DIGNITARY VISITS TO CAMPUS

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The Visiting Dignitary Policy (UCLA Policy 106) governs the way dignitary visits to UCLA are managed. The policy and guidelines are intended to ensure these visits are well coordinated and that event goals and objectives are met and applies to all dignitary visits to campus, whether they are university-initiated or requested by an outside entity.

1. Invitation Protocol and Review Process

The Visiting Dignitary Request Form must be completed and submitted to the Office of Special Events and Protocol, a division of External Affairs, before you commit to a dignitary visit. The Chancellor has placed administrative responsibility for dignitary visits with External Affairs, to serve as the office of record and campus resource for protocol and assistance for dignitary visits.

Please send the completed form to Marina Banach. If the visit involves an international dignitary, send to both Marina Banach and Christine Larson in the International Institute.

The Chancellor reserves the right to extend invitations to high profile dignitaries, including but not limited to, the sitting or former President of the United States and high-ranking representatives of foreign governments. Dignitaries may be defined as any of the following:

Current or former chiefs of state/heads of government or their spouses

High-ranking members of royalty

United Nations secretary general

High-ranking representatives of foreign governments

Religious or spiritual leaders, such as the Pope

United States Cabinet members

United States members of Congress (senators and representatives)

California governor and/or first spouse

Mayor of Los Angeles

President of the University of California

Regents of the University of California

Once your request has been received, the Office of Special Events and Protocol will consult with the Chancellor to determine his involvement, including but not limited to his extending the invitation and his participation in the visit. If the visiting dignitary does not fall into one of these categories, you must still submit the Visiting Dignitary Request Form in advance so the Chancellor’s Office can be advised, protocol guidance may be provided, and impacted campus departments may be notified.

Visiting Dignitary Request Form.

2. Chancellor and Administrator Roles

In addition to the Chancellor reserving the right to extend the invitation to any dignitary, his role may also include:

Personally extending invitation letters to dignitaries

His name included as host/co-host on any printed invitations sent to guests

Greeting dignitaries and their delegations upon their arrival

Providing welcome remarks and introducing the dignitary at any program

Presenting any honors bestowed upon the dignitary

Presenting an official university gift

The Chancellor may recommend his role be conducted by another appropriate university official of his designation. The Office of Special Events and Protocol will advise on the appropriate protocol.

UCLA Dignitary Gifts.

3. Event Expenses

Before UCLA departments/units consider sponsoring a dignitary visit to campus, be aware that dignitary visits, at any level, may involve significant costs, including security. These costs are the responsibility of the UCLA department or unit sponsoring the visit. Prior to submitting a Visiting Dignitary Request Form, the requesting unit must ensure there is adequate funding to host these events. It is recommended you consult with Tricia Lippert, director of Special Events and Protocol, early in your planning to avoid unanticipated expenses that could negatively impact your event.

4. Visitor Notification Email Alert

There are campus departments, such as Parking, UCPD, etc., that must be notified of dignitary visits to campus. Upon visit confirmation by the dignitary, the Office of Special Events and Protocol will send out a Visitor Notification email to campus representatives informing them of potential logistical coordination. The alert is not an invitation or promotion for the event. Please contact Marina Banach, Special Events and Protocol, with event details.

5. Dignitary Gifts

For dignitary visits, high-profile program participants or honorees, it is appropriate that a gift be presented on behalf of the University in appreciation or to promote goodwill. It is the responsibility of the hosting department to purchase a gift that could be presented by the Chancellor, Executive Vice Chancellor and Provost, Vice Provost, Dean or appropriate designate. For more details, please visit the UCLA Dignitary Gift website, or contact Christine Larson, International Institute, or Marina Banach, Special Events and Protocol.

UCLA Dignitary Gifts.

6. Protocol for Dignitary Introductions

When hosting a high-profile dignitary at your event, the University has established a protocol for greetings and introductions. Please be mindful that one or more of the appropriate university administrators should attend the formal greeting when a high-level dignitary visits UCLA.

UCLA Protocol for Dignitary Introductions.