DIGNITARY VISITS TO CAMPUS:
PROTOCOL AND NOTIFICATION PROCEDURES

External Affairs has been designated as the central campus resource for issues of protocol and assistance in connection with campus visits of state, national and international dignitaries.  These guidelines have been developed to ensure that the event will be well coordinated throughout the university.

• Invitation Protocol
• Protocol for Dignitary Introductions
• Event Expenses
• Dignitary Gift
• VIP/Dignitary Notification email

Invitation Protocol

Prior to extending an invitation to a high-level dignitary, complete the Visiting Dignitary Form and forward to the External Affairs Vice Chancellor's Office in care of Nancy Lumsden. A high-level dignitary is defined as follows:

• heads-of-state/government
• high-ranking members of royalty
• U.S./foreign first spouses
• former heads-of-state/government
• sitting United States Cabinet members
• current and former United Nations Secretaries General
• California Governor and/or first spouse
• U.S. Senators and Representatives
• Los Angeles Mayor

The Chancellor reserves the right to extend these invitations.   External Affairs will consult with the Chancellor to determine his involvement, coordinate his participation as needed, ensure all protocols are followed and assist in notifying campus departments that may be affected by these events.

When hosting a high-profile dignitary at your event, the University has established a protocol for greetings and introductions.  Please be mindful that one or more of the appropriate university administrators should attend the formal greeting when a high-level dignitary visits UCLA. For more details, please download the UCLA Protocol for Dignitary Introductions or contact the Marina Banach, Office of Special Events and Protocol.

Event Expenses

Hosting a high-profile dignitary at your event often involves sensitive and heightened diplomatic and security measures, often at an increased cost.   As a general rule, these additional costs are borne by the host department.  Contact the Office of Special Events and Protocol early in your planning to avoid unanticipated expenses.

Dignitary Gift

For dignitary visits, high-profile program participants or honorees, it is appropriate that a gift be presented on behalf of the University in appreciation or to promote goodwill. It is the responsibility of the hosting department to purchase a gift that could be presented by the Chancellor, Executive Vice Chancellor and Provost, Vice Provost, Dean or appropriate designate. Contact Marina Banach, Special Events and Protocol.

VIP/Dignitary Notification email

A VIP/Dignitary Visitor Notification email has been established to alert specific campus departments that may be affected by these visits. The Office of Special Events and Protocol should be notified when invitations are extended to international or American leaders whose presence may demand a heightened sensitivity to security and/or protocol issues; attract a large audience; or require increased logistical coordination.

The alert is not an invitation or promotion for the event, but rather a heads-up for potential logistical coordination. Campus departments receiving the notice may include: the Chancellor’s Office, U.C. Police Department, Media Relations, Government & Community Relations, Center for Student Programming, the International Institute, and Transportation Services. For the purpose of this notification, these individuals would include current:

• Ambassadors, foreign ministers, consuls general and other high-ranking international government officials
• United States/local elected officials
• High-profile political, religious or controversial individuals who may generate a large audience
• High-ranking University of California representatives including regents, officers, or presidential senior staff.

Email Marina Banach the event details including date/time, visitor’s name and title, location, purpose of visit, Chancellor’s involvement, targeted audience, campus sponsor, staff coordinator, phone number, and estimated attendance. Indicate if the event is event open to the public or by invitation only.