Group Visits
We welcome your group
visit to Calvin! Whether you are a youth group leader, teacher, alumna/alumnus,
Calvin parent or guidance counselor, we encourage you to explore the possibility
of bringing your group of prospective students to come discover Calvin.
Please find the information that you need to begin planning your Calvin
excursion below.
- What is a group visit leader?
- Who is the contact person for planning a group visit?
- What does a visit entail and what are the expectations of a leader?
- What group visit costs may qualify for reimbursement?
- Is there a limit to the size of the group or the number of leaders that will be reimbursed?
What is a group visit leader?
Any guidance counselor, alumna/alumnus, youth group leader, or teacher who brings a group of at least five (5) prospective students to Calvin falls into this category. Parents are included if they bring at least four prospective students in addition to their own child. (A prospective student is one who is currently enrolled in high school and expects to attend college in the future.)
Who is the contact person for planning a group visit?
Whether your group is arranging for a "Fridays at Calvin" date or scheduling an "Any day at Calvin" visit appointment please contact:
Vanessa Abreu, Assistant Director of Admissions.
Phone: (616) 526-6106
Email: admissions@calvin.edu
Please contact Sarah at least two weeks in advance of the date that you desire to visit. In the case of Fridays, be advised that some of these dates fill up quickly. Group Leaders are encouraged to confirm all Calvin reservations before making travel plans.
What does a visit entail and what are the expectations of the leader?
The group leader must attend the “Fridays at Calvin” program at least through the campus tour (finishing at 2:30pm) to qualify for reimbursement. If it is not a “Fridays at Calvin” date, the group leader is expected to participate in the itinerary planned for students, serving in the role of chaperone throughout any daytime and evening events scheduled by the Admissions Office. The group leader is expected to provide the Admissions Office with his/her local contact information and to take responsibility for making certain that the students and their parents are aware of the College’s expectations for their behavior and participation. All prospective students are expected to participate fully in the visit.
What group visit costs may qualify for reimbursement?
Lodging: Arrangements will be made for Group Leaders to stay in the Prince Conference Center or the Comfort Inn. Up to three nights of lodging will be provided, depending on travel needs, but in most cases two nights will allow adequate time for your visit. Double occupancy will be used when appropriate. Family members of Group Leaders should be prepared to pay for their own expenses. Student visitors are housed in our residence halls with current student hosts.
Meals: Lunch will be provided at the “Fridays at Calvin” program. Meal tickets will be given for the remaining meals that you will be on campus. These can be used at either dining hall on campus.
Travel expenses:
Airfare: Group Leaders will be reimbursed by the College
for the cost of their plane ticket. Students who participate in a group
visit will be offered a stipend of $100 toward the cost of their flights.
To receive this reimbursement, the Group Leader must turn in a copy of
all travelers’ flight receipts in one packet immediately after the
trip. Reimbursement must be requested prior to the
purchase of airline tickets. (Contact Vanessa Abreu.)
Gas mileage: To qualify for reimbursement, the Group Leader should be driving a distance greater than 300 miles roundtrip and bringing at least 5 prospective students. We will provide a 50/50 match at the current Calvin mileage rate. Please note: if a Group Leader provides transportation for visiting students and attends “Fridays at Calvin” or special visit activities, the College will reimburse you for gas mileage, meals (on campus) and a maximum two nights of lodging (coordinated by our office). Reimbursement will take place in situations where this arrangement was settled with Vanessa Abreu prior to the visit.
Is there a limit to the size of the group or the number of Leaders that will be reimbursed?
General guidelines are presented within this document. Please make certain that any questions about size limitations and reimbursement are discussed with Vanessa Abreu before you make the final plans for your visit.