Guidelines for Hosting International Guests
This is a guide for Colleges, Departments and individuals who intend to host visitors from outside the US. To ensure that all such visitors are welcomed appropriately and to avoid duplication of effort, or prevent lapses in protocol, please note the division of functions between the host (College, Department or individual) and the Office of International Affairs (OIA).
* “International guests” described here are basically short-term visitors coming to TTU as courtesy visit, as guest lecturer and performer, or to have meetings with TTU units, and normally stay for few days to a week. Visiting researchers and scholars who come to do research or to teach on J-1 visa status are not expected in this category.
- Hosting visitors from abroad is the primary responsibility of the party inviting the guest(s), regardless of the number of guests, length of stay, or purpose of the visit. The host should clarify with the visitor(s) in advance who is responsible for costs related to the visit. The host is also responsible for arranging “meet and greet,” housing, transportation, logistics, and itineraries for the visitor(s). OIA is available to provide advice on protocol, cultural issues, representational events, schedules, etc., but does not have any funding to support visitors.
- For visitors from countries that require a visa and a formal “invitation letter” OIA can prepare and send such a letter signed by Vice Provost for International Affairs (VPIA) based on information provided by the host. OIA will send the original letter by regular air mail and send a copy to the host. In cases of urgency, OIA will provide the host with the original for transmission via fax or courier service.
- For VIP Visitors, OIA is available to help arrange meetings with high level University officials, and the VPIA is available to attend such meetings if so desired by the host.
- International guests are welcome to visit the International Cultural Center (ICC) and OIA staffs are available to provide tours of the facilities. OIA can also provide a brief PowerPoint overview of TTU. Please contact Bob Crosier (bob.crosier@ttu.edu or 742-2218) to make arrangements.
- If a representational function (lunch, dinner, reception, etc.) is required, OIA can make the arrangements and provide protocol guidance. All associated costs are the host’s responsibility.
- Functions at the ICC. Subject to availability, the hosting unit may hold a lecture, reception or other event at the ICC for the visiting guest(s). If this is collaboration between a TTU unit and the OIA as part of an official visit, the facility rental fee will be waived. The cost for catering, refreshments, advertising, overtime for OIA staff, and any other event related expenses is the responsibility of the hosting unit. Please note that TTU has certain policies and guidelines on catering and serving alcohol. To reserve an ICC facility, please contact Christi Felton (christi.felton@ttu.edu or 742-2218). Please reserve early, as the ICC has a very full events calendar.
- Formal Agreements. If the purpose of the visit includes establishing or renewing an agreement with an international institution, OIA can assist with preparation of the document and organizing a signing ceremony (if required). In most circumstances, the agreement needs to be finalized by the time of the visit to ensure that the document fulfills all requirements, and to avoid any last minute delays.
- Visits Initiated from Abroad. If an international institution or individual contacts OIA directly to initiate a visit to TTU, OIA will contact the appropriate TTU organization to determine the level of interest and potential support.
Whether or not you need OIA’s assistance, please notify OIA (bob.crosier@ttu.edu) and Tax Compliance and Reporting Office (TCR) (noel.a.sloan@ttu.edu) of your guest’s visit as soon as the guest accepts the invitation. This is important for the university to legally make payments for professional service fees and/or travel expenses. Please include the following in the e-mail:
- The guest’s name and country of origin
- The dates of the visit
- The purpose of the visit and the benefit to the university
For further instruction regarding the payment related to the international guests, please contact with the offices involved depending on individual situations.