To ensure successful visits by elected officials and government representatives, all invitations and campus appearances must be coordinated with the Office of the President. This process helps the university maintain positive relationships, manage logistics, and comply with institutional and legal requirements.
If you would like to invite an elected official or government representative to campus, please be mindful of the following steps:
1. Before Extending an Invitation
- Consult the President’s Office
Contact the President’s Office before reaching out to a public official. This ensures appropriate coordination and prevents scheduling conflicts. - Provide Key Details
Be prepared to share:- The name and title of the official
- The proposed date(s) and time(s)
- The purpose of the visit (e.g., speaking engagement, campus tour, classroom visit, meeting)
- Sponsoring department or group
2. Working with the President’s Office
- Formal Invitation
Once approved, the President’s Office will guide you on the appropriate format and sender for the invitation (e.g., letter from the President or the sponsoring department). - Logistical Planning
The President’s Office will assist with:- Scheduling and protocol
- Security coordination (if required)
- Public relations and media considerations
- Transportation and parking
- Hosting responsibilities
3. During the Visit
- Hosting Roles
The President’s Office will identify who should accompany the official, make introductions, and represent the university. - Media & Communications
All publicity, press releases, and photography must be coordinated through the Director of Media Relations in collaboration with the President’s Office.
4. After the Visit
- Thank-You Correspondence
The President’s Office will assist or advise with follow-up communication to the official. - Debrief
Departments may be asked to provide a short summary of outcomes or next steps following the visit.
Contact
For questions or to begin the process of inviting a public official to campus, please contact:
Jeremy Gillam
Office of the President
Director of Governmental Relations and External Affairs
jgillam@uca.edu
501-450-5004