Urbana Group Leader & Participant Communications
This page compiles every official Urbana 25 email going to group leaders and passholders in December. Use it to access key details, forward information to your group’s point person, and help everyone arrive fully prepared for Phoenix.
This page gathers all official Urbana 25 communication being sent to group leaders and passholders in December. It’s your one reliable, easy-to-share source of truth as you prepare students, faculty, and volunteers for Phoenix.
Because many staff won’t receive these emails directly (they go to the pass purchaser), this resource ensures you can still access every detail, pass along the right information to your group’s designated leader, and help everyone arrive confident and prepared. Feel free to copy, paste, or link to any section below as you support your group in the final weeks before Urbana.
Overview: What’s Going Out & When
Date | Audience | Purpose |
|---|---|---|
Group Leaders (anyone who purchased multiple passes) | How to access passes + how to prepare their group | |
All Urbana 25 Passholders | “2 Weeks Out” checklist + Onboarding overview | |
All Urbana 25 Passholders | “Day Before” reminders + Onboarding logistics |
Important note for staff:
If you didn’t purchase the passes (common for staff in regions), you won’t receive the Dec 13 email.
You can still access all content here and forward it to your group’s point person.
FULL EMAIL: Group Leaders — December 13
Subject: Important Information for Urbana 25 Group Leaders
Hello Group Leaders, Thank you for leading a group to Urbana 25! Below are the key details to help you prepare your group for Phoenix.
IMPORTANT — EMAIL COMING TOMORROW
Tomorrow, you will receive an email we are sending to all Urbana 25 passholders. Please forward that email—or send your own communication that includes all the same information—to every member of your group.
Accessing & Distributing Your Group’s Passes
- In your registration confirmation email, click “View All Tickets” to print or text each pass individually.
- To email passes, click “View Receipt” at the bottom of your confirmation email.
- The first time you open either view, you may see a 5-second redirect—this is normal.
- Each pass lists your name as the group leader, but every group member has their own unique QR code.
- On-site, group members must have their pass ready to be scanned at the beginning of the Onboarding Experience.
Tips for Supporting Your Group
- Encourage everyone to walk to and from the Phoenix Convention Center in pairs or groups.
- Schedule a group debrief in January to process your Urbana experience together.
- Set expectations for what you’ll do together in Phoenix versus when participants are free to choose their own sessions.
- Create a group text thread to stay connected throughout the conference.
Thank you for the significant role you play in helping your group have a meaningful encounter with God at Urbana 25. We’re grateful for you!
Warmly,
The Urbana 25 Team
FULL EMAIL: All Passholders — December 14
Subject: 2 Weeks to Urbana 25! WHAT YOU NEED TO KNOW
Hello!
Urbana 25 is two weeks away and we can’t wait to welcome you to Phoenix! Below is everything you need to know so you can arrive prepared and ready to jump right into the conference.
Before You Arrive
- Bring a refillable water bottle
There are bottle-filling stations throughout the Phoenix Convention Center.
- The Convention Center is cashless
This includes the Urbana Store. Be sure you have debit/credit or digital payment options ready.
- Bring your smartphone
You’ll need it to download the Urbana 25 conference app—your guide to seminar listings, notifications, room locations, and more.
- Join us on Instagram
Follow and tag @urbana.25 as you prep, travel, and experience Urbana. We’ll feature select photos, videos, and testimonials during the conference!
- Do you need to change your watch
Phoenix operates on Mountain Standard Time (MST).
Review your transportation options
Depending on how you’re getting to Urbana, check out Light Rail info, rideshare details, and downtown maps on the Phoenix Convention Center’s transportation page: Transportation.
Preview the full Urbana 25 schedule
www.urbana.org/schedule
What to Expect on Day 1: The Onboarding Experience
The Urbana Onboarding Experience runs from 1:00–5:30 PM and takes about 45 minutes to complete. Arriving early will help you avoid lines and start your time at the conference smoothly.
Important Reminders
- No luggage is allowed in Onboarding — please check in or drop your luggage at your hotel first.
- Enter through the West Building of the Phoenix Convention Center. Our Welcome Team will guide you across the SkyBridge to begin the experience in the North Building.
