Appearance Requests for Virginia Tech Spirit Squads and HokieBird

You have the option to request Mascot, Spirit or both Mascot & Spirit. These program elements are defined as follows:

• Mascot: HokieBird
• Spirit: Members of the Virginia Tech Cheerleaders or the HighTechs (dance team)
• Mascot & Spirit: Both HokieBird and members of the Cheerleaders and/or HighTechs

This describes the type of event you are requesting the student-athletes to appear. They are defined as follows:

• Virginia Tech University Department – Any event for a department that falls under the umbrella of Virginia Tech.
• Virginia Tech Registered Student Organization – Any event for an active registered student organization at Virginia Tech.
• Corporate – Any event for a business or association. Please note, the business or association must not be a competitor with any Virginia Tech PlayFly sponsorship partner.
• Wedding/Special Events – Any wedding, party, private gathering, graduation photos or other private event.
• Non-Profit – Any event for an active 501-c3 organization. You may be asked to provide verification of your 501-c3 status.
• K-12/Daycare – Any event for a K-12 school or daycare at the school’s location. This includes but is not limited to school assemblies, class visits, school fundraisers and pep rallies. This rate is only reserved for events on behalf of the school.
• Virtual – Any pre-recorded video or live video option.

The performers you are requesting are student-athletes at Virginia Tech. They carry a full-time academic course load along with practices and athletic performances which will lead to some constraints on their availability. Although we will do our best to accommodate as many appearance requests as possible, not all requests can be fulfilled regardless of when you submit your request.

Please understand all Virginia Tech sporting events, tournaments, games and other Athletic sponsored events will take priority.

You can expect to be notified approximately two (2) weeks prior to your event if we will be able to fulfill your event or not.

Any request received less than three (3) weeks prior to your event may not be granted; if we can process a request with less than three (3) weeks notice it may be subject to a rush processing fee of $50 in addition to all appearance fees.

If your request is accepted, payment must be received prior to your appearance date with the exception of all Virginia Tech sponsored events which will be directly invoiced via HokieMart. Payment options will be Venmo or mailed cash/check.

Payments via Venmo will also include a $10 processing fee in addition to the appearance fee. Additionally, appearances outside of Blacksburg/Christiansburg will incur an additional travel expense at $0.75/mile which will be owed directly to the individual making the appearance at time of appearance either via cash, check or Venmo payment directly to the individual. Milage will be calculated in advance of appearance.

IMPORTANT: Any adjustment to appearance details (time change, location, date, etc.) after confirmation may require a forfeiture of your original request and a resubmission of your request. Any adjustments should be communicated as soon as possible.

HokieBird: Any special request of HokieBird must be approved in advance. Otherwise, when HokieBird comes to an event you can expect the following:

• Mingling and photos with guests
• Improving and enhancing the environment
• Actively working the space

Spirit: When selecting Spirit for your event, you can expect stellar student-athletes who epitomize what it means to be a Hokie. During your event, you can expect the athletes to mingle, with light conversation and photos. Requests for performance must be approved in advance.

If You Cancel – If you cancel your event after payment, you will only be refunded 50% of your appearance fee. If you cancel prior to payment, no penalty will be assessed.

If We Cancel – In the rare case we become unable to fulfill a request that has been confirmed, we will refund your full appearance fee and notify you as soon as we are aware of the change.

You are responsible for ensuring the environment our student-athletes perform in is safe and appropriate. Under no circumstances should they be placed in a compromising situation by you and/or your guests. This includes –

• Exposure to foul or inappropriate language
• Yelling at the student-athletes
• Touching or grabbing the student-athletes
• Trying to hit HokieBird and/or remove any pieces of the HokieBird suit
• Mobbing or ganging up on the student-athletes
• Offering alcoholic beverages and/or illegal substances to the student-athletes

HokieBird and the Spirit Squads may not be used for political statements and/or propaganda.

No photos/video may be taken for promotional purposes or with business signage for the purpose of promoting the event or a business in the future.

We ask that you provide a private room/area away from guests for HokieBird to change.

We ask that you provide a private room/area away from guests where the student-athletes can safely store their belongings and take breaks, as needed.

If alcohol is being served while HokieBird or any of our Spirit Squads are at your event, team members must be stationed away from the serving area. Please instruct your guests that no pictures/videos will be taken if they are holding alcohol in hand.

If you or your guests are inappropriate in any way, the student-athletes will leave immediately, and no refund will be provided.