UT Chapters Communications Request Form

UT Chapters Communications Request Form

This form is for UT chapter leaders to request communications support for the chapter's activities. Available options are determined by the chapter and event type selections. Each request is reviewed by Chapter Staff Liaisons. If you have questions about your request or would like to discuss your approach, please reach out to your liaison, either Meghan Peevely (meghan@utk.edu) or Lindsay Davis (lindsay@utk.edu).
Chapter Name
Chapter Staff Liaison Email
Please specify what area is being represented:
Your Name

First NameLast Name
Your Email
Your Phone Number
Format: (000) 000-0000.
Event Type
Event type and chapter will determine options on the next page of the form.
Event Name:

Check all services you need for this project:
- NOTE: Requested send dates must be at least 15 business days from the date you submit this request. If less time than this is provided, your submission will require special approval and we may not be able to accommodate.
- What week would you prefer your initial email to go out? This date must be at least 15 business days from the date this request is submitted.*
  
  MonthDayYear
  Exact dates: We will review possible email send dates and select one that is available as close to your preference as possible or offer an alternative. Please note, we require at least two weeks' notice for emails to accommodate the scheduling, building, and review processes. Dates within two weeks of form submission will not appear as an option. If you need us to consider an exception to this requirement, please email your chapter staff liaison with your request.
- File Upload: (draft copy, images, logos, etc):
  
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- Note: Email copy will be reviewed and edited as appropriate to fit university brand standards, the platform, and audience.
- Which Blackthorn registration is appropriate for your activity? Descriptions will populate for each when selected to help you confirm the right match.
- PLEASE READ TO ENSURE THIS IS THE CORRECT REGISTRSTION
  - Format: Multi-step checkout for in-person or virtual events
  - Tickets: Main ticket plus optional guest tickets
  - Cost: Free
  - Options:
    
    Public or private calendar display
    
    Confirmation email
    
    Donation field
    
    Multiple custom form questions
    
    Additional ticket types, ex. child tickets, sponsorship levels
    
    Sessions: Extra activities attached to main/guest tickets (free or paid), such as luncheons, receptions, meetings, etc.
  - Use Cases: The ONLY registration option for events where one person registers for two or more people; optional donation is needed; multiple ticket types are offered, or sessions are included.
  - Onsite: Supports Blackthorn Mobile Check-in
- Free Event Name
- Free Event Start Date/Time
  
  MonthDayYear
  Date
  Hour MinutesAM/PM Option
- Free Event End Date/Time
  
  MonthDayYear
  Date
  Hour MinutesAM/PM Option
- Free Registration Start Date
  
  MonthDayYear
  Please note, at least 2 weeks lead time is needed to accommodate. If you need us to consider an exception to this requirement, please email your chapter staff liaison with your request.
- Free Registration End Date
  
  MonthDayYear
  Date
- Free Event Contact Name
  
  First NameLast Name
- Free Event Contact Title
- Free Event Contact Phone
  Format: (000) 000-0000.
- Free Event Contact Email
  Replies or feedback through the "Contact Us" tab will send to this email address.
- Free Event Banner Image for Landing Page
  
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- Free Event Full Description
  Appears on Blackthorn event landing page
- Free Event: Are you allowing guests to attend?
- Free Event: How many guests may the main attendee bring?
- Free Event: Overall Registration Limit
  Type N/A if no capacity limit
- Free Event: Is your event taking place:
- Free Event: Does your event have any of the following? Please check any that apply.*
- Free Event: Optional Donation Amounts
- Free Event: Please list your sponsors with their website
- PLEASE READ TO ENSURE THIS IS THE CORRECT REGISTRATION
  - Format: Multi-step checkout for in-person or virtual events
  - Tickets: Main ticket plus optional guest tickets
  - Cost: Free, with gift splits if desired
  - Options:
    
    Public or private calendar display
    
    Confirmation email
    
    Donation field
    
    Multiple custom form questions
    
    Additional ticket types, ex. child tickets, sponsorship levels
    
    Sessions: Extra activities attached to main/guest tickets (free or paid), such as luncheons, receptions, meetings, etc.
  - Use Cases: Event has a charge; optional donation is needed; multiple ticket types are offered, or sessions are included; ONLY registration option for events where one person registers for two or more people.
  - Onsite: Supports Blackthorn Mobile Check-in
- Paid Event Name:
- Paid Event Start Date/Time:
  
  MonthDayYear
  Date
  Hour MinutesAM/PM Option
- Paid Event End Date/Time:
  
  MonthDayYear
  Date
  Hour MinutesAM/PM Option
- Paid Event Registration Start Date:
  
  MonthDayYear
  Date
- Paid Event Registration End Date:
  
