The purpose of this document is to provide a comprehensive checklist of all areas that should be considered prior to hosting a delegation of visitors or a signing ceremony. If you identify other elements that can be added, please let us know.
This checklist is designed to be used in conjunction with the
Visitor Guidelines on the Global Engagement website.
- Visiting attendee list with names, titles, and organizational affiliation
- Export Control Screening completed for all visitors; and any issues resolved (link to Export Control Office)
- On campus attendee list
- Budget developed and approved
- Itinerary developed (draft available)
- Itinerary items confirmed
- Briefing materials for TAMU leadership created and shared
- Briefing materials for visiting delegation created
- Remarks prepared for any TAMU speakers
- Run of Show created for any events where TAMU leadership is invited to speak/participate
- Meeting spaces confirmed
- Gift(s) – official gift to leader of delegation; individual gifts to other delegation members, if applicable
- Meals and/or reception foods/drinks confirmed, dietary issues taken into consideration (cultural, religious, medical)
- Bottled water or coffee/tea available in meeting room depending on weather, time of day
- Lodging
- Transportation (to/from Texas, campus, and campus meetings)
- Other activities confirmed
- Flag and poles reserved from Global Engagement and set up, if necessary (link to form)
- Review of program details and materials with appropriate leadership
- Prepare and send letters of invitation for visitor as needed (draft available)
- Provide guests with access to Wi-Fi and emergency contact information
- All components of a Visiting Delegation (see above)
- Justification Statement (note to allow enough time for the review and approval of the Agreement documents)
- Document draft sent to GPS to obtain institutional approvals and/or negotiation (can take 1 to 6 months depending on complexity of agreement), and official TAMU signatory
- Language approval confirmed from the partner; obtain official English translation, if needed, from Global Engagement
- Export Control Screening Completed for foreign individuals and institutions
- Verification that TAMU official Signatory can attend the signing ceremony
- Technical issues associated with online signing ceremonies, if applicable
- Determine logistics and consider what those should be (room, set up, gifts, guests, etc.) based on level of visitors, type of agreements, signatories involved, etc.
- Locate and reserve room for the signing ceremony, with sufficient space for signatories, flags, seated guests, and a reception (if desired)
- Arrange for photography (if desired)
- Verify availability of Global engagement Department of Academic and Strategic Partnership officials and President, if necessary, for attendance or speaking
- Printing official copies of final agreement for signing ceremony, or arranging for digital document to be sent abroad if signing ceremony will take place outside the US
