Blackthorn Event Request

Blackthorn Event Request
Complete this form to request an Event Registration, RSVP, Event Check-In, or Event Calendar Listing. If you have any questions, please contact Lindsey Reinstrom or Jane Kramer.

Not sure what type of event to request? Check out our options »
Submitter Name*

First NameLast Name
Submitter Email*
Campus/Affiliation*
Event Registration (Free or Paid)PRCH (Pre-Registration + Check-In) / RSVP (requires a Yes or No)Day-of Check-InEvent Calendar Listing
Event Registration (Free or Paid)
- Format: Multi-step checkout for in-person or virtual events
- Tickets: Main ticket plus optional guest tickets
- Cost: Free or Paid, with gift splits if desired
- Options:
  - Public or private calendar display
  - Confirmation email
  - Optional Donation field
  - Multiple custom form questions
  - Additional ticket types, ex. child tickets, sponsorship levels
  - Sessions: Extra activities attached to main/guest tickets (free or paid), such as luncheons, receptions, meetings, etc.
- Use Cases: The ONLY registration option for events where one person registers for two or more people; event has a charge; optional donation is needed; multiple ticket types are offered, or sessions are included.
- Onsite: Supports BT Mobile Check-in
PRCH - Pre-registration + Day-of Check-In
- Format: People can either...
- Pre-register, be checked in onsite using the BT Mobile Check-In App, and be marked as Attended, OR
- Sign up onsite/walk-up; when these walk-ups complete the check-in form, they will automatically be marked as Attended. No BT Mobile Check-In App needed for walk-ups.
- Tickets: Single main ticket for pre-registration & single main ticket for Day-of Check-In (hidden until day of), NO guest tickets, NO donations
- For FREE events ONLY
- Options:
  - Public or private calendar display
  - Confirmation email for 'Yes' registrants
  - Multiple custom form questions for pre-registrants; : ex. affiliation, student ID, dietary restrictions
  - Up to 2 custom additional form questions for walk-ups
- Use Cases: Student and Stewardship events such as UTIA's Ag Day and UTK's Grad Countdown where you want to know attendance #s and want to account for walk-ups
- Onsite: Supports BT Mobile Check-in for those who pre-register;
  event organizer must display a QR code onsite at the event for walk-ups
RSVP - this is not a standard registration / use if you need 'No', not attending responses
- Format: One-step, Yes/No registration for free events
- Tickets: Single main ticket only; NO guest tickets, NO donations
- For Free events ONLY
- Options:
  - Public or private calendar display
  - Confirmation email for 'Yes' registrants
  - Up to 2 custom additional form questions: ex. affiliation, dietary or student ID
- Use Cases: Ideal for simple, individual registrations for small, invite-only events like board meetings; when a Yes/No response is required
- Onsite: Supports BT Mobile Check-in
Simple Event Check-In
- Format: One step, Day-of-Event sign-up for free, in-person events
- Tickets: Single main ticket only; NO guest tickets, NO donations
- For Free events ONLY
- Options:
  - Public or private calendar display
  - Up to 2 custom additional form questions: ex. affiliation or student ID
  - Mobile Check-in app is not needed.
- Use Cases: Walk-up/onsite ONLY (NO advance registration); best for casual or high-traffic events focused on participation and visibility, such as UTK Welcome Wednesday or UTIA Ag Day.
- Onsite: n/a; Users' status can be automatically set as 'Attended'.
Event Calendar Listing
- Format: Event “shell” with no registration component
- Tickets/Cost: n/a
- Options:
  - Public calendar display only
  - Include link to an external registration site
- Use Cases: Best for promoting events on central calendars when registration is handled external to Blackthorn.
- Onsite: n/a

- Event Title*
  Please adhere to naming convention "Campus Unit: Year Name of Event" Ex. UT Law: 2023 Dean’s Council Reception
- Do Not Display on Public Event Calendar (Invite Only)UTAA / alumni.utaa.eduUTC / alumni.utc.eduUTHSC / alumni.uthsc.eduUTIA / advanceutia.tennessee.eduUTK / alumni.utk.eduUTM / alumni.utm.eduUTS / alumni.utsouthern.edu
- UTAA: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTC: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTHSC: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTIA: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTK: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTM: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTS: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- Event Category*
- Event Start Date/Time*
  
