There are 5 email templates here:  1) Monday intro; 2) Pitch deck release; 3) night before reminder; 4) deliverables receipt; 5) post-event follow-up.

1. Intro Email – send on Monday

{Copy/paste from here to bottom.}

VCIC Teams,

We are excited to be hosting you for this week’s VCIC Regional Finals! Please plan to arrive by 8:15 a.m. for a simple breakfast and to get settled. {parking/location instructions}

Be on the lookout for an email from me at exactly 5PM {Wednesday/Thursday} with links to three startup pitch decks. Prior to receiving the decks, every student participant must consent to the VCIC non-disclosure agreement. Please do that now.

You can see the other teams and judges at our event website. Click through to our event from Startups will also be listed there once decks are released.

Again, we are excited to be your hosts this week! Please don’t hesitate to email me if you have any questions. Good luck!

{include mobile phone number in case of emergency}

2. Release Pitch Decks: exactly 5PM!!

Teams are counting on getting these at exactly 5PM.

Wednesday for a Friday event, Thursday for a Saturday event. Have your shared folder ready to go. Make sure to cc and your VCIC Fellows

{Copy/paste from here to bottom.}

VCIC Teams,

Game on! We are looking forward to seeing you this {Friday/Saturday} at 8:15 a.m. {include time zone, e.g., EST, CST, MST, PST} at ______ (location).

Please note that each team member must consent to the VCIC NDA and rules.

Here is the VCIC SHARED FOLDER {linked}, with pitch decks, the fund profile and event agenda. You should also make your own copy of the team deliverables template.

Please don’t hesitate to email me if you have any questions in the meantime. Good luck at the event!


{include mobile phone number in case of emergency}

3. Night before event reminder/instructions.

Send this out anytime the day before the event.

{Copy/paste from here to bottom.}

VCIC Teams,

We’re excited to see you in the morning. We’ll have a simple breakfast for you when you arrive at 8:15 a.m. (include location/parking instructions)

Prior to tomorrow’s festivities, please:

  1. Remember we’re using code names. Make sure you do not show your school affiliation during the event.
  2. Remember, zero help from anyone tomorrow during the event, including advisors. Your team must work entirely independently.
  3. You might want to preview the orientation videos that we’ll be showing at the event.

Got it? Bingo. See you in the morning!

Host Name

Cell phone in case of emergency

4. “Got it” for team deliverables.

{copy/paste from here to the bottom}

Your team deliverables have been received!

Here is the random order of Partner Meetings today:

  • 1:30 Ash
  • 1:45 Fir
  • 2:00 Cherry
  • 2:15 Elm
  • 2:30 Birch
  • 2:45 Dogwood

Remember, during Panel Partner Meetings, YOU have the floor (no PPTs) and should be prepared to explain your investment decision. The judges will have just received your written deliverables and will likely be looking at those as you speak. You may want to walk them through some part of those: the executive summary, term sheet or anywhere else you’d like to focus. Your team can choose where to focus the conversation in any way you like to demonstrate your VC skills as you analyzed all the startups of the day.

You may or may not be interrupted. Some judging panels jump right in with tons of questions. Others sit politely and let you talk for minutes. You should be prepared for any case.

After the Panel Partner meetings will be the Individual Partner Meetings. So get your study room cleaned up and ready to receive the judges one-by-one.

5. After event to share results and deliverables.

Subject: VCIC Thank You!


On behalf of [Your Organization], I wanted to extend a heartfelt thank you for your participation in the VCIC ___ Regional Finals. We were impressed by the level of talent and dedication demonstrated by all the teams, and we sincerely appreciate the time and effort you invested in this competition.

Now, without further ado, I am pleased to announce the the round-by-round results. [Embed your link.]

Additionally, we have created a shared folder where you can access all the deliverables submitted by the participating teams. [Embed link.]

Once again, it was a pleasure to be your hosts and thank you for your enthusiastic participation!

Warm regards,

[Your  Signature]