International Dignitary Protocols 2
Part 2 (of 2): Protocols for Hosting International Dignitaries at Penn
Hosting International Dignitary
Welcome to our comprehensive guide for hosting international dignitaries. Planning and executing a successful visit involve careful consideration of numerous factors, from forming a dedicated planning team to coordinating every detail of the itinerary.
If you are ready to plan the visit, this page is designed to assist you, the Penn host, with navigating the complexities of hosting an international dignitary. The guidance and resources offered on this page will ensure you plan and executive a seamless, successful visit that leaves a lasting impression.
Getting Started
Members of the Penn community seeking to invite an international dignitary to Penn, whether on campus or off, should contact Penn Global at least six weeks before extending an invitation and at least three months ahead of the proposed visit.
If you are interested in hosting an international dignitary, please first contact Penn Global. We also strongly advise that you review the International Dignitary Protocols homepage.
Planning the Visit
If you have already worked with Penn Global to extend an invitation and that invitation has been or is likely to be accepted, you are ready to plan the visit.
To start, Penn Global will provide guidance on visit requirements and collaborate with you, the Penn host, to delegate responsibilities effectively. Guidance will adhere to the comprehensive resources document (linked below), which offers detailed guidance on every aspect of hosting international dignitaries, including but not limited to:
- Forming an effective planning team
- Identifying and effectively communicating with stakeholders
- Developing a detailed itinerary
- Organizing public events
- Coordinating safety and security
- Adhering to protocol and etiquette (e.g., greetings, cultural awareness, gifts, etc.)
Please note that the nature of Penn Global’s involvement will depend on the specific requirements of any given visit. Please feel free to reach out to Penn Global with any questions you may have at any stage of the process.
Additional Resources
Following are additional relevant policies, procedures, and resources you may wish to consult as you plan the visit.
Safety and Security
Penn hosts can request a security assessment or officer support for events by submitting the Special Event Security Request Form available on the Division of Public Safety website.
https://www.publicsafety.upenn.edu/contact/special-event-security-request-form/
Event Planning
Penn’s Temporary Standards and Procedures for Campus Events and Demonstrations
All Penn community members should review and adhere to the Temporary Standards and Procedures for Campus Events and Demonstrations when hosting an event. The purpose of these guidelines is to reinforce and reaffirm Penn’s commitment to open expression.
https://catalog.upenn.edu/pennbook/temporary-standards-procedures/
Penn’s Open Expression Delegates
As part of the responsibilities for enforcing the Guidelines on Open Expression, the Vice Provost may send an observer, known as a VPUL Open Expression Delegate, to meetings or demonstrations which may involve violations of the Guidelines. The Delegate is a Penn staff or faculty member who has been selected to uphold the Guidelines. The Delegate’s role is to protect the rights of the meeting or demonstration participants to express their opinions in non-disruptive ways, as well as to protect the rights of other members of the University community to conduct normal business.
https://osa.universitylife.upenn.edu/oe/
Penn’s Event Planning Resources
An online resource for planning an event or reserving a space on campus.
https://www.upenn.edu/services/event-planning
Protocols and Etiquette
The US Department of State Office of the Chief Protocol created guidance on hosting international dignitaries. This resource can be informative when hosting an international dignitary to ensure proper preparation for your visit.
https://www.state.gov/protocol-reference/