What Comprises the Onboarding Experience
- Pass Verification – Have your pass ready to scan.
- Immersive Experience – Step into the story and themes of Urbana 25.
- TruCenter Assessment – Discover how God has wired you and how that shapes your next steps.
Pro-Tip: Think of three short stories (just a few sentences each) about moments when you felt fully alive proud of what you accomplished like you were doing what you were made to do You won’t have to share these with others unless you want to.
- Name Badge & Journal Pickup – Keep these with you at all times during the conference.
- Optional Onboarding Seminar
After Onboarding: Urbana 25 Kicks Off
Once you’ve completed the Onboarding Experience, join us for the first Big Room session at 7:30 PM! ?
We can’t wait to see you soon! ?
With anticipation,
The Urbana 25 Team
FULL EMAIL: All Passholders — December 27
Subject: Tomorrow’s the Day! What to Expect at Urbana 25
Hello!
Urbana 25 begins tomorrow ? and we can’t wait to welcome you to Phoenix! Here’s everything you’ll need for a smooth arrival and an amazing start to the conference.
Before You Arrive (Tomorrow!)
Bring a refillable water bottle
Bottle-filling stations are located throughout the Phoenix Convention Center.
Remember: The Convention Center is cashless
This includes the Urbana Store. Please have debit/credit or digital payment options ready.
Bring your smartphone
You’ll use it to download and access the Urbana 25 conference app for seminar listings, notifications, room locations, and more.
Share your journey with us on Instagram
Follow and tag @urbana.25 as you travel and during the conference. We’ll be featuring select photos, videos, and testimonies!
Check your time zone
Phoenix is in Mountain Standard Time (MST) — make sure your devices adjust as needed.
Finalize your transportation plan
Whether you’re taking Light Rail, rideshare, or walking from your hotel, review options on the Phoenix Convention Center’s transportation page.
Preview the full Urbana 25 schedule
www.urbana.org/schedule
What to Expect on Day 1: The Onboarding Experience The Urbana Onboarding Experience runs tomorrow from 1:00–5:30 PM and takes about 45 minutes to complete. Arrive early if you can—it helps keep everything moving smoothly!
Important Reminders
- No luggage is allowed in Onboarding — please check in or check your bags at your hotel before coming to the convention center.
- Enter through the West Building of the Phoenix Convention Center. Our Welcome Team will guide you across the SkyBridge to begin your experience in the North Building.
What You’ll Experience During Onboarding
- Pass Verification – Have your pass ready for scanning.
- Immersive Experience – Step into the story and themes of Urbana 25.
- TruCenter Assessment – Discover how God has wired and motivated you, and how that shapes your next steps.
Pro-Tip: Before you arrive, think of three short stories (just a few sentences each) about times when you felt: fully alive proud of what you accomplished like you were doing exactly what you were made to do (You won’t be asked to share these with anyone unless you want to.)
- Name Badge & Journal Pickup – You’ll need these with you for the rest of the conference.
- Optional Onboarding Seminar
After Onboarding: Urbana 25 Begins!
Once you’ve completed Onboarding, join us for the first Big Room session at 7:30 PM! ?
We can’t wait to kick things off together.
We’re so excited to see you tomorrow!
With anticipation,
The Urbana 25 Team
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About the authors
Andy Kim is a strategist, storyteller, and ministry leader who helps the next generation imagine and pursue their place in God’s global mission. He currently serves as Associate Conference Director for Urbana, InterVarsity’s triennial student missions conference that has inspired hundreds of thousands to say “yes” to God’s global call.Andy has helped shape multiethnic leadership development, intercultural formation, and missional innovation across a variety of roles within InterVarsity and higher education—including as a campus minister at Northwestern University, Director of Intercultural Development at Trinity International University, and Multiethnic Resource Director for InterVarsity's Multiethnic Ministries. Most recently, he served as Associate Director of InterVarsity’s Creative Labs where helped launch the Ministry Playbook, a digital training platform that has equipped thousands of staff, students and partners in campus ministry across the country. He holds an MDiv from Trinity Evangelical Divinity School and a BA from Northwestern University. He and his wife Madeline live in Urbana, Illinois, with their three children.