  MonthDayYear
  Date
- Paid Event Contact Name:
  
  First NameLast Name
- Paid Event Contact Title:
- Paid Event Contact Phone:
  Format: (000) 000-0000.
- Paid Event Contact Email:
  Replies or feedback thorough the "Contact Us" tab will send to this email address
- Paid Event Banner Image for Landing Page:
  
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- Paid Event Full Description:
  Appears on Blackthorn event landing page
- Paid Event: Are you allowing guests to attend?
- Paid Event: How many guests may the main registrant bring?
- Paid Event Overall Registration Limit:
- Paid Event Expected number of registrants:
- Paid Event: Is your event taking place:
- Paid Event: Does your event have any of the following? Please check any that apply/
- Paid Event: Optional Donation Amounts
- Paid Event: Please list your sponsors with their website
- Registration Details
- Paid Event: Does your event have ticket price(s)?
- Paid Event: Please list out all ticket prices here
  Please include the breakdown of main and guest ticket prices. Example: $40 main ticket 35 to cover event and 5$ as a donation.
- Registration Fields
- Standard required fields that will be included on all events for main registrants are First Name, Last Name and Email. Phone is optional and Address will only be required for paid events. Other fields may be required based on ticket type or for guests. These fields do not need to be included in list of registration fields below.
- Paid Event: Additional event registration fields for primary registrant:
  Ex: Name Tag (*required); Preferred Class Year (*required); etc.
- Paid Event: Additional event registration fields for guests:
  Ex: Name Tag (*required); Preferred Class Year (*required); etc.
- Paid Event: Will you be using the Blackthorn Mobile Check-in app for this event?
- PLEASE READ TO ENSURE THIS IS THE CORRECT REGISTRATION
  - Format: One step, Day-of-Event sign-up for free, in-person events
  - Tickets: Single main ticket only; NO guest tickets, NO donations
  - For Free events ONLY
  - Options:
    
    Public or private calendar display
    
    Up to 2 custom additional form questions: ex. affiliation or student ID
    
    Mobile Check-in app is not needed.
  - Use Cases: Walk-up/onsite ONLY (NO advance registration); best for casual or high-traffic events focused on participation and visibility, such as UTK Welcome Wednesday or UTIA Ag Day.
  - Onsite: n/a; Users' status can be automatically set as 'Attended'.
- Day-of Check-In Event Name
- Day-of Check-In Event Date
  
  MonthDayYear
  Date
- Day-of Check-In Expected Number of Registrants:
  Type N/A if no capacity limit
- Day-of Check-In Image for Event Calendar Posting
  
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- Day-of Check-In Event Full Description
  Appears on Blackthorn event landing page
- Day-of Check-In Primary Location/Venue
  Primary location, venue name, room #, full street address for landing page and email confirmation
- Day-of Check-In Additional Check-In fields for Registrant (limit of 2)
  Ex: Affiliation (*required); Class Year (*required); etc.
- PLEASE READ TO ENSURE THIS IS THE CORRECT REGISTRATION
  - Format: Event “shell” with no registration component
  - Tickets/Cost: n/a
  - Options:
    
    Public calendar display only
    
    Include link to an external registration site
  - Use Cases: Best for promoting events on central calendars when registration is handled external to Blackthorn.
  - Onsite: n/a
- Calendar Listing Go-Live Date
  
  MonthDayYear
  Date
- Calendar Listing Event Start Date/Time
  
  MonthDayYear
  Date
  Hour MinutesAM/PM Option
- Calendar Listing Event End Date/Time
  
  MonthDayYear
  Date
  Hour MinutesAM/PM Option
- Calendar Listing Event Contact Name
  
  First NameLast Name
- Calendar Listing Event Contact Email
  Replies or feedback through the "Contact Us" tab will send to this email address
- Calendar Listing Banner Image for Landing Page
  
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- Calendar Listing Event Full Description
- Calendar Listing: Is your event taking place in person or virtually?
- Calendar Listing: Primary Location/Venue
  Primary location, venue name, room #, full street address with zip code
- PLEASE READ TO ENSURE THIS IS THE CORRECT REGISTRATION
  
  RSVP - this is not a standard registration / use if you need 'No', not attending responses
  - Format: One-step, Yes/No registration for free events
  - Tickets: Single main ticket only; NO guest tickets, NO donations
  - For Free events ONLY
  - Options:
    
    Public or private calendar display
    
    Confirmation email for 'Yes' registrants
    
    Up to 2 custom additional form questions: ex. affiliation, dietary or student ID
  - Use Cases: Ideal for simple, individual registrations for small, invite-only events like board meetings; when a Yes/No response is required
  - Onsite: Supports Blackthorn Mobile Check-in
- RSVP Event Name
- RSVP Event Start Date/Time
  
