OUAC, OUF-SC | October 2024 |
| Review of OUF on behalf of OURA | Meeting of university decision makers at the MTCC on October 4, 2024, to discuss future of the OUF. Survey distributed to universities in November 2024 to determine next steps for the OUF | Oct-Nov 2024 |
Appendix B – Previously Explored Opportunities
- Speaker series to generally educate OUF attendees:
- How to apply to university
- Ontario Universities’ Info
- How to understand rankings
- High Quality PSE in Ontario
- LGBTQ+
- Financial access to university and other financial barriers
- Lead generation – either through CDDC names where they can click a university or post event link to university pages to provide info.
Related links: