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Student Send-Off Resource Guide

What is a Student Send-Off?

Each summer, Virginia Tech alumni chapters host Student Send-Off events to celebrate local students beginning their journey at Virginia Tech. These events provide an opportunity for incoming students and families to meet fellow Hokies, connect with local alumni, and build community before arriving in Blacksburg. The goal is to create a warm, welcoming event for incoming students and their families!

Key Details

When should chapters host a Student Send-Off?

  • June is preferred. Most Send-Offs are held in June to ensure consistent communication and access to invitation materials.
  • Why June? Regional Engagement relies on admissions data to coordinate postcards and emails. This data is not available early enough to support events before June 1.
  • After June? That’s fine! Chapters may host events later in the summer. Your program liaison will help with adjusted communications and planning timelines.
  • Avoiding scheduling conflicts. Weekend events often see the best turnout, especially for families and volunteers. When possible, avoid scheduling during Alumni Weekend, so alumni can attend both events.

Where should chapters host their event?

  • Be inclusive and accessible. Choose an ADA-compliant and non-affiliated spaces (avoid religious or politically affiliated venues).
  • Great options: Parks, restaurants, breweries, or community spaces that can accommodate group gatherings.
  • Check for insurance requirements early. Some public venues may require additional insured coverage, which takes up to six weeks to process. Notify your liaison immediately if this applies.

What do chapters provide?

  • Hokie hospitality: Each chapter should determine its event budget based on the registration fee, available local funds, and grant reimbursement provided. Event provisions should align with this budget and will vary by chapter. Common examples include: 
    • Morning: pastries, coffee, juice
    • Afternoon: snacks or light bites
    • Lunch/Dinner: BBQ, grilled items, or casual catering
  • Swag: Regional Engagement provides Student Send-Off swag for events held on or after June 1 and for chapters that meet program deadlines.
  • Alumni and student involvement: Invite local alumni, recent grads, and current students to share experiences, offer advice, and foster a sense of Hokie community.

Event registration and support

  • Meet the opt-in deadline: Chapters who meet the deadline with recieve the following support. 
    • Virginia Tech registration link for their event, managed by the Regional Engagement team, with registration updates shared throughout the planning process.
    • Student Send-Off swag, shipped to the chapter contact in May.
    • A grant reimbursement (up to a pre-set amount) to help offset event expenses, provided receipts are submitted within 30 days of the event. 

Registration fees

  • Chapters may charge a registration fee to help offset event costs. The goal, however, is to keep the event accessible and affordable for both the chapter and patron.
  • Fees can differ by audience (e.g., adults, children, free for incoming students).
  • Each registration includes a tax-deductible $5 gift-on-event, which is directed to your chapter’s scholarship fund (or another designated Virginia Tech Foundation fund). Please note: The gift-on-event amount is non-negotiable.
  • An optional additional gift field will also appear during registration.
  • Once registration opens, cost structures cannot be changed.

Event description best practices

  • Be clear and succinct. Be sure to have the cost and what's included. 
  • Total registration fee: The $5 gift-on-event and fund designation (i.e., XYZ Alumni Chapter Scholarship Fund)
  • What the registration fee includes: (i.e., food, beverages, drink ticket, light appetizers, etc.).

Reimbursement details

  • Registration revenue: Revenue collected via Advancement will be reimbursed to the chapter within 30 business days. Chapters charging event fees are eligible for both revenue reimbursement and a standard grant reimbursement.

Standard grant reimbursement

  • Submit itemized receipts and proof of payment within 30 business days of your event.
  • Reimbursements are typically issued within 30 business days of submission.
  • Chapters may opt-out of the grant if they prefer.

Communication support

  • Regional Engagement supports a full communications package for participating chapters, including:
    • Custom postcards to incoming students (for events on or after June 1)
    • Email invitations to students, families, and alumni
    • Student Send-Off landing page on the Virginia Tech website
    • Ongoing regional email campaigns beginning mid-April through each chapter’s event

Chapters that opt-in by the deadline will receive benefits

  • Administrative support and registration link setup
  • Student Send-Off swag (for eligible events)
  • Email invitations to scholarship applicants and recipients
  • Central communications email campaigns and postcards for events on or after June 1

Please note: Events submitted after the deadline will still be supported, when possible, but communication timelines and swag availability cannot be guaranteed.

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