VIP and Delegation Visits

This protocol assumes a visit from a state/national VIP (such as an elected official) and/or from a distinguished national/foreign VIP or delegation (such as a trade delegation from a foreign nation).

Contacts and Planning

Once the Office of the Dean learns of a VIP/Delegation visit, the following staff are read-in:

• Leadership

  • Dean

  • Associate Dean for Academic Affairs

  • Executive Assistant to the Dean

• Ad Hoc Planning Committee—The following staff are then convened by the Executive Assistant to plan for the visit, using SOE's Event Planning Checklist:

  • Executive Assistant to the Dean

  • Office of the Dean Office Coordinator

  • Assistant Dean for Student Success (and staff as required)

  • Assistant Dean for Advancement (and staff as required)

  • Director of Marketing and Communications (and staff as required)

  • SOE Centers staff as required

The Executive Assistant will liaise with the VIP/delegation planning team, and the Director of Marketing and Communications will liaise with any PR or media teams. 

Greeting and Locations

Upon arriving—and depending on type/size of party—the delegation is taken either to the Office of the Dean or to the Ganders Lounge to be received by the Dean, Associate Dean for Academic Affairs, and other greeters as determined.

If the Dean is unavailable, the Associate Dean for Academic Affairs will assume greeting and hosting duties.

After the initial reception, and depending on interests, the delegation is offered a tour of Huntington Hall to include:

• Academic and Student Services

• Center for Experiential Pedagogy and Practice

• Center on Disability and Inclusion/Taishoff Center/InclusiveU

The Ad Hoc Planning Committee will determine whether the delegation also will:

• Visit a class/seminar

• Meet with other SOE leaders/faculty/staff

• Meet with students or student leaders

• Meet with any Advisory Board members or alumni

• Visit other locations across campus

• Meet with other University leaders

• Meet with local/community leaders

Refreshments and Entertainment

The Ad Hoc Planning Committee will determine whether the delegation requires the following:

• Refreshments during the greeting/tour phase

• Lunch/other dining plans (including for guests)

• Campus Tour

• Other tour (i.e., City)

• Any other entertainment (i.e., SU Athletics)

Gifts

Typically, gifts will be exchanged during the greeting phase.

The Ad Hoc Planning Committee will determine what level of gift giving is appropriate, asking the following questions:

• Is there a cost/size limit to the gift (i.e., for elected officials)?

• Are there any social norms or cultural considerations?

• Are there examples of similar gift exchange to refer to?

• Is School or University swag appropriate, such as a typical donor relations package?

• Is a regionally themed gift (i.e., Syracuse, CNY) appropriate?

Other Considerations

• Is SOE responsible for any part of the delegation's travel plans, parking, etc.?

• Is photography/social media appropriate? If so, the Marketing and Communications team will organize.

• Should University leadership be informed?

• Should other University offices be informed (i.e., Office of Government and Community Relations, Media Relations, Department of Public Safety)