Registration
Submitting an inquiry form is the first step in bringing your event to life! It helps us gather essential information - the who, what, when, and where - so we can build your event contract. Inquiries are not binding.
If you are interested in hosting a camp/conference with Conference and Guest Services, please visit this link: Conference Inquiry Form.
- First-time sponsors: If you are submitting your first Conference Inquiry with us, please click the "Conference Sponsor Account Creation" link at the top of the page to create an account. Conference Sponsors are the individuals responsible for planning a camp or conference with us.
- Returning sponsors: If you have submitted a Conference Inquiry in the past, please go to the bottom of the page and click the link to log in to your account.
- Hosting multiple conferences: If you are hosting more than one camp/conference, please create multiple entries under your registration name.
What to Include in Your Inquiry
The more detail you provide up front, the better we can match you with the right lodging, amenities, and services! Visit our Conference Planning Guide and timeline for details about each item. Please include:
- Event dates: Arrival/departure for staff and participants, first/last meals
- Program registration closing dates: Your final numbers guarantee will be due no less than 14 days before your conference arrives
- Estimated attendance: Staff, residential participants, commuters
- Preferred residence hall or style: Traditional, suite, private bath
- Whether participants include minors
- ADA needs
- Contact information: Primary, billing, emergency
- Any on-campus sponsoring organization
- Method of payment
Please note
- Your log-in email cannot be a vt.edu address
- We are trying to move as many forms online as possible, but if you prefer to use an PDF of the form, please email us at conferences@vt.edu.
- To help you best fill out your inquiry, check out the amenities, lodging options, and services that we offer to support your guests!
- Check out our Conference Planning Guide timeline, and Conference Planning Video Series for more information on the conference planning process
- For the smoothest experience, please register/submit your inquiry by the end of April.