Welcome to the City Resource Guide

What is Welcome to the City?

All across the country, Virginia Tech alumni chapters host Welcome to the City events to greet new Hokies to their area. Whether they are recent graduates or alumni that have recently relocated, attendees can experience Hokie hospitality and connect with their new community.

Welcome to the City provides a valuable opportunity to connect Virginia Tech alumni with their local chapter and foster engagement. 

When is Welcome to the City? 

• All Welcome to the City events are scheduled for the third Thursday in August to allow for consistent and coordinated university-wide communications. 
• If your chapter cannot host on this date, please contact the program liaison to discuss options. 
• Events are typically held in the early evening (e.g., happy hour), though each chapter may adjust based on what works best locally. 

Where should chapters host their event?

• Choose an accessible, inclusive, and ADA-compliant space that reflects your community’s spirit.
• Ideal venues include local restaurants, breweries, sports events (such as local team games or outdoor gatherings), and parks. 
• Avoid venues with religious or political affiliations to maintain inclusivity. 

What do chapters provide?

• Each chapter tailors its event based on local traditions and resources. The goal is to create a warm and welcoming experience that helps attendees feel part of the Hokie community. 
• 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: 
  • Light appetizers
  • Non-alcoholic beverages
  • Limited bar service, a drink ticket option, and/or the option to purchase alcoholic beverages

Swag and spirit

Participating chapters receive custom Virginia Tech Alumni swag to share with guests. Remember – your enthusiasm matters most! This might be the first interaction a recent graduate or new Hokie has with your chapter.

Event Registration and Support

Chapters that opt-in to host a Welcome to the City event by the deadline will receive:

• A Virginia Tech registration link for their event, managed by the Regional Engagement Team, with registration updates shared throughout the planning process.
• Welcome to the City swag, shipped to the chapter contact in early August.
• 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 are required to charge a registration fee for their Welcome to the City event. 
• The registration fee is $10 and includes a $5 tax-deductible gift-on-event, which is directed to your chapter’s scholarship fund (Virginia Tech Advantage or other designated Virginia Tech Foundation fund of choice).
• Registration fees and gift-on-event amounts are pre-set and not typically subject to change, unless there is a clear reason to adjust – for example, if the event includes a ticketed activity or requires a flat venue fee. 
• An optional additional gift field will also appear during registration.
• Once registration opens, cost structures cannot be changed.

Event Description Best Practice

• The event description must clearly state:
  • 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 apps,” 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.

Communications Campaign

The Welcome to the City communications campaign provides comprehensive support to help chapters reach alumni in their region, to include:

• Regional emails sent to new graduates and local alumni beginning in June.
• Custom postcards mailed to alumni in your chapter area and to recent graduates.
• Social media promotion – chapters are encouraged to share event details on their local channels to boost attendance and visibility.

Opt-In to Host

Chapters that opt-in by the program deadline will receive:

• Administrative support and registration link setup.
• Welcome to the City swag.
• Central communications email campaign and postcards to promote event.

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