**RUF Conference/Event Details Form RUF Conference/Event Details Form To watch a short (5 min) video on Gather event options, and the Conference Details Form, click HERE.This same form may be used for all types of RUF Events: student events, alumni events, mission trips, everything from large multi-campus conferences to small one-day events. Please complete this form if your event meets ANY of the following: —You expect more than 20 attendees—Registrants will be charged $$—Event needs a liability Waiver Contact Information First Name Last Name Email Phone * Are you the contact person for this event? * Yes No Are you the staff member who will be coordinating the conference/event? If you're not directing/coordinating this event, who is? Please add name and contact info of person in charge (if it's not you). Thanks! What type of Event is this? Student or Alumni Event? * Student Event Alumni Event/Reunion/Anniversary Is this event a Mission/Service/Vision Trip? * No Yes Will you be charging registrants to attend? * No Yes Not sure If yes, we will create a payment page for registrants to pay through Gather. How much $ will you be asking students to raise (or pay) for the trip? Is this an International trip? * No Yes If your group will be traveling outside the US at any point during the trip, please choose "Yes." Conference/Event Info Conference/Event Name * This is what you are going to call the event when you advertise it. Please include specifier such as campus or region (e.g. Ole Miss Fall Conference or Mid-South Fall Conference). Conference Location * Name of event venue or general location Address of Conference Location * This address will be used to create a Google maps link on the Event page. Start Date * End Date * More Conference/Event Info Does this venue require a Certificate of Liability? * NoYesUnknown The venue often requires a Certificate of Liability Insurance. By choosing "Yes" you will not need to contact the RUF National Office; the HR team will be alerted and send you the certificate within 24 hours. Number of Campuses participating: * This is an estimate (we know this number might change) Campus(es) * Please list the campus(es) invited to or participating in the event. Estimated number of attendees * Accounting Info For events that have a $$ fee, the accounting department needs to know the following: Name of staff member in charge of accounting/bookkeeping for your event? * Who will be keeping track of expenses/payments? Advanced deposits or prepayment should be charged to: * Prepayment by National Office Campus Account Should deposits or payments made before the event be charged to your Campus account or paid by the National Office? To request prepayment by National Office, please complete the uPay form. What are you planning to charge each registrant? * This is the price that will be used for the Gather payment page. What will your refund policy be? Is there a date after which no refunds may be processed? Is there a date after which the venue won't allow changes in numbers? Who should we check with regarding refund requests? Please list the CMs (or staff member) of the other campuses attending: We will set up email notifications for each of these staff members. They will each be notified when one of their students registers. We will also send the Gather links to all of the staff members. CM (or other staff member) & Campus Email plus1 Add another CM minus1 Remove Mission Trip - Additional Info Will students be raising funds through RUF (givetoruf.org) or paying the cost themselves? They are raising funds through RUFThey are paying for their tripOther If "Other," please explain: Is this Mission Trip in conjunction with any other missions agency (like Serge or MTW)?" * Yes No If Yes, which agency? Please Note: Submitting this form notifies RUF national staff only. You are responsible for contacting the other mission agency you are working with to gather all final costs/details for the trip. Will you be attending this trip yourself? * Yes No Are you taking your intern(s)/staff with you on this trip? * Yes No Number of staff/adults attending Mission Trip: * Will you be renting a car? * Yes No Will everyone driving the car be over the age of 25? * Yes No Has this trip been approved by your Area Coordinator? * Yes No Who is your Area Coordinator? * Student Event Registration Form Info The default form will include: Contact info, Emergency Contact, Gender (if overnight event), Campus (if multi-campus event), T-shirt size (if applicable), School year, Additional Guest info (if applicable), Dietary restrictions/allergies/medical needs, arrival/departure/transportation questions (e.g. "I have a car/I need a ride"), Consent Form/Waiver.Please choose options below so we can customize your form. Would you like the default registration form or a Waiver only form? * Default form Waiver only Waiver-only form includes ONLY Contact Info, Emergency Contact, and Waiver. Most events will need the Default form. Are you planning to have T-shirts for your event? * Yes No Not sure Would you like to include the "Additional guest" fields on your form? (Are staff going to be bringing spouses/children to the event?) * Yes No Not sure Any fields (questions) you would like for us to leave off or add? Please close our Registration Form after: Would you like your form closed on a particular day/time? After a certain number of registrants? Alumni Event Registration Form Info The default form will include: —Contact info & Emergency Contact —I am an Alumna/Alumnus, Student, CM, Intern, Staff, Friend of RUF —Which events do you plan to attend? —Who was(were) your CM(s)? —What years were you in RUF? —Were you an RUF intern & where? —What is your local church? —Are you currently a financial partner of RUF at ___? —Additional Guest info (if applicable)—Dietary restrictions/allergies/medical needs (if food is being served)—Consent Form/Waiver.Please choose options below so we can customize your form. If you would like registrants to choose events they plan to attend, please list events below: Include the times and locations, if possible (use TBA if unknown) If you would like registrants to choose their CM(s), please list all CMs below: Any fields (questions) you would like for us to leave off or add? Please close our Registration Form after: Would you like your form closed on a particular day/time? After a certain number of registrants? Event Page Info Your event page might be very simple, containing only the location & dates of your event and the registration form/payment page, OR your event page might contain photos/documents/schedules/additional information for your event. The following questions are optional, but are helpful in creating your event page. Please include any photos/text/links that would be useful for your event page. If you don't have the info right now, choose "Email me in a week." Is this event a repeat (similar to a previous year)? Yes, we have had this event before. No, this is a new one for us. If this event is similar to a previous year's event, we will duplicate & edit that event page AND FAQs. We will make sure all dates, prices, etc. are updated. Would you like to include a Speaker Bio? Yes No Not sure Email me in a week to check back about the Speaker. Info about Activities, Seminars, Amenities? Yes No Not sure Email me in a week to check back about Activities, etc. Use the info from the previous year. Info about Speaker(s) Info about activities or amenities: Do you have a schedule, list of accommodations, etc. for your event page? FAQ Section of your Gather page The FAQ section of your Gather event page is a very helpful tool to get info to registrants. You may choose to leave this section off, or you may choose to use some or all of the suggested FAQs, or you may choose your own FAQs. If you don't know the answers now, choose "I don't have the FAQ info now. Please email me in a week to get more info." Here are some suggested FAQs: How do scholarships work? What do I need to bring? What if I need a ride? How much does (this event) cost? What's included? When can I check in? FAQ Section Options No FAQs needed. I'll add FAQ info now. I don't have the FAQ info now. Please email me in a week to get more info. Use FAQs from the previous year. Include these FAQs Choose "Yes" to include the FAQs below: How do scholarships work? Yes No Please enter the answer to "How do scholarships work?" What do I need to bring? Yes No Please enter the answer to "What do I need to bring?" What if I need a ride? Yes No Please enter the answer to "What if I need a ride?" Include these FAQs How much does (this event) cost? Yes No Please enter the answer to "How much does (this event) cost?" What's included? Yes No Please enter the answer to "What's included?" When can I check in? Yes No Please enter the answer to "When can I check in?" Any additional FAQs or other info you'd like to include? Notes or Comments NOTE: Your Gather event page can easily be changed at any time, so you can always send additional information/FAQs/photos/etc later. Just email [email protected]. However, once registrations have begun, we can't make changes to the price or to the form questions without causing issues with the already-registered students, so please make sure to have the pricing set before giving students the link. Thanks! You may attach photos or other files here: Drop a file here or click to upload Choose File Maximum file size: 52.43MB Submit
