Request A Guest

For Faculty, Students and Staff

Inviting the university president, chancellor, or government officials to your campus or event is a formal and important process. By involving the Vice President in the approval process, the university can maintain consistency and ensure that such high-profile visits align with the institution's overarching objectives and values.

  • STEP 1: Review Timeframe Requirement

    Allow adequate time for your guest and their staff to prepare for events. If you are asking an important figure to attend an event on campus and not speak, there can be no less than one months’ notice. 

    For speaking engagements it takes considerably more time to prepare and there needs to be more time allotted to the attendee.

    Attend an event/no speaking
    1 Month's Notice

    *Attend event with speaking
    2 months, 1-5 minutes
    3-6 Month's Notice, 10-15 minutes
    6-8 Month's, 30+ minutes or a keynote speech

    *This is different if the person is not a member of the campus community or the event is off campus, and there should be increase notice for about every 10 miles of travel required.

    Back to top
  • STEP 2: Submit Your Request

    Use the form below and the proposal template completed in step 1 to submit your proposal to the Vice President you will be working with. 

    Once the VP has reviewed your proposal, you will receive an email with approval or denial and feedback on next steps.

    Campus guest request application

    Back to top
  • STEP 3: You Received Approval, now what?

    Invite Your Guest

    Begin preparing a formal written invitation or email. Send an official invitation letter on your university’s letterhead, signed by a prominent university official.

    • Clarity: Clearly state the purpose of the visit, proposed dates, and a brief agenda of what the visit will entail.
    • Contact Information: Include contact information in case they need to confirm details or discuss the visit further.
    • Personalize the Invitation: Address: Address the invitation personally to the recipient. Use appropriate titles (e.g., Dr., Prof., Honorable).
    • Highlight Relevance: Explain why their presence is crucial, emphasizing the positive impact it could have on the university and its community.

    Coordination and Protocol:

    • Coordination: Coordinate with their office staff to ensure the proposed dates align with their schedule.
    • Protocol: Follow any specific protocols outlined by their office regarding formal invitations and visits.

    Provide Detailed Itinerary:

    • Agenda: Outline a detailed itinerary for Remember that each university and government official may have specific protocols, so it’s essential to be aware of these and adhere to them while extending invitations and during their visit.

    Clearly mention arrangements for transportation, accommodation, and meals if applicable.

    Highlight Achievements:

    • University Achievements: Highlight key achievements and projects of the university. This could include research programs, community outreach, or notable student achievements.
    • Impact: Explain how their visit could contribute to the university’s mission and goals.

    Follow-Up:

    • Confirmation: Once they accept the invitation, send a formal confirmation letter acknowledging their acceptance and reiterating the details of the visit.
    • Reminder: Send a reminder a few days before the scheduled visit, confirming all the arrangements.

    Security and Protocol:

    • Security: Coordinate with campus security and local law enforcement to ensure the safety and security of the visiting dignitaries.
    • Protocol Officers: Assign protocol officers who will be responsible for guiding them during their visit.

    Media and Public Relations:

    • Media Coverage: Coordinate with the university’s media relations team to ensure appropriate media coverage for the visit, if deemed necessary and approved by the guests.
    • Press Release: Prepare a press release highlighting the visit and its significance.

    Post-Visit Courtesy:

    • Thank You Letter: Send a formal thank you letter after their visit, expressing gratitude for their time and emphasizing the positive outcomes of their visit.
    • Follow-Up Actions: If there are any follow-up actions discussed during the visit, ensure they are promptly addressed.
    Back to top