Urbana 25 On-Site Staff Guide: Everything You Need to Know (Updated August 2025)

Updated with New Info! (August 2025)

We're thrilled to welcome you to the Urbana 25 On-Site Staff Team!

For decades, InterVarsity staff have helped create transformative Urbana experiences—mobilizing the next generation for God's global mission. Your willingness to serve this year makes that mission possible.

This guide will help you prepare for Urbana by answering your questions and outlining what's next in the lead-up to Phoenix. 

Why Serve On-Site? 

Serving on-site is a chance to invest in God’s Kingdom and build connections with fellow staff who share your passion for campus ministry and global missions. It also offers a front-row seat to witnessing God at work—healing hearts, clarifying callings, and transforming lives. For many staff, serving at Urbana becomes one of the most memorable and meaningful experiences of their year! 

As part of the Urbana 25 On-Site Staff team, you’ll: 

• Make a direct impact by helping participants encounter God in powerful ways
• Build meaningful relationships with staff across North America and the IFES
• Contribute your unique gifts to a participant-centered, mission-focused experience

We’re excited to have you join us and look forward to the ways God will use your service to advance His Kingdom! 

What's Ahead

Now that registration and role assignments are complete, here's what to expect leading up to Urbana: 

• June-November 2025: Pre-work and training for applicable roles
  • ? Now is the time to book your flight and secure lodging while prices and availability are still favorable.
• December 27, 2025: Plan to Arrive in Phoenix by 4:00 PM Local time to check into your hotel, eat dinner, and be ready for a 6:30 pm all-staff orientation.
• January 1, 2026: Depart any time after the conference concludes

Pre-Conference Preparation

 Training & Pre-Work

Many on-site roles require advance training or preperation. Make sure you're clear on your role's expectations:

• LeadXperience staff: ~6 hours of pre-work between July-December, including training in Bible study coaching, discipleship, leadership and Immanuel Prayer
• Other roles (Big Room, Operations, Mobilization Hub, Afternoon Program) may require orientation calls or virtual training sessions

Check with your team lead or coordinator for your specific pre-work requirements.

Communication & Team Connection

Stay connected! Make sure you're on Microsoft Teams or your team's email list. These will be the primary channels for:

• Training details
• Team coordination
• Schedule updates

Spiritual Preparation

We encourage all staff to prepare not just logistically, but spiritually. Pray for the students and faculty attending. Ask God to prepare your heart to serve. Invite Him to move powerfully through you and your team.

On-Site Logistics 

Travel & Arrival

• Staff are responsible for booking and covering their own travel to Phoenix.
• Plan to arrive in Phoenix by 4:00 PM Local time to check into your hotel, eat dinner, and be ready for a 6:30 pm all-staff orientation.
• Depart anytime on January 1 after the conference ends.

✈️Why does Urbana require staff to cover travel?

This decision, made jointly by Field Leadership and Urbana Leadership teams, reflects Urbana's commitment to financial sustainability and accesibility.

• Affordability for Students: Reduces costs to keep student registration fees lower.
• Financial Sustainability: Staffing costs have been one of Urbana's largest expenses. Covering travel ourselves supports a leaner, more sustainable model.
• Flexibility: Staff can choose travel that best fits their schedules and budgets.

Lodging & Meals

To support your service, Urbana will cover these key expenses via per diem:

• Meals: $15 breakfast, $20 lunch, $35 dinner, totaling ~$330 for Dec 27 dinner through Jan 1 breakfast
• Lodging: $80/night (plus tax) for double-occupancy hotel stay, Dec 27-Jan 1 

✅Be sure to keep receipts and follow your supervisor's guidance for reimbursement.

Family & Childcare

• Children under 16 are not permitted in Urbana venues.
• Childcare is not provided.
• Only working staff are eligible for Urbana lodging and meal per diem.
• Spouses not serving on-site may attend Urbana as participants at their own expense.

If both spouses are staff members, work with your supervisor or RD to determine the best plan. For example, one may serve while the other provides childcare, either on-site or at home. Housing and travel for a non-working spouse will not be covered. 

Role Expectations

You've been assigned a role based on your preferences, supervisor input, and conference needs. Your team lead will share further details about your responsibilities and schedule.

Role Categories

• LeadXperience: Coaching student small group leaders, prayer ministry, discipleship
• Big Room: Supporting plenary sessions (morning, afternoon, evening)
• Mobilization Hub: Assisting participants and partners in the former Exhibit Hall
• Operations: Managing registration, logistics, guest services, safety, tech support
• Afternoon Program: Seminar hosting, contextual spaces, prayer ministry, intercession
• Seminar Speakers: Leading afternoon teaching sessions (selected IV staff)

Key Reminders

• Pre-work & Training: Required for many roles. Confirm with your team lead what's expected of you.
• Travel Planning: Include travel costs in your 2025-2026 budget.
• Communication: Stay connected on Teams or your group's email list.
• LeadXperience note: All staff were considered for LeadX unless they opted out during registration. This role includes ~6 hours of pre-work between July-December. 

If You Didn't Get Off the Waitlist

We know not everyone who hoped to serve on-site was able to be placed on a team this year. Even if you didn't receive an on-site role, you're still warmly invited to attend Urbana 25!

Free Participant Pass

• All InterVarsity staff who were waitlisted for on-site staffing are eligible to attend Urbana for free as participants.
• This includes access to all conference sessions, seminars, and the exhibit hall (MobHub).

Travel, Lodging, and Meals

• Staff attending as participants will cover their own travel, lodging, and meal costs.
• You can choose accomodations and meal options that best fit your budget.

We hope you'll consider joining us in Phoenix even if you're not serving on-site. Your presence at Urbana is valued, and we'd love to see you there!

Frequently Asked Questions

What if I need to cancel my on-site registration?

• Speak with your supervisor first
• Your RD or EVP should then email urbana@intervarsity.org to notify Urbana of your cancellation.

What expenses are covered for on-site staff? 

• Free conference registration
• Meals: Per diem ($15/$20/$35) for Dec 27-Jan 1
• Lodging: $80/night per diem (double occupancy) Dec 27- Jan 1.

Can I bring my children? 
Children under 16 are not permitted in conference venues, and childcare is not provided. Staff should plan independent arrangements if bringing family. 

What if I was expected to serve but need to be excused?  
We understand there are valid reasons for needing an excusal, such as:

• Pregnancy or nursing infants
• Health concerns or emergencies
• Sabbaticals or other personal situations 

Talk with your supervisor or RD. Regional Directors or EVPs may mark your invitation as "Excused" in the Urbana workbook.

If you need to cancel after registering, please talk to your supervisor first and then have your RD email urbana@intervarsity.org.  

Can spouses or non-staff volunteers serve?

• Spouses: Non-staff spouses are not eligible to serve, but they can register as participants at their own expense.  
• Volunteers: Non-staff volunteers will not be invited to serve at Urbana 25.  

What accomodations are available for nursing mothers?

Nursing mothers are encouraged to discuss excusal options with supervisors. If attending, childcare guidelines still apply.

We're Excited to Serve Together!

Thank you for your dedication and partnership. Your service is what makes Urbana possible and helps create a transformative experience for all who attend.

☎️ Contact Us  

For questions or support:

• Email: urbana@intervarsity.org
• Microsoft Teams Channel: Urbana 25 ? | All InterVarsity Staff 

We look forward to serving with you in Phoenix!