Timeline for Hosting Visitors

The following timeline may be helpful as you plan for visitors through our Distinguished Visitor program or other special guests.

Nine to twelve months prior to the visit

  • Department: discuss the possibility of a Distinguished Visitor with the Associate Provost. Share CV and other relevant information.
  • Department: once funding has been identified, the Associate Provost gets in touch with the speaker, discusses expectations and dates, negotiates, and sends out the contract. Start conversations with the visitor about his or her future responsibilities on campus (course, public talk, etc.). Guide the visitor about possible topics.
  • Department: work with the Registrar on a timeline for submitting the visitor’s new course proposal.
  • Departmental Assistant (D.A.): if your Distinguished Visitor is a “non-resident alien,” contact Liz Cody (see International Visitors) and Shari Mayer at the Business Office about appropriate visa paperwork. 
  • D.A.: request lodging for your guest in Faculty Club by completing the request form.

Six months prior to the visit

  • D.A.: reserve spaces for lectures, workshops, or other activities via Campus Scheduling/Virtual EMS
  • D.A.: add public events to the Campus Events Calendar.
  • Department: be sure to include engaging headings, short paragraphs about the speaker’s bio and research, the name of the hosting department(s), and the events’ funders. Refer to the visitor as a “Distinguished Visitor-in-Residence.” If the visitor is an alumnus/a or has received an Honorary Degree from the College, please include this information in publicity (e.g., Michael H. Armacost ’58, H’89).

Three months prior to the visit

  • D.A.: work with speaker to arrange travel to campus – flight, ground, etc.
  • D.A.: contact Catering to arrange food and beverage for dinners and events.
  • D.A.: complete the Set-Up Requests Forms necessary for the specific locations/events, and submit to the appropriate offices. 
  • D.A.: contact PEPS to make arrangements for the guest’s audiovisual needs at events/talks and to arrange video recording of the public lecture if requested by the Office of Stewardship. Request permission from the speaker to videotape the lecture for donor relations purposes for limited broadcast at the College or on the Northfield cable station.
  • Department: help speaker plan appropriate additional activities: class visits, meals with students, faculty seminar, tour of Carleton or Northfield, book signing, etc. The speaker’s Programming Expenses account can cover these expenses (this account is mentioned in the letter of contract).

For Distinguished Visitors Supported by Named Funds, work with the Office of Stewardship to:

  • Department: extend invitations for the public lecture and any special dinners or other events with the speaker.
  • Department: be in conversation with the Communications office to create the program announcement and posters. In all publicity, please refer to the visitor as a “Distinguished Visitor-in-Residence” and acknowledge funding sources. For named funds, the Director of Stewardship can provide background information on the fund for use both in printed materials and in introductory comments during the public lecture.
  • Department: collaborate with the News and Social Media Manager on publicizing information to the broader community (e.g., announcement on the Carleton website, local radio, press release in the Northfield News, etc.)

Three weeks prior to the visit

  • D.A.: submit a Stipend Request in Workday for the honorarium. Visitors who have not been paid by the College in the past will need to complete a W-9 form.

Two weeks prior to the visit

  • D.A.: notify faculty and staff about the upcoming visit and submit word of the event to the Carleton Today.
  • D.A.: confirm dinner arrangements: guest list, room reservation, catering, and Facilities set-ups.
  • D.A.: for dinners and events involving guests associated with named funds, meet with the Director of Stewardship to review event details (RSVPs, seating, nametags, etc.)

One week prior to the visit

  • D.A.: confirm itinerary with the speaker and copy those who will be in contact with the guest. For visitors supported by named funds, send a copy of the final itinerary and copies of printed materials (poster, etc.) to the Office of Stewardship.
  • D.A.: distribute posters around campus.
  • D.A.: confirm accommodations and transportation (flight and ground) for the speaker.
  • D.A.: confirm count for the dinner with Catering.
  • Department: encourage colleagues to publicize the public talk in their classes.

Week of Visit

  • D.A.: arrange for pick-up of keys for the guest’s accommodations.
  • Department: send electronic reminders to invited groups, majors, etc. about the upcoming events.
  • Department: give continued support to the speaker.
  • Department: give the speaker his or her honorarium check.

After the Visit

  • D.A.: take care of reimbursements for the speaker.
  • Department: email or send a thank you note to the speaker.
  • Department: ask students, faculty and staff about the speaker’s visit and its impact on the life of the department and beyond.
  • Department: assess the visit with the Associate Provost.