UVA Clubs are invited to host fun and casual Summer Socials as an opportunity for the entire UVA community in your area to connect with each other.
This series of events embraces the traditional summer student send-off and expands to include new and returning students, alumni, friends, and families in your region.
This is an exciting opportunity for all Hoos in your area to build their local UVA network and provide a warm welcome to new Hoos.
ENCOURAGED EVENT TIME FRAME: JUNE 29 – AUGUST 18, 2024
EVENT SUBMISSION DEADLINE: Four (4) weeks before event date
Planning Your Event:
1. Download the planning guide:
2. Select your date + choose a theme + find a location that works for you.
Make sure to take cultural and/or religious considerations into account. You can find an interactive calendar to help identify religious, national, or cultural dates.
Don’t forget to add 30% to your event capacity to account for melt!
3. Fill out the UVA Clubs Summer Social Event Form to share your plans:
This form signals the Office of Engagement to prepare your event email invitation, create a registration page, and ship an event supply box prior to your event. Please submit your event no less than FOUR (4) weeks before the event date to ensure timely email communications and supply box shipment from the Office of Engagement.
Remember: The earlier you submit your form, the more we can assist you with planning and promoting your event.
4. Share your event on social media
6. Receive your event supplies. Make sure to provide a good address to receive the box.
7. Get that UVA swag ready.
8. Download the Eventbrite App:
You can reference the Eventbrite Check-In and the How to Run an Eventbrite Report guides should you need help.
9. Have a blast at the event!
Post-Event Checklist:
1. Send us some photos of the day:
2. Submit your itemized receipts for reimbursement:
- Cavalier Summer Socials should take place between June 29 – August 18, 2024
- Consult the calendar below for open dates and dates to avoid:
Itemized receipts are required for reimbursements. The Office of Engagement will reimburse up to $20.00 for each participant pre-registered online for live events. Reimbursements may not exceed the amount of money spent on the event.
NOTE: Clubs are required to charge a minimum admission price of $10 to anyone other than incoming students and their families. You may charge more if you feel that $30 per person ($20 OOE reimbursement + $10 admission) won’t cover your event expenses. For tax purposes, $5 of your ticket price will be labeled a donation to your Club’s UVA Fund account or scholarship account, and the money will be transferred into your UVA Fund account following your event. This does not apply to incoming students and their families, who will automatically be admitted for free.
RECEIVING YOUR REIMBURSEMENT: UVA Clubs with a UVA Fund account will receive funding through their UVA Fund account. The club will then be responsible for reimbursing hosts or volunteers as needed for expenses they may have incurred.
For questions please email: uvaclubsreimburse@virginia.edu