Protocol

Guest lists

To invite the university president, any member of the board of trustees, or the governor of Illinois, call the Office of Special Events at 333-8834.

To invite any member of the Illinois legislature or other governmental entity, call Associate Chancellor Peg Rawles at 333-6394.

To invite an international government official, call the Associate Provost for International Affairs at 333-6014. You must do this to assure that international protocol is followed.

Out-of-town speakers and honorees

• Reserve hotel rooms
• Send guests an itinerary in advance
• Pick up the guests at the airport or train station; if relevant
  wear a name tag, so they'll be able to identify you
• Drive a clean vehicle
• Arrange for dining companions who have P-cards to pick up the check
• Have a copy of the final itinerary waiting for guests at the hotel
• Provide a welcome gift in the guest's hotel room
  Examples: gift basket, flowers, fruit basket, briefing materials, books and/or artwork by faculty members, campus-branded products

The campus car pool has some designated, insured cars that can be used to transport non-university guests. Ask for one of these cars when making a reservation. If none is available you may rent a car from an outside agency.

Speaking order

At a major event, the correct order for speakers is

1. Member of the University of Illinois board of trustees
   (to introduce the governor)
2. Governor of Illinois
3. President of the University of Illinois
4. Chancellor of the Urbana campus
5. Provost of the Urbana campus
6. Dean
7. Department head

However, try to limit the number of speakers to keep the program focused and interesting.

Briefing materials

The event host and speaker(s) should receive briefing materials three to four days before the event. These should include

• Outline of the program
• Guest list
  Serves as a reminder to hosts and speakers of names and titles of guests
• Date, time, and location of event
• Menu
• Biographical information on honorees
• Brief audience demographic
• Seating assignments
  For guests assigned to tables or specific seats at an athletic event or cultural performance
• Any other information you think will be helpful
  Names of musicians or other performance groups, whether a photographer will be present, parking information, etc.

---

Next step: Invitations

 

 

Find the information you needed? If not, let us know.

Thanks to Babette Hiles from the Chancellor's Office for providing this information.