Registrar Kit for Urbana 25

Welcome!

We’ll guide you step by step through every aspect of preparing your group, including registration, scholarships, housing, travel, transportation, and meals. You’ll also find flexible options to determine how much support you want to provide for your group. By the end, you’ll have the tools and clarity needed to plan with confidence.

Who is This For? 

These resources are specifically tailored for InterVarsity staff and directors recruiting groups for Urbana 25:

• Regional Directors, Field Operations Directors, and Area Directors leading regional recruitment efforts.
• Experienced Leaders looking for streamlined tools to mobilize large chapters or areas.
• First-Time Leaders navigating Urbana recruitment for the first time.

What’s New?

We’ve transitioned from a traditional registration model to an industry standard conference pass model, making the process simpler, faster, and more affordable:

• Streamlined: Passes can be purchased with minimal upfront information.
• Lower Costs: Registration is now over 50% cheaper than Urbana 22.
• Flexible: Group options allow for deposits, scholarships, and regional customization.

This change reduces costs and much of the administrative workload, but we understand it may feel different from past registration processes. That’s why this kit includes adaptable tools to meet your region’s needs, including scholarship and group coordination resources.

Freedom and Support

This guide provides practical strategies and customizable templates to fit your unique context. Use what works best for your team—or adapt as needed. Our goal is to make the process life-giving, sustainable, and impactful for your ministry.

Registrar Kit Overview

The process is divided into three key parts to guide you from planning to logistics:

Part 1: Planning and Pricing

Purpose: Decide your approach to registration, group support, and pricing.

Key Steps:

• Determine which aspects of Urbana (registration, housing, travel, meals) your group will support.
• Set a base price for your group, factoring in scholarships.
• Obtain a Regional Code for purchasing group passes.

Timelines:

• Recommended Completion: February–March 2025
• Why: Ensure plans are finalized before the first price increase on May 16, 2025, so you can take advantage of the lowest prices and engage in strategic recruitment.

Resources:

Part 2: Registration and Pass Management

Purpose: Build and manage your group’s registration process.

Key Steps:

• Purchase, distribute, and collect funds for passes.
• Use the Urbana 25 RegFox Template or other registration tools to customize your group’s internal registration system.
• Understand how conference passes differ from past models.

Timelines:

• Recommended Completion: April 2025
• Why: Momentum picks up during spring and summer recruitment, so prepare early.

Resource:

Part 3: Housing, Travel, and Meals

Purpose: Support your group with logistics.

Key Steps:

• Decide your level of involvement—hands-on support or delegation.
• Secure housing, travel, and meals early for affordability and convenience.

Timelines:

• Housing: Book nearby hotels with amenities (e.g., free breakfast) before Summer 2025.
• Travel: Finalize arrangements early to lock in lower prices, especially flights.

Resources: