Part 1 (of 2): Protocols for Hosting International Dignitaries at Penn International Dignitary Protocols
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If you are interested in hosting an international dignitary, contact Penn Global first.
The University of Pennsylvania has a rich history of hosting dignitaries whose contributions and insights enrich the Penn community. Hosting international dignitaries is demanding and complex, requiring meticulous planning and flawless execution at every step. As the University's "go-to" for all things global, we at Penn Global understand the critical role that hosting protocols play in shaping diplomatic interactions and fostering positive international relations.
In partnership with university representatives, Penn Global developed guidelines for hosting high-level international dignitaries. High-level international dignitaries are defined as (1) sitting or former heads of state; (2) sitting vice heads of state; or (3) royalty. Guidelines should be used by Penn hosts interested in bringing international dignitaries to Penn, whether on or off campus.
Getting Started
Identify the Penn Host
Any active member of the Penn community can be a host for an international dignitary. The Penn community may include Penn Schools, departments, centers, institutes, administrative units, or student groups. Individuals coordinating on behalf of the prospective host must be actively affiliated with the University.
Contact Penn Global (Before Sending an Invitation)
Penn hosts seeking to invite an international dignitary should contact our office at least six weeks before extending an invitation and at least three months ahead of the proposed visit. Once contacted, the host will be asked to complete an intake form, which allows the University to review requests and provide guidance concerning next steps.
Complete the Intake Form
The intake form requests basic information about the proposed visit, including the purpose of the visit, proposed dates and agenda, etc. The Penn host will also be asked to provide preliminary feasibility and risk assessments. Additional information about the intake form is provided below.
Penn Global will review the intake form and provide central University administration with information on the request. Please note that once you submit an intake form, it may take up to six weeks to receive formal guidance.
Send an Invitation (With Approval)
If the request is approved, Penn Global will work with the hosting unit to issue an invitation. At minimum, the invitation should clearly state the purpose of the visit, the specific event or activity being organized, and potential benefits of their participation.
Penn Global will also provide guidance on visit preparations.
Intake Form: What is it and why is it necessary?
The intake form allows Penn Global to collect and share vital information about your request to host an international dignitary with central University leadership and administration. The information you provide will allow the University to evaluate the request and determine next steps. The information will also inform the nature of the University's involvement in the visit.
The intake form requests basic information about the proposed visit, including the purpose of the visit, proposed dates and agenda, etc. Importantly, the prospective host will also be asked to provide preliminary feasibility and risk assessments:
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Feasibility Assessment. All hosts are expected to conduct a feasibility assessment prior to inviting a visitor. The intent of the assessment is to evaluate the feasibility and appropriateness of hosting the dignitary, taking into consideration a number of factors including but not limited to budget, time, staffing, and the academic calendar.
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Risk Assessment. The Penn host is responsible for conducting an initial review of the university's relationship with the visitor by researching established agreements or partnerships. Assess the political implications and potential risks associated with extending an invitation, and consider whether the visitor’s expertise, policy initiatives, or public engagements align with the university's research focus areas or public policy discussions.
Preview the Intake Form
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Preparing for the Visit
If you are ready to plan the visit, this next page will assist you, the Penn host, with navigating the complexities of hosting an international dignitary, including seamless communication across all stakeholders, robust safety measures, detailed event planning, and proper etiquette. Our comprehensive guide and resources will ensure you plan and executive a seamless, successful visit that leaves a lasting impression.