  MonthDayYear
  Date
  Hour MinutesAM/PM Option
- RSVP Event End Date/Time
  
  MonthDayYear
  Date
  Hour MinutesAM/PM Option
- RSVP Start Date
  
  MonthDayYear
  Date
- RSVP End Date
  
  MonthDayYear
  Date
- RSVP Expected number of registrants:
  Type N/A if no capacity limit
- RSVP Image for Landing Page
  
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- RSVP Event Full Description
  Appears on Blackthorn event landing page
- RSVP Primary Location/Venue
  Primary location, venue name, room #, full street address for landing page and email confirmation
- RSVP Additional fields for Registrant
  Ex: Dietary, Class Year (*required); UT Student ID# (*required)
- RSVP: Will you be using the Blackthorn Mobile Check-in app for this event?
- Please submit your Summer Send-Off details here by May 1. If any questions about the information required here, reach out to your staff liasion or chapters@utk.edu.
  
  Note: UT will send two emails and post on social media to promote all Summer Send-Off events this summer. Your event will be included in all if submitted by May 1 and in the second send of the email if submitted late. No additional email or social media details are required from you, as the strategy is set.
- Summer Send Off Event Name
- Summer Send Off Event Start Date/Time
  
  MonthDayYear
  Date
  Hour MinutesAM/PM Option
- Summer Send Off Event End Date/Time
  
  MonthDayYear
  Date
  Hour MinutesAM/PM Option
- Summer Send Off RSVP Start Date
  
  MonthDayYear
  Date
- Summer Send Off: We need up to seven business days from the point of your submission to when the event will go live. Our standard will be to close the registration at the end of the day of the event. If you need a special accommodation, please make note (e.g. your venue needs a final headcount by a certain date.)
- Summer Send Off Event Contact Name (name of the chapter leader executing the event)
  
  First NameLast Name
- Summer Send Off Event Contact Email:
  This person should be able to answer questions about your chapter event as needed.
- Summer Send Off Event Contact Phone:
  Please enter a valid phone number.Format: (000) 000-0000.
- Summer Send Off Event Full Description
  
  Provide a DRAFT description of your event to be shown on the Blackthorn event landing page in outline or bullet point form. UT will edit to fit the format and UT brand standards as needed. 0/15000/1500
- Summer Send Off Event Address:
  
  Street Address
  
  Street Address Line 2
  
  CityState / Province
  
  Postal / Zip Code
- Summer Send Off: Is this a private residence?
- Summer Send Off: Do you want this address listed on the website or only included in the confirmation email upon registration?
- Summer Send Off: How many guests may the main registrant bring?
- Summer Send Off Event Capacity:
  If venue has capacity restriction, please list the max number. Registration will be set up to automatically close after max capacity is reached. If no restriction, list "N/A".
- Summer Send Off: Additional Event Details (as needed)
  Venue name if not included in address above, room number if applicable, etc. If no additional details, list "N/A".
- Summer Send Off: Will you be using the Blackthorn Mobile Check-in app for this event?
- Vol Watch Parties: Event Contact Name (name of chapter leader executing the event)
  
  First NameLast Name
- Vol Watch Parties: Event Contact Email:
  This person should be able to answer questions about your chapter event as needed.
- Vol Watch Parties: Event Contact Phone:
  Format: (000) 000-0000.
- Which sport is your Vol Watch Party for?
- For basketball, please choose one:
- Indicate which football game(s) your chapter has a Vol Watch Party scheduled for below. Please check all that apply.
- Choose the date of the game for your Vol Watch Party.
  
  MonthDayYear
  Date
- Football: Will your chapter host a Vol Watch Party if we make it to any postseason game(s)?
- Will your chapter host a Vol Watch Party if we make it to any postseason game(s)?
- Event location name(s):
  Please let us know if you will be hosting at multiple locations throughout the season.
- If you are hosting multiple events and multiple locations, please specify which games will be hosted at which locations:
- Event location address(es):
  Please let us know if you will be hosting at multiple locations throughout the season.
- Provide additional event information (games, activities, giveaways, selling t-shirts, parking, scholarship fundraising, etc.):
- The UT Chapters Team will send two regular season emails for Vol Watch Parties: one at the beginning of the football season and one mid-season. Dependent on the post-season, the Chapters team will send an email for any applicable playoff or bowl game watch parties.
- Does your chapter plan to send an email to promote your event(s) in addition to these?
- Photos from previous Vol Watch Parties
  
  To help provide visuals for event listing to help with promotion
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Should be Empty: