Hosting International Visitors

Office of International Programs

Faculty and administrators often host international delegations for short-term campus visits to discuss mutual collaboration opportunities, explore research collaborations, or to develop educational partnerships. The following resources and shared templates will assist you in planning for international visitors.

Many international visitors require an invitation letter, especially if they are seeking financial support or a visitor visa. The Office of International Programs (OIP) can provide sample invitation letters and they should be signed by the appropriate authority on campus before committing to an invitation. Contact the OIP as one of your first steps, and ensure that you've communicated plans with your direct supervisor and the relevant academic Chairs, Directors, and Deans. 

Purpose of the Visit

As you consider hosting international visitor, it is helpful to identify the reasons for doing so. Some common objectives for these visits may include:

• Enhancing the educational or research capacity of your individual department, academic unit, or the broader University.
• Creating new learning opportunities for UT Tyler students in collaboration with an international partner.
• Exploring new opportunities for bringing international students to your academic program.
• Exchanging knowledge and ideas around topics of mutual interest.
• Visit formats may range from courtesy calls or general introductions to detailed partnership planning or celebrations of particular shared accomplishments.
• The following questions can help you plan the actual visit:
  • What is your history with the visitors?
  • Do you (or your unit) have an existing relationship with the organization or does the visit represent a new area for collaboration?
  • Is there sufficient faculty/staff interest among your colleagues to explore collaboration with the visiting organization or institution? If so, what are those particular areas of interest?
  • How do they align with the goals of the visitors?
  • Who requested the visit?
  • Did you extend an invitation or did the visitors contact the University?
  • What are the benefits of this visit for your department, academic unit or the broader UT Tyler community?
  • What costs and time commitments will be involved with the visit?
  • Who are the members of the visiting delegation?
  • Are you able to connect visitors to UT Tyler counterparts with similar titles or status?
  • Scheduling and availability may be factors for consideration.
    
    

Planning Checklist

The following tips can guide departments and units in hosting international visitors.

• Communicate with the visitors to acknowledge the request and adjust or confirm the timing of the visit.
• Consider the UT Tyler academic/athletic calendar, weekends, holidays, graduation ceremonies, and availability of people to meet with the visitor when scheduling the visit.
• Hosting a delegation during a large athletic event or graduation weekend might impact your ability to secure hotels, etc.
• Identify a coordinator for the visit to build the itinerary, schedule meetings and address logistical questions.
• The coordinator is typically a faculty member or administrator within the host unit.
• Prepare formal invitation letters for the visitors, if requested. Such letters are often needed to help the visitors obtain U.S. visas.
• Be sure to include the full name of each visitor, the dates they will be on campus and the purpose(s) of the visit.
• List visit-related expenses (e.g. hotels, hosting, etc.) and clarify who is paying for each expense.
  Consider the “levels” of the visitors.
• The protocol involved will vary greatly between the visit of a professor/researcher and the visit of a high-ranking university or government official.
• Determine what events and activities are possible (e.g., lectures, presentations, receptions, meals, business meetings, facilities tours, etc.).
• Build an itinerary that includes full titles, contact information and bios for each visitor.
• This background information helps UT Tyler colleagues better understand the context of the visit.
• Where possible, incorporate the cultural customs of the visitors’ home country and use formal salutation where appropriate.
• Determine any special needs of the visitors:Disabilities – important for securing a hotel or meeting locations
  • Dietary restrictions (for health or cultural reasons) – important to consider when catering in lunch or dinner
  • Transportation – determine whether the visitors will need transportation from the airport to hotel or around campus
  • Language – address needs for translation services