Arranging the Visit
Initial Planning and Preparation
In planning the visit of an international guest, it is useful to consider how it contributes to the University's mission. The University of Minnesota's institutional and presidential priorities can guide you in hosting decisions. Consider how the following fit the mission of the international visit before deciding on the agenda for the visitor.
- Communicate with the visitor to acknowledge the request and suggest or confirm the timing of the visit. Determine appropriate dates for the visit considering the academic calendar, weekends, holidays, conflicting events, and availability of people to meet with the visitor.
- Determine visa requirements, insurance, and restrictions on payment for honoraria or other services. (Visitors from Cuba may require use of the U of M Cuba license.) Contact International Student and Scholar Services (ISSS) at 612-626-7100 as soon as possible to discuss possible requirements. Due to homeland security issues, the process to obtain some types of visas has become much more complicated and lengthy—sometimes taking several months.
- Determine the importance of the visit and the "level" of the visitor. The protocol involved will vary greatly between the visit of a researcher and the visit of a high-ranking cabinet member.
- Get biographical information from the visitor for use in introducing the visitor to U of M participants.
- Determine if anyone will be accompanying the visitor and the University's responsibility for those accompanying.
- Determine any special needs of the visitor—diet, transportation, disability issues, escort, and language or interpretation issues (see Cultural Information and Protocol).