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Event Details Form

Thank you for partnering with the Alumni Interest Groups team on your event. Please submit this form no later than one month prior to your event so that our team can best assist you. Feel free to copy/paste information from your Eventbrite Request Form as applicable.

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Event Details

Select the organizer of the event:(Required)

What is the name of your organization?

Name of Event(Required)

Start Date(Required)

Month

Day

Year

End Date

Month

Day

Year

For multi-day events only

Start Time(Required)

Hours

:

Minutes

AM/PM

End Time(Required)

Hours

:

Minutes

AM/PM

Event Description

Please provide a brief description of your event and why you’re hosting it.

Event Location(s)(Required)

Please list all locations to be used throughout the event. Include inclement weather location(s) if applicable.

Schedule of Events(Required)

Please list your full schedule of events for the weekend (seminars, cookouts, dinner events, socials, etc.) and their start/end times.

Who is invited to attend your event?

Would you like to invite Alumni Association staff to attend the event(s)?

Yes

No

Alumni Event Point Person

The alumni event point person is a member of your Alumni Interest Group who will serve as the primary point of contact for the Alumni Association and your event vendors. This person will also be on-site during the event itself.

Event Point Person(Required)

First Last

Phone(Required)

Email(Required)

Vendor Information

Select which vendors will be present at your event. Select all that apply.(Required)

Catering

Floral

Music/Entertainment

Photographer

Rentals

N/A

Vendor Contacts and Arrival Time(Required)

Please list your vendor names, points of contact, and their expected arrival times for your event.

I have submitted all vendor contracts and event floorplans, via email, to aig@virginia.edu.(Required)

Yes

No

On-Site Support

Will your event include a staffed check-in table? (i.e. a table where guests are greeted and can pick up their name tag and/or ask questions)

Yes, our alumni event point will staff the check-in table.

Yes, a member of the venue's team will be staffing the check-in table.

No, we will not have a staffed check-in table.

Do you need any of the following printed pieces for this event? Select all that apply.(Required)

Printed materials will be provided five (5) business days prior to the event start date.

Dietary Cards

Event Programs

Nametags

Signage

VIP Seating Information

N/A

Do you plan to display or sell any memorabilia or swag during this event? Select all that apply.

Yes, we plan to display memorabilia or swag at this event.

Yes, we plan to sell memorabilia or swag at this event.

No, we do not plan to display or sell any memorabilia during this event.

Swag and Memorabilia to be Sold

What items will be sold?

Who will be selling the items?

Will you accept payment on-site?

Payments can be accepted on-site using Clover rentals provided by the UVA Fund. A request must be submitted to their team at uvafund@virginia.edu at least one week prior to the event.

Yes

No

Who is responsible for transporting the items to/from the event?

Post-Event Information

Would you like to schedule a post-event debrief meeting with the Alumni Association?

Yes

No

Post-Event Survey(Required)

The Alumni Association recommends sending a post-event survey to your event attendees within 3 days of the event. This survey includes three (3) standard questions with the opportunity to add questions specific to your event. To aid in the survey design and dissemination, please select one of the following:

I would like to send a standard 3-question survey.

I would like to send a survey that includes custom questions.

I am not interested in sending a post-event survey.

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The UVA Alumni Association is an alumni-led 501(c)(3) dedicated to serving and representing all Hoos; it operates independently and as a separate entity from the University of Virginia.

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