Annual Group Information and Planning Form

Thank you for connecting with the AIG service program.

Please use the form below to indicate your group’s anticipated plans for the 2023 fiscal year, which runs July 1, 2022, to June 30, 2023.

We understand that plans will develop and change. You have the option to save and resume later if needed using the "save and continue later" button located at the end of the form. This form is not a contract or pledge. We simply ask that you provide AIG with information about your activities to the extent you’re currently able. Doing so will help us better understand your group’s position and objectives, and will help our staff prepare to serve you and your constituents through the coming year.

If you have questions or concerns, please contact aig@virginia.edu.

Your Name(Required)

First Last

Your Email(Required)

What is the name of your affinity organization?(Required)

Leadership

Please upload a Word document or Excel file with a list of your organization’s current board members or volunteer leaders. Be sure to include full name, email address, preferred UVA graduation year, and board role for each member.(Required)

Drop files here or

Accepted file types: pdf, jpg, png, csv, docx, xlsx, doc, Max. file size: 1 MB.

Please note: Anyone who needs to see/utilize data will need to sign a non-disclosure agreement (NDA) form. We’ll assume all board members need to sign one unless your group states otherwise. If there are additional members of your organization who will also need to sign an NDA, please include them in your file.

Please list all your UVA Fund account names and numbers. If you’re unsure of your account information, please email uvafund@virginia.edu.(Required)

Contract

A contract with the AIG department is a document that outlines the services we provide to your group; it includes services such as: communications, website hosting, event planning/coordination, capital campaign support, etc. based on the package you select and customized to fit your group’s needs. It is executed by the Alumni Association and an alumni representative from your group.

If you’re unsure which package your group has previously purchased, or which is the best fit for your group, please email aig@virginia.edu.

Does your group currently have a service contract with the Alumni Association?(Required)

Yes

What type?

Capital Campaign

Communications

Major Event

Custom

How likely is it that you would recommend our services to a fellow alumni or friend?(Required)

Has your group previously had a service contract with the Alumni Association?(Required)

Yes

I don't know

When?

Communications

Communications services include but are not limited to digital and print newsletters, client logos, graphics, templates, annual giving solicitations, as well as website hosting and edits.

View Communications Policy

Does your group plan to send communications through AIG in FY23?(Required)

Yes

What type of communications does your group plan to send in FY23?

What is the anticipated number of communications your group plans to send in FY23? This includes any reminder emails and/or print pieces. (Electronic communications may not exceed more than 24 in a FY.)

When is the anticipated date and/or frequency your communications should be sent?

Monthly

Quarterly

Biannually

Fall only

Spring only

Around specific dates

Please share which dates you have in mind.

What category do your communications fall into?

Event registrations and reminders

General updates and newsletters

Solicitations

Award recognition

Other

Please share what other category is anticipated.

Are there any updates that need to be made to your group’s website?

Yes

Upload a Word document with a list of your website update requests.

Drop files here or

Accepted file types: pdf, jpg, png, csv, docx, xlsx, doc, Max. file size: 1 MB.

You may also type the website edits below.

Events

Please use this section below to offer insight on any events your group may need the Alumni Association’s assistance with during the coming year. This includes any receptions, board meetings, reunions, etc.

As a reminder, we’re not looking for firm details but do need you to give as much information on your event(s) as possible.

Does your group have plans to host any events in FY23?(Required)

Yes

What is the anticipated number of events your group plans to host in FY23? (Events may not exceed more than eight in a FY.)

What type of event(s) do you anticipate hosting? (select all that apply)

Board Meeting

Reception

Reunion

Tailgate

Virtual

Something during annual Reunion Weekend

Other

What is the estimated time of year and approximate attendance expected for your events? (ex. spring board meeting – 10, fall tailgate – 30, March 2023 reception – 25, etc.)

Will students be present at the event(s)?

Yes

Where will your events be held?

On Grounds

Charlottesville (off Grounds)

Alumni Hall

Outside of Charlottesville (Richmond, D.C., etc.)

Online

Please check the logistics you anticipate requesting assistance with.

Alcohol approvals (for on Grounds events)

AV and/or tech support

Catering

Equipment rentals (tables, chairs, floral arrangements, etc.)

Printing materials (name tags, posters, programs, etc.)

Space reservation

Other

What are the other anticipated logistics?

Will you be requesting Alumni Association staffing for the event(s)?

Yes

What will you be requesting Alumni Association staff do at the event(s)?

Is there anything else our team should be aware of regarding your event(s) this year?

Yes

What would you need assistance with?

Fundraising

Fundraising to support scholarships, operating costs, and capital projects are important considerations in any group’s strategic plan. The Alumni Association staff can assist with your fundraising efforts by working with you to establish an annual communications and fundraising plan, setting up online giving forms, assisting with electronic and printed solicitation letters, and organizing capital campaign efforts.

If you have questions regarding fundraising, please contact our staff at aig@virginia.edu.

Does your group anticipate actively fundraising during FY23?(Required)

Yes

What type of fundraising do you anticipate?

Email solicitation(s)

Fundraising Event

Peer-to-Peer

Phonathon

Print solicitation(s)

Other

What are the other anticipated fundraising efforts?

Is your group currently managing a capital campaign?

Yes

Does our staff currently assist with your campaign?

Yes

Does your group anticipate managing one in the next three years?

Yes

Is there anything else our team should be aware of for your fundraising efforts or goals for this year?

Yes

What are the additional fundraising efforts or goals

Scholarships

The Alumni Association staff can work with your group’s leadership to identify a scholarship chair, build and host online applications, publicize scholarship opportunities to students, and we can work with the UVA Fund and Student Financial Services on your behalf to administer funds to students.

For more information regarding scholarships, please contact our staff at aig@virginia.edu.

Does the AIG department help your group administer scholarships?(Required)

Yes

Do you anticipate any significant changes to your group's typical scholarships award process during the coming year?

Yes

What are the scholarship changes? (Ex. number of awards, award amounts, application timelines, etc.)