TRAVEL: Providing the visiting delegation liaison with information regarding travel, including on campus parking, accommodation, services and local interests, as needed.
LOGISTICS: Discussing logistics with the visiting delegation liaison.
ACCESSIBILITY: Asking about any accommodation requirements. Find more about Accessible Event Planning.
ITINERARY: Developing the itinerary for the visit, in collaboration with campus participants.
- (MS Word 50 KB) Sample visit itinerary and meeting agenda
- Meeting namecard sample (MS Word 1.2 MB)
- Identify one chair for each meeting. Meeting chairs greet guests, make introductions, present gift(s) to the highest level delegate, chair the meeting, ensure the meeting stays on schedule, and introduces guests to next meeting chair
- Book meeting room(s)
- Arrange a campus tour, if applicable, befitting the guest's goals (may include labs, residences, The Isabel, Innovation Park, Queen's Library, etc.)
BACKGROUNDER: Creating a backgrounder of the visitor(s) and their institution for on campus participants:
- Backgrounder/ briefing note template (MS Word 30 KB)
- Request biographies of lead guests, and identify significant and relevant academic and research connections between Queen's and the visiting institution, international ranking, etc.
- Distribute itinerary and backgrounder to campus participants at least five working days prior to the visit, allowing time for feedback/corrections
- Distribute a finalized the itinerary to the international delegation liaison at least three days prior to the visit
- A backgrounder may also already be prepared depending on the country by the Office of the Associate Vice-Principal (International) with regard to country's connection with Queen's.
BUSINESS CARDS: Reminding Queen's attendees to bring enough business cards to present to guests.
ETIQUETTE: Providing information regarding etiquette. See Executive Planet guidelines for business etiquette
FOOD AND BEVERAGE: Arranging food and beverage. (Please note: not all visits will require food and beverage)
Depending on the type, purpose and length of visit, food and beverages should be considered whether appropriate to serve. Generally, if the delegation is staying for more than a couple of hours, with more than one meeting, it would be appropriate to provide a coffee/tea break.
Please keep in mind that the financial responsibility of providing food and beverages to guests is the responsibility of the visit host or if arranged ahead of time, another unit/department. If the visit is a full day, it is advised that you provide a lunch to the visitors.
There are numerous options on campus that provide catering services:
AUDIO VISUAL / IT: Determining if AV / IT services are required, and work with host department's IT representative to arrange set up.
GIFTS: Preparing gifts, institutional and/or individual as appropriate. In most cases, one institutional gift is appropriate. When choosing a gift consider cultural cues. If available, ask advice from a Queen's staff member who has the same cultural background, or significant knowledge of the guests culture.
When in doubt, contact Michael Green in the Office of the Vice-Provost, International for advice/assistance: firstname.lastname@example.org, 613-533-6000 extension 77781
We suggest where possible, the gift be made in Canada, and be representative of Queen's and/or Kingston. Often these can be the Queen's label pin, a Queen's pen or something similar with the Queen's logo.
Institution-level gifts should be light, non-breakable, and non-perishable.
Smaller, individual gifts may be food as the guest may wish to enjoy a treat during their travels.
Guests may or may not open gifts in front of you; take your cue from the guests.
INFORMATION PACKAGES: Preparing information packages for guests. Information packages typically include:
- Queen's Viewbook
- Queen's International Viewbook
- Queen's Strategic Framework
- Queen's Comprehensive International Plan
- Queen's Strategic Research Plan (optional) and latest issue of (e)Affect Magazine
- Bader International Study Centre Viewbook (optional)
- School of English Viewbook (optional)
- School of Graduate Studies Viewbook (optional)
- Campus Map (print outs or by way of a link)
- any other information relevant to the theme of the visit or the interests of the guests