  MonthDayYear
  HourMinutesAM/PM Option
- Event End Date/Time*
  
  MonthDayYear
  HourMinutesAM/PM Option
- Note: Your registration start date must be a minimum of 7 days from the date you submit this form. Complex registrations require at least 3 weeks lead time. DO NOT PICK TODAY AS THE START DATE.
- Registration Start Date*
  
  MonthDayYear
  At least 7 days from today
- Registration End Date*
  
  MonthDayYear
- Event Campaign / Campaign Name (Appeal Code)*
  Ex: HEE25023465 / FY25 UTHSC Medicine Alumni Weekend (This needs to be in ACE. Do not put N/A or tbd.)
- Event Contact Name*
  
  First NameLast Name
- Event Contact Title*
- Event Contact Phone
  
  Area CodePhone Number
- Event Contact Email*
  Replies or feedback through the "Contact Us" tab will send to this email address.
- I will create a QR code.I need a short/custom URL.I do not need either of these.
- Note: You can use the Blackthorn URL to create your own QR code.
- What would you like the short URL to be?*
  alumni.utk.edu/[short URL text]
- Banner Image for Landing Page*
  
  Select and Upload File
  Image/graphic must be high resolution and at least 820 x 410 pixels. Cancelof
- Note on images:
  The unauthorized use of stock photography is prohibited. If needed, please visit https://unsplash.com to download freely-usable images.
- Event Full Description*
  
  Appears on Blackthorn event landing page0/1500
- Registration Limit Per Registrant*
  Select 1 if guests are not allowed.
- Overall Registration Limit*
  Type N/A if no capacity limit
- Expected number of registrants*
- In personVirtually
- Primary Location/Venue*
  Primary location, venue name, room #, full street address. If you have more than one location, please provide in the session/activity section of the form.
- Webinar/Meeting URL*
- Please provide any additional Zoom/webinar information
- SponsorshipsTicket comps for specific groupsMultiple sessions or activitiesMy event has none of these
- SPONSORSHIPS
  
  STOP: Read the UTFI policy on sponsorships »
  
  Your sponsorship request form MUST BE APPROVED before proceeding with this event request.
- Yes
- YesNo
- Registration Details
- Event is FREE, no cost to attendEvent includes one ticket priceEvent includes multiple ticket prices
- Yes, fee includes a gift/non-gift splitNo, fee is 100% non-giftNo, fee is 100% gift
- Overall ticket price breakdown*
  Ex. Adult Ticket: $75 ($35 registration/NP fee and $40 gift); Child Ticket: $0
- Note: Any event with an associated cost (registration fee, session fee, optional donation, gift fee, etc.) must have an associated designation for processing.
- Designation code for registration/non-philanthropic component.*
  Provide one designation code, ex. ANUTK_01_NC. A non-charitable designation will end with a "_NC"
- Designation code for gift component*
  Provide one designation code, ex. DEVEL_15.
- YesNo
- Provide information about desired discount code(s)*
  Ex. Faculty/staff to pay $0 for a main ticket / FACSTAFF; Ex. Alumni to receive $50 off total purchase cost / ALUM50
- Yes, include optional donation.No, do not include optional donation.
- Designation code for optional donation*
  Provide a single designation code. Registrants cannot select from multiple funds.
- Suggested amount(s) for optional donation*
  Please provide up to four amounts, i.e. $5, $10, $15, $20, if you would like the registrant to have amount options. The registrant can also give the amount of their choosing.
- YesNo
- Registration Fields
- Standard required fields that will be included on all events for main registrants are First Name, Last Name, and Email. Phone is optional and Address will only be required for paid events. Other fields may be required based on ticket type or for guests. These fields do not need to be included in list of registration fields below.
  
