Requesting a registration link

Requesting and using a Virginia Tech registration link

The process to create and manage a Virginia Tech registration link is simple and ensures your chapter event is seamlessly promoted, tracked, and reimbursed. Here are the steps to requesting and promoting a link,     

 Submit event details

• Complete the event registration and communication request form with all required details about your event.   
• Please allow 5–7 business days for your registration link to be processed. Plan your timeline accordingly. 

Event promotion

• Once finalized, your liaison will email the official registration link to your chapter’s point of contact. 
• The link will also be shared with our marketing and communications for inclusion in regional emails. 
• Be sure to include your registration link in all social media posts, newsletters, and other promotional materials to maximize visibility and engagement.
  

RSVP management

• Your liaison will provide the chapter contact with periodic updates on the number of registered guests and any special food or accommodation requests.
• Before the event, you’ll receive a final registration report based on your RSVP deadline.
• Consider sending a “Know Before You Go” email to all registered attendees with event reminders, parking details, and any last-minute updates. 

Post-event follow-up

• After your event, your liaison will share a summary of fundraising and revenue totals, including registration fees, event donations, and optional additional gifts. 
• Your liaison will also initiate the reimbursement process of all revenue collected through registration process. Revenue reimbursement checks will be issued directly to the alumni chapter. 
• All donations received through the registration process will be immediately directed to the alumni chapter scholarship fund or other Virginia Tech fund as-directed.

Registration Link Best Practice

To ensure a smooth registration process and maintain a professional alum experience, please follow these best practices:

• Use one central registration link for your event
• Avoid creating or sharing additional third-party registration links (e.g., Eventbrite, Google Forms, etc.).

Why this matters

Multiple registration links can:

• Appear unprofessional and negatively impact the chapter and university’s reputation.
• Complicate the alum experience and reduce future engagement.
• Create unnecessary reconciliation challenges across platforms.
• Increase the likelihood of attendee miscounts and miscommunication.