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:
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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.
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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.
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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)