Event Registration
What is a Virginia Tech Advancement central registration link?
A Virginia Tech centralized registration link is a customized URL created by the Office of Special Events in University Advancement. It is designed to streamline the process of registering participants for advancement events. By using a Virginia Tech registration link, alumni and attendees are guaranteed a consistent and user-friendly registration experience, regardless of where the event occurs.
How does utilizing a central link benefit Virginia Tech?
- Updated alumni data: Each registration captures current contact information, helping the university maintain an accurate database.
- Engagement insights: The data allows Virginia Tech to track alumni engagement trends and identify areas of growth or opportunity across alumni populations.
- Showcasing chapter success: With accurate data, the university can highlight alumni chapter achievements by sharing stories and celebrating successes.
What’s in it for the alumni chapter?
- Enhanced guest experience: Each attendee receives a consistent, professional registration experience.
- Strengthened alumni network: Every use of the link helps track and strengthen your chapter’s impact and presence.
- Revenue opportunities: The link enables alumni chapters to charge admission for events, helping to recoup costs related to the event.
- Year-round fundraising: With each event registration, guests can make a tax-deductible gift to a designated a specific alumni chapter scholarship fund. For chapters without a scholarship fund, guests can give to a Virginia Tech Foundation fund chosen by the alumni chapter.
- Reduced post event follow-up: Because registration is housed centrally, volunteers do not have to submit post-event registration lists or checks for manual processing. All efforts are automatically counted to yearly Pylon Award checklist efforts.
What is a gift-on-event?
- This fundraising strategy incorporates a gift on event registration to a designated Virginia Tech Foundation fund. For most alumni chapters, the gift is directed to their alumni chapter scholarship fund.
- Alumni chapters are encouraged to utilize Virginia Tech Advancement’s centralized registration process for all university-aligned programs.
Best practices for gift-on-event
- Transparent communication of registration fees: The registration fee, and the designated gift amount, must be clearly stated. For example: The DC Hokie Happy Hour costs a total of $15. $10 is a registration fee, and $5 is a gift to the DC Hokies Alumni Chapter Scholarship Fund.
- Gift-on-event limitations: Regardless of the registration fee amount, the standard gift is a maximum of $5. For example: The D.C. Hokies are charging for their Hokie Happy Hour. They need to charge $10 per person in order to recover the cost of hosting the event. As required, they also need to include a gift-on-event. This brings the total registration fee to to $15.
When not to include a gift on an event
- The most common reason to exclude a gift-on-event is if the event is free to attend.
- You may still include an optional field in the registration form for guests who wish to make a tax-deductible donation to your chapter scholarship (or other Virginia Tech fund). However, type of contribution is not considered a gift-on-event.
Refund Policy
If a registered attendee cancels, they will receive a refund for the registration fee only. Gift-on-event is non-refundable.
Requesting a link
Requesting a link is easy. Learn how these links benefit Virginia Tech and your local alumni chapter.
Volunteer and data compliance
- Any volunteers handling registered attendee data must complete the Virginia Tech Volunteer Code of Ethics and Data Compliance Form.
- Data may only be used for pre- and post-event communication related to the specific chapter event.
Regional engagement support
- The Regional Engagement Team is available to help provide consultation, guidance, and recommendations for all aspects of your event – including planning aligned with university events, navigating the registration process, determining attendee fees, and following best practices and timelines.
- Please reach out to your liaison or a team member with any questions or concerns.