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Registration Guide

Summer Conference Registration Guide

Each summer, we host more than 10,000 guests from over 100 different programs for summer conferences and camps! This guide will give you a brief overview of what to expect while planning your conference with us.

Fill Out Conference Inquiry

  • Conference inquiries provide Conference and Guest Services (CGS) with important information about camp and conference guests — the who, what, when, where — so CGS can create a contract for the event. Conference Inquires are not binding.
  • Conference Sponsors are the individuals responsible for planning a camp or conference with us. If you would like to host your camp or conference at Virginia Tech, your first step is to fill our our Inquiry form.

Conference Contracts

  • Conference contracts typically come out in early February - March. In most instances, contracts are completed and sent out in the order in which the inquiry was received. Contracts will not be sent out until summer rates have been approved by the Office of Budget and Planning. Contracts include an addendum with dates and rates, and Background and Training Certification form that must be returned to the CGS office.
    • Sponsors have two weeks to return contracts once sent via email.
    • After the signed contract has been received, a counter-signed copy of the contract will be sent to the Sponsor. At this point, the contract is binding.
    • Proof of Liability Insurance must be provided 14 days before camp/conference arrives.
      • Virginia Tech groups using Virginia Tech liability insurance can supply a brief letter from their Department Head simply stating that the department is sponsoring the group.
      • Non-VT groups must submit a Certificate of Liability Insurance.
    • Many factors are considered when CGS makes building assignments, but the order of receiving completed contracts is the biggest factor.
    • Sponsors may choose to receive a master-bill at the end of the conference, or they have the option for their individual guests to pay for their spot with our PortalE registration and payment system.

Before the Conference

  • In the weeks leading up to the camp/conference, each group will be assigned a Conference Liaison. The Liaison will take care of all of the details the Sponsor will need assistance with: setting up check-ins/check-outs, setting up meal times, WiFi, parking passes, etc.
    • You will be sent an email from the Conference Liaison to introduce themselves and set up a meeting time.
    • The group Sponsor and Conference Liaison will meet to discuss all pertinent details for your camp or conference.
    • You must submit your guaranteed numbers for your camp or conference at least 10 business days prior to your group arriving to campus.
    • You must submit your room roster at least 7 business days before your camp or conference guests arrive.

During the Conference

  • During the group’s stay on campus, the Conference Liaison will ensure the camp or conference is running smoothly within the dining and residence halls.

    Conference Sponsors should reach out to Conference Liaisons with any concerns so that Conference and Guest Services may work on a solution.

After the Conference

  • As a camp or conference departs, the Conference Liaison will handle the check-out process with guidance from the Conference Sponsor. At the end of the summer or in early fall, the Conference Sponsor will receive an invoice with their charges. The Sponsor has 10 business days to approve or dispute the charges. Once approved, the Sponsor will remit payment via ISR, Check/Credit Cart through the Bursar’s Office, or by Foundation Account.