Group Payment Program

What is it?

The group payment program is designed for churches, campus ministries, and Christian colleges to help participants attend Urbana 18. There are two main types of partnership available: the super early bird lock-in and the sending scholarship.

This program is open to both students and non-students. Please refer to Urbana's pricing chart for full pricing options. Urbana considers someone a student if he or she:

  • is currently enrolled as a college or graduate student.
  • graduated in the spring of 2017 or after.
  • is in his or her final year of high school and is at least 17 years old by December 27, 2018.

How does this benefit participants?

Cost is the number one reason why many decide not to attend Urbana. The group payment program gives organizations an opportunity to help remove this barrier. 

The super early bird lock-in has the potential to save participants between $80 to $180. Because the registration cost increases at the end of June, this is especially beneficial for incoming students in the fall of 2018 and for those needing extra time to decide if they are going to Urbana. 

The sending scholarship is another way organizations can help participants by paying a portion of their registration cost. Urbana may also consider giving additional scholarships to these participants depending upon available funds.

1.     Super Early Bird Lock-In

Urbana 18’s super early bird rate will end after June 30, 2018. But this program allows organizations to lock in this rate for participants through November 30, 2018.

Guidelines

  • Participation in this program is available now through June 30, 2018 (11:59 p.m. PST).
  • Organizations must purchase at least 10 registrations and pay $100 per registration.
  • Once a registration is linked to a participant, it cannot be refunded or transferred to another person.
  • Per IRS regulation, payments are not tax-deductible.
  • Organizations may be eligible for reimbursement.

How the Super Early Bird Lock-In Works

  1. The organization’s point person fills out the Super Early Bird application.
  2. Urbana sends an email invoice within 2 business days to be paid by check by June 30, 2018.*
  3. Once payment has been received, Urbana sends a confirmation email along with the Participant Tracking Form.
    • This form is used to collect the names and emails of the organization's participants. Urbana will use this to ensure each participant receives the super early bird rate. 
  4. As soon as the organization recruits participants and completes the tracking form, they email it to Urbana no later than November 30, 2018 (11:59 p.m. PST). 
  5. Participants receive an email requesting them to complete their registration and pay at least $100. The remaining balance can be paid any time before arriving onsite (see our FAQs page).
  6. Starting December 1, 2018, Urbana reimburses the organization based on how many participants have completed their registration for Urbana 18.
  7. Organizations can lock in additional super early bird registrations, starting at a minimum of 5 registrations per transaction through June 30, 2018 (11:59 p.m. PST).

2.     Sending Scholarship

The sending scholarship is designed for organizations interested in helping their participants pay for a portion of their registration costs. Participating organizations will set up scholarship codes participants can use now through November 30, 2018 (11:59 p.m. PST).  

Guidelines

  • Participation in this program is available now through November 30, 2018 (11:59 p.m. PST).  
  • At least 10 scholarships must be purchased.
  • Each scholarship should be for the same amount at a minimum of $100 or more (e.g., 10 scholarships for $135 each).
  • Per IRS regulation, payments are not tax-deductible.

How the Sending Scholarship Works

  1. An organization’s point person fills out the Sending Scholarship application.
  2. The point person receives an email invoice and mails in a check.*
  3. Once payment is received, Urbana generates a unique code for the organization and emails it to the point person.
  4. The point person distributes the code to participants. These codes must be used by November 30, 2018 (11:59 p.m. PST).
  5. The participants enter this code into the Discount Code field during registration, but they will still have to pay the $100 deposit fee (unless they receive a full-ride scholarship).
    • The Sending Scholarship code can only be applied one time to each participant’s account, but additional codes may be entered. However, if his or her remaining balance is less than the code’s value, refunds will not be granted.
  6. Urbana provides the point person with monthly reports, documenting how the code has been used. This report includes the participant’s name, email, and the code used. The point person is responsible for monitoring that only the appropriate people are using the code.
  7. If the organization would like more scholarships, they can purchase a minimum of 5 scholarships per transaction by November 30, 2018 (11:59 p.m. PST).

*Checks should be made payable to InterVarsity Christian Fellowship and sent to:

Urbana 18 Registration Manager

P.O. Box 7895

Madison, WI 53707-7895

For questions or more information, please refer to our FAQs page or contact the Urbana 18 Registration Manager (urbana.information@intervarsity.org or 608-443-3700).

If you do not want to particpate in the Group Payment Program, but want to register multiple partcipants at once use the Multiple Registrants form.