Arranging the Visit
Scheduling the Visit
After evaluating the objectives and status of the visitor, you should determine which activities are most appropriate. Although your primary interest will likely be introducing the visitor to the University and its many academic programs and facilities, you may also want to consider community and government groups and opportunities. The following are some ideas to consider.
Academic/Professional Interests
- Meeting with faculty in specific fields
- Observing classrooms, laboratories, or service units (Be aware there can be security limitations for visitors from some countries and in "sensitive" fields.)
- Interacting with students, especially those from the same country as the visitor
- Meeting with deans or central administrative officers
- Meeting with vice presidents or the president
- Meeting with faculty in interdisciplinary research centers
- Meeting with civic groups or political leaders
- Tours of local businesses (Medtronic, 3M, General Mills, etc.)
- Determine other interests of visitorfor example, a visitor who is a president of a university abroad may be interested in meeting with other administrators as well as with academics in his or her field
- Tour of specific facilities on campus
- Government offices (Minnesota Trade Office, Sister City relationships)
Social and Cultural Interests
- Social interaction with Board of Regents, Foundation, Alumni Association, etc.
- Interaction with ethnic communities (Minnesota Ethnic Resources Directory)
- Museum visits
- Concert attendance
- Athletic events
- Shopping
- Dinner in a Twin Cities home (see Minnesota International Center)
- Visits to campus attractions
Visitor Contributions to the Visit
Many times, either the visitor or the host department will want the visitor to give a lecture or speak in a class. If the visitor is to give a public lecture, the host department will need to make appropriate arrangements. Tasks might include room reservations, publicity, equipment reservations, and catering. In addition, someone should plan to introduce the speaker and moderate a question-and-answer period.
Scheduling Tips
Consider whether an all-day escort from your office is needed. (This would depend on the status of the visitor and the availability of staff.) If you do not assign a permanent escort, make arrangements for a staff person from each appointment to accompany the visitor to the next meeting and make appropriate introductions, or confirm that the visitor can find the meeting place on his or her own.
Be careful not to overload the daily schedule. Consider the following:
- Make sure the visitor has a chance to recover from the flight before beginning appointments. For example, it is not desirable to take the visitor directly from the airport to a meeting with the dean. It is also a good idea to give the visitor a break between the end of the business day and any evening events planned.
- Leave enough time to get to the next appointment. You should assess the visitor's ability to walk the required distance or should consider arranging transportation. Weather considerations should also be factored in.
- Allow some unscheduled time in the initial itinerary so the visitor will have the opportunity to follow up on any further connections. During the visit, someone may make a referral that would be an important link for the visitor.
- Allow enough free time for the visitor to enjoy the surroundings. This could mean a guided tour of campus, a chance to sit on a bench and watch people, or an opportunity to attend an organized academic or cultural event. The University Bookstore is a popular destination!
- Allow time for rest stops.