How UBC development & alumni engagement streamlined their events
The University of British Columbia eliminated operational friction and payment integration risks for their alumni and donor events. They streamlined registration for guests and provided event coordinators with a flexible, integrated platform that supports everything from free meetups to larger events.
Higher education (development and alumni engagement)
Global network of over 370,000 graduates
Seamless integration with university payment processing systems
At the University of British Columbia (UBC), events play a central role in how relationships are built and sustained. Alumni events reconnect graduates across cities and countries. Donor receptions create space for meaningful conversations. Annual galas and athletic fundraisers bring hundreds of supporters together in a single room.
Behind each of these moments is a complex operational reality.
Marcy Anderson, Associate Director of Events within UBC’s Communications and Engagement team, oversees events that range from small alumni gatherings to large-scale, ticketed programs. Her team works within Development and Alumni Engagement, a department of more than 350 people that spans fundraising, communications, and accounting. The work is collaborative, fast-paced, and highly visible.
For Marcy, the goal is always the same: make events feel effortless for guests, while keeping operations under control for the teams delivering them.
The limits of traditional event registration tools in higher education
For years, UBC relied on a mix of registration platforms to manage its events. Each system solved part of the problem, but none fully matched the university’s needs as event volume and complexity increased.
The biggest pressure point came from payments. Changes to UBC’s backend payment processing system meant that existing registration tools could no longer integrate reliably. What had once been manageable quickly became a source of issues, creating extra steps for event coordinators and additional oversight for finance teams.
At the same time, guest experience was becoming harder to protect. Some platforms required attendees to create accounts simply to register, an extra step that often felt unnecessary, especially for alumni or donors attending a single event. Internally, access limitations made collaboration difficult. With many coordinators involved, restricting who could edit events, manage registrations, or pull reports slowed teams down and introduced avoidable bottlenecks.
The systems worked, but they demanded workarounds. And over time, those workarounds added up.
Every extra step for a registrant is a barrier. We want registration to feel straightforward, not like another task they have to get through.
Associate Director, Events, UBC
Making event registration easier for alumni and donors
When UBC adopted Fourwaves, the immediate change was not about adding features. It was about removing friction.
From the guest’s perspective, registration became simpler. Attendees could register without being forced to create a profile, while still having the option to do so if they wished. Forms were clear and easy to follow, which mattered for events where first impressions count.
For event teams, Fourwaves brought flexibility without complexity. Coordinators could build and adjust registration forms quickly, collecting the information they actually needed, such as accessibility requirements, dietary restrictions, seating preferences, and guest details. The drag-and-drop interface made form creation faster, while templates and event cloning reduced the need to rebuild everything from scratch.
Different events required different approaches. Free alumni meetups, ticketed galas, table purchases, guest tickets, and fundraising breakfasts all lived comfortably within the same system. The platform adapted to the event, rather than forcing the event to adapt to the platform.
Most importantly, Fourwaves integrated cleanly with UBC’s payme
Being able to easily customize what information we collect makes a real difference. It helps us deliver better experiences for our registrants.
Associate Director, Events, UBC
Expanding event management across other departments
As Fourwaves became embedded in day-to-day operations, Marcy began recommending it internally.
For Marcy, Fourwaves’ versatility made it a strong candidate beyond her own team, even for departments that would use more advanced features.
Customer support has also played a role in that confidence. During onboarding and day-to-day use, the Fourwaves team has been responsive when questions arise, helping resolve issues quickly and being open to develop new features.
It’s easy to recommend because it works. The platform is flexible, and the support team is quick to respond when we need help.
Associate Director, Events, UBC
About UBC Development & Alumni Engagement
The Development & Alumni Engagement (DAE) team at the University of British Columbia is dedicated to building and sustaining lifelong relationships with a global network of over 370,000 alumni and supporters.
By fostering a culture of philanthropy and community involvement, DAE creates meaningful opportunities for engagement that advance UBC’s mission of excellence in education and research.
Whether through reconnecting graduates or facilitating impactful donations, the department’s 350+ professionals work collaboratively to support the university's growth and the success of its students worldwide.