The ultimate student welcome pack guide for universities

 “Lost student: please return to the campus bar ASAP.”  

I don’t know about you, but my first few weeks at university were all about remembering everything I had forgotten.

In the haze of Fresher’s Week, course inductions, and late-night socials, a thoughtfully curated welcome pack becomes a lifeline for students.

From lecture essentials to reassurance that they belong, it’s the first proper tangible interaction a student might have with their new university, making it a memorable and important touchpoint for brands.

We’re firm believers that student welcome packs are one of, if not the, most important merch connections a university can have with its new starters - building the foundations of a relationship to last a lifetime.

That’s why we’ve put together this student welcome pack guide - to help you remember everything you need to include in your packs to make a real impact.

Ready to enrol?

Our academic merchandise range is designed around the whole student journey, enabling universities to make a lasting impression throughout their entire academic career.

Start browsing our full range below, and create a student welcome pack worthy of first-class honours.

In short…

• Student welcome packs are one of the most powerful (and most overlooked) touchpoints a university has with new starters
• This guide covers what to include (and what to skip)
• How to think about sustainability and personalisation
• Budgeting basics
• How far in advance to order

Why welcome packs matter

Student welcome packs should be at the top of your list when it comes to welcoming your new starters - it’s in the name! And done well, a student welcome pack can:

• Become a part of their everyday experience
• Last throughout their university career
• Become a lasting touchpoint for building alumni relations

Studies have shown that 82% of people perceive a brand more positively after receiving merchandise, and the same can be said for students!

Internally, branded student welcome packs are an excellent way of reinforcing student identity and a sense of belonging - especially when it comes to branded clothing (a particularly good way of forming a strong sense of tradition).

For external brands, student welcome packs are a gateway to reaching an already highly engaged audience - full of brand awareness potential.

What students actually want in their welcome packs

From personal experience, I can tell you that what students actually want (and need) from their welcome packs is usefulness.

We’re firm believers in including items for each of the major merch groups (like eating your veggies, but way more fun):

• Drinkware
• Stationery
• Bags
• Tech accessories
• Kitchen utensils

Sustainability

Sustainability considerations should be behind every decision you make when it comes to attracting, retaining and appealing to new students - and your student welcome kits are no exception.

70% of Gen Z consider environmental sustainability important when choosing an employer, so it’s safe to assume this is the same when choosing their university, too.

And, looking ahead, 39% of Gen Alpha teens (who’ll most likely go to university in 2028) are said to already care deeply about environmental issues, highlighting that investing in sustainability-conscious merch packs will future-proof your welcome strategy.

When curating the merch and products that’ll go into your welcome packs, keep in mind the materials, sourcing, and life cycle of the items, and the longevity of your branding choices.

Choosing the right products isn’t always about what category they fit into, but also the story behind their brand and the impact they have on the environment (at every stage of their life cycle).

That’s also why most of our products are labelled with a sustainability key, designed to help make choosing sustainable products easy.

For our full range of sustainable merch, check out our Products With a Positive Impact range.

What branded merch to include in your student welcome packs

Products that can be used time and time again are the real winners when it comes to student welcome packs. Freebies are great, but unless they're edible, they inevitably end up in the bin when term time’s over.

What every pack should include

When creating your packs, make sure to include products students are most likely to use on a regular basis. This includes things like stationery, drinkware, and kitchen accessories.

University essentials

Reusable drinkware

Notebook and pens

Tote bags or backpacks

Lunchboxes

Kitchen utensils

Tech accessories

Give them a little treat

But don’t underestimate the joy of something unexpected, too. Little treat culture is big this year, and including a call-out to current trends is always a fun addition to any pack (as long as it’s not the main act). We love:

Games

T-shirts & clothing

Branded sweets

Plushies

Keyrings

Personalisation is paramount

You don’t want your new starters thinking they’re just another ID number in your spreadsheet. They want to feel seen.

That’s why personalisation is super important, especially with the first brand experience of a relationship.

For personalisation at universities, you could tailor products to:

• University halls
• Campus locations
• Study departments
• Societies
• Brand assets (like a mascot)
• Class years ( a super popular one!)

If you’re looking for an even more personalised and bespoke option, we can help you create a custom merch pack from scratch.

Don’t forget packaging!

Your branded products are important (duh), but what’s equally as important is the overall first impression of your welcome pack - aka how it looks.

Make sure your box and packaging are branded wonderfully, but are also easy to recycle (students will not be bothered to separate different materials).

And side note - a note! A note from the university to the student themselves is always a thoughtful, personal touch.

What to include that *isn’t* merch

Merch may be the biggest aspect of your branded welcome pack, but truly useful (and memorable) welcome packs also include:

• Product samples - mini versions of food, drink, personal care or household essentials
• Discount vouchers - students are often budget-conscious, so these are a must-have
• Experiential marketing invites - QR codes for competitions, student-only events and other activations are a great way to engage them digitally.
• Student influencer partnerships - for an extra layer of authenticity, use student influencers or ambassadors to create content around your welcome pack, or share exclusive perks.