  Note: This information is only collected within Blackthorn. We will match an email on a contact in ACE only. Other registrant information will not overwrite information to a contact record in ACE.
- Additional event registration fields for primary registrant*
  Ex: Name Tag (*required); Preferred Class Year (*required); etc.
- Additional event registration fields for guests*
  Ex: Name Tag (*required); Relationship to registrant (optional); UT grad? (Yes/No; optional)
- Session/Activity Details
  
  You've indicated your event includes sessions or activities, such as a reunion dinner, optional lecture, or optional athletic event. Please complete all details below for your sessions.
- Session Title(s), Date(s), Price Breakdown(s) and Availability*
  Ex. Reunion Dinner, May 12, $50 ($45 registration/non-philanthropic and $5 gift), open to 1994 graduates; Lecture, May 13, $0, open to all attendees;
- Session Location(s)*
  Ex. Reunion Dinner, Calhoun's on the River (address); Lecture, Mooney Building, Room 212 (address)
- Session Limit(s)*
  Ex. Reunion Dinner, 20 attendees max; Lecture, 500 attendees max
- Please indicate whether you want any tabbed elements included on your Blackthorn event landing page by checking any of the boxes below.
- Frequently Asked Questions (FAQs)Event Sponsors/SpeakersOther Tab: Hotel Info, Event Parking Details, etc.
- Event FAQs
  Provide all questions and answers. Ex: Q1: "Where do I park?" A1: "Parking is located at [insert address here]."
- Event Sponsors
  Provide sponsors names and short descriptions
- Sponsor Logos or Headshots
  
  Select and Upload Files
  Load all relevant logos with identifiable file names. Minimum 128x128 pixels. Cancelof
- Other Tab Information
  Other information you want to surface for potential registrants that is NOT INCLUDED on the event landing page or another featured tab, such as Hotel information, Parking details, etc.
- YesNo
- Post-event surveys are standardized and not customizable at this time. Post-event surveys should be sent to those who have Attended between 3–7 days after the event end date has passed. A post-event survey should be used after Mobile Check-In has been utilized for the event. View the post-event survey questions here »
- YesNo
- Desired survey send date (3–7 days after the event end date)
  
  MonthDayYear
  Date
- Member Confirmation Email
  
  This email is sent to the registrant once they have successfully registered. Note: At this time there are only certain organization-wide email addresses available for use.
- From Name and From Email*
- Confirmation Email Text*
  Don't forget to include reminders/additional info (Ex. Zoom link, parking, attire, etc.)
- Email address(es) of those to receive notification when event is ready to review & test*
- You Are Registered - Reminder
  
  This email is sent to the registrant 2–3 days before the event start date. This only works if a registration sales end date closes before the day of the event. This is not an event invitation email through Marketing Cloud; it's simply a reminder to all those who have already registered for the event. Note: The reminder confirmation email includes an updated subject line but contains the exact same information as the original registration confirmation email.
- YesNo
- Additional Event Registration Details Document(s)
  
  Select and Upload File(s)
  Only upload information not provided elsewhere in this submission. Cancelof
- Additional comments or notes for the event builder
- Yes
- Yes
- Calendar Event Title*
  Please adhere to naming convention "Campus Unit: Year Name of Event" Ex. UT Law: 2023 Dean’s Council Reception
- Note: Event Title Naming Convention Examples »
- UTAA / alumni.utaa.eduUTC / alumni.utc.eduUTHSC / alumni.uthsc.eduUTIA / advanceutia.tennessee.eduUTK / alumni.utk.eduUTM / alumni.utm.eduUTS / alumni.utsouthern.edu
- UTAA: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTC: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTHSC: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTIA: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTK: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTM: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTS: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- Event Category*
- Calendar Listing Go-Live Date*
  
  MonthDayYear
- Event Start Date/Time*
  
  MonthDayYear
  HourMinutesAM/PM Option
- Event End Date/Time*
  
  MonthDayYear
  HourMinutesAM/PM Option
- Event Contact Name
  
  First NameLast Name
- Event Contact Email
  Replies or feedback through the "Contact Us" tab will send to this email address.
- Banner Image for Landing Page*
  
  Select and Upload File
  Image/graphic must be high resolution and at least 820 x 410 pixels. Cancelof
- Note on images:
  The unauthorized use of stock photography is prohibited. If needed, please visit https://unsplash.com to download freely-usable images.
- Event Full Description*
  
