Purpose

To ensure consistency, professionalism, and appropriate planning when inviting the Chancellor to attend or speak at university or community events.

Initial Planning

Submit requests at least 4-6 weeks in advance of the event.

Event type

  • Campus-wide (e.g., commencements, dedications, celebrations)
  • Academic (e.g., lectures, seminars)
  • Community or donor-related
  • High-profile (e.g., dignitary visits)

Submit a Formal Request

Use the Chancellor Appearance Request Form or conctact the Governance Office.

Review and Approval

  • The Governance Office will review the request and confirm availability.
  • For high-profile or strategic events, the Chancellor may personally extend invitations to dignitaries.
  • If approved, a liaison from the Governance Office or University Relations team may be assigned.

Event Preparation

  • Briefing Materials: Submit speaking notes, agenda, and guest list at least 1 week prior.
  • Marketing Materials: Any promotional content featuring the Chancellor must be approved by the Governance Office.

Day-of Coordination

  • Assign a point of contact for the Chancellor and their staff.
  • Provide:
    • On-site contact details
    • Parking and arrival instructions
    • Seating arrangements
    • Event attire expectations

Additional Notes

  • Protocol Consultation: For major events, consult the Office of University Relations.
  • Spouse Attendance: Indicate if the Chancellor’s spouse is invited or expected.