Read more: Welcome, Freshers! 10 essential branded items for student orientation

Budgeting breakdown

Budget is everything when creating your welcome pack. It’ll determine the quantity you order, as well as the brands you can include.

Whatever your budget, the idea is to divide the spending across the products, focusing on:

• One or two high-use essentials
• Lower-cost items to increase the perceived value of the pack
• A treat item that creates a standout experience
• Packaging, personalisation, delivery

Remember, you don’t need to spend a lot to create a useful and memorable student experience.

Getting packs ready for arrivals

Arrivals and freshers is a tight window, with a lot of activities to fit in. It comes around quickly, so make sure you’re prepared and enquire earlier than you’d think!

To ensure a smooth ordering process, before ordering, we’d recommend:

• Deciding on a final delivery date
• Confirming quantities, product ideas and brand requirements
• If you’re ordering clothing, thinking about what sizes and the split between styles you’d need

Most branded items take around seven to fourteen working days to produce, but for more personalised items like clothing, it can take longer. Make sure you include production time in your timeline.

You’ll also need to consider how your packs will be stored and replenished.

We offer a merch store option that can provide fulfilment, live stock tracking, and storage across several locations.

Reach out to us if you’d like to discuss this further!

Read more: Newbie nerves? Check out these A* freshers' fair merchandise ideas

Other student merchandise opportunities

Other than student welcome packs, there are other key student merchandise opportunities you won't want to miss out on, so make sure you put these in your calendar!

• Freshers’ Fairs - a major event in your academic calendar and an ideal opportunity for brand ambassadors to engage with students 1:1 (don’t forget your promotional giveaways!).
• Accommodation halls - we’ve all forgotten our pens whilst running out the door to a lecture. Ensure you keep well-loved products in halls for those days they’re running late.
• University societies - working with student groups is a great opportunity for a targeted engagement strategy.
• Open days - perfect for engaging with prospective students.

Read more: How to Get the Best Impact at Your Freshers Fair Event

Student welcome pack FAQs

1. What should go in a university welcome pack?

   A strong university welcome pack should combine useful everyday products with items that communicate the institution’s identity. Popular options include water bottles, notebooks, pens, tote bags, hoodies, lunch boxes and tech accessories. The best combination depends on the university, audience and budget.

2. How much should a student welcome pack cost?

   There’s no universal price point. Build the pack around your objectives and prioritise products that students will actually use. A smaller number of useful, quality items can create more lasting value than a large collection of disposable freebies.

3. What are the best promotional products for Freshers’ Week?

   Useful, functional products tend to perform well, including reusable drinkware, stationery, bags, kitchenware and charging accessories. Fun products can also help your brand stand out, particularly when they have a clear connection to student life.

4. How can universities make welcome packs more sustainable?

   Choose durable, reusable products and look for credible sustainability credentials rather than relying on vague environmental claims. Fluid’s Sustainability Key can help identify products with assessed sustainability credentials.

5. How far in advance should we order student welcome packs?

   As early as possible. Product and decoration lead times vary, and clothing can take around seven to fourteen days depending on the product and customisation. Larger campaigns, bespoke packs and fixed delivery dates need additional planning time.

6. Should welcome packs be the same for every student, or does it help to segment them?

   Segmenting by faculty, hall, or course can make packs feel more relevant — for example, art students might appreciate different stationery to engineering students. It's not essential, but even small tailoring touches can boost how personal the pack feels.

7. Can student welcome packs include sponsored or co-branded items from external partners?

   Yes — this is a common way to offset costs or add variety. Local businesses, student banking providers, or lifestyle brands can be a good fit, provided the items still feel relevant to student life and don't dilute the university's own branding.

8. Do welcome packs need to be physical, or can part of the experience be digital?

   Both work well together. A physical pack creates a tangible first impression, but pairing it with a digital element (like a QR code linking to society sign-ups, campus maps, or a welcome video) extends the experience beyond unboxing.

9. How do you measure whether a welcome pack has been successful?

   Common indicators include product usage/visibility around campus, engagement with any linked digital activations (QR scans, event sign-ups), and informal feedback via surveys or societies. Alumni recall of specific items is also a good long-term signal.

Merchandise for life, not just Freshers’

Whether you’re looking for student welcome pack ideas or giveaways for open days, make sure every branded touchpoint you have emphasises what you want to be remembered for: your university’s core values.

Have a think about what your students actually use, what’ll make them smile, and most of all, what they’ll keep long after Freshers’ Week is over.

Ready to enrol?

Start browsing our full range of branded academic promotional merchandise below, and create a student welcome pack that’ll have them remembering their university days fondly.