  Appears on Blackthorn event landing page0/1500
- In personVirtually
- Primary Location/Venue*
  Primary location, venue name, room #, full street address with zip code.
- Webinar/Meeting URL*
- Please provide any additional Zoom/webinar information
- Additional comments or notes for the event builder
- Pre-reg/Check-in or RSVP Title*
  Please adhere to naming convention "Campus Unit: Year Name of Event" Ex. UT Law: 2023 Dean’s Council Reception
- Note: Event Title Naming Convention Examples »
- Do Not Display on Public Event Calendar (Invite Only)UTAA / alumni.utaa.eduUTC / alumni.utc.eduUTHSC / alumni.uthsc.eduUTIA / advanceutia.tennessee.eduUTK / alumni.utk.eduUTM / alumni.utm.eduUTS / alumni.utsouthern.edu
- UTAA: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTC: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTHSC: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTIA: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTK: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTM: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTS: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- Event Category*
- Event Start Date*
  
  MonthDayYear
  HourMinutesAM/PM Option
- Event End Date*
  
  MonthDayYear
  HourMinutesAM/PM Option
- PRCH/RSVP Start Date*
  
  MonthDayYear
  At least 7 days from today
- PRCH/RSVP End Date*
  
  MonthDayYear
  use Event End Date for PRCH option
- Expected number of registrants*
- Important: If you have selected a 'Primary Event Group' above for this option to show on an events calendar, you must upload a 2:1 ratio image for us to properly post on the website.
- I will create a QR code.I need a short/custom URL.I do not need either of these.
- Note: You can use the Blackthorn URL to create your own QR code.
- What would you like the short URL to be?*
  alumni.utk.edu/[short URL text]
- Dynamic Image for Event Calendar Posting*
  
  Select and Upload File
  2:1 ratio image required to post on Event calendar(s) Cancelof
- Dynamic Image for Landing Page (optional)
  
  Select and Upload File
  Image/graphic must be high resolution and recommended image size is 2500 x 731 pixels, with minimum of 1100 x 321px. Cancelof
- Event Full Description*
  
  Appears on Blackthorn event landing page0/1500
- Primary Location/Venue*
  Primary location, venue name, room #, full street address for landing page and email confirmation.
- Additional PRCH/RSVP form fields for registrant*
  Ex: Dietary, Class Year (*required); UT Student ID# (*required)
- YesNo
- From Name and From Email for Confirmation Email*
  Only the "yes' responses will receive this email confirmation.
- 'Yes' Confirmation Email Text*
  Don't forget to include reminders/additional info (Ex. parking, attire, etc.)
- Additional comments or notes for the event builder
- Simple Check-In Title*
  Please adhere to naming convention "Campus Unit: Year Name of Event" Ex. UT Law: 2023 Dean’s Council Reception
- Note: Event Title Naming Convention Examples »
- Do Not Show on Public Event CalendarUTAA / alumni.utaa.eduUTC / alumni.utc.eduUTHSC / alumni.uthsc.eduUTIA / advanceutia.tennessee.eduUTK / alumni.utk.eduUTM / alumni.utm.eduUTS / alumni.utsouthern.edu
- UTAA: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTC: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTHSC: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTIA: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTK: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTM: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- UTS: Additional Event Group(s) (Calendar) Listing(s)
  Select Additional Group(s), if needed
- Event Category*
- Event Date*
  
  MonthDayYear
  This is the date the check-in will open to participants
- Expected number of registrants*
- Important: If you have selected a 'Primary Event Group' above for this Check-In to show on an events calendar, you will need to upload a 2:1 ratio image for us to properly post on the website.
- Dynamic Image for Event Calendar Posting*
  
  Select and Upload File
  2:1 ratio image required to post on calendar Cancelof
- Dynamic Image for Landing Page (optional)
  
  Select and Upload File
  Image/graphic must be high resolution and recommended image size is 2500 x 731 pixels, with minimum of 1100 x 321px. Cancelof
- Note on images:
  The unauthorized use of stock photography is prohibited. If needed, please visit https://unsplash.com to download freely-usable images.
- Event Full Description*
  
  Appears on Blackthorn event landing page0/1500
- Primary Location/Venue*
  Primary location, venue name, room #, full street address for landing page.
- Additional check-in fields for registrant (limit of 2)*
  Ex: Affiliation (*required); Class Year (*required); etc.
- Additional comments or notes for the event builder
- Should be Empty:

Blackthorn Event Request

Registration Details

Registration Fields

Member Confirmation Email

You Are Registered - Reminder