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High-Profile Visiting Dignitaries

Proper protocol is essential in the initial contact with high-profile visiting dignitaries and throughout the event planning process. An invitation to a significant campus event must be extended from the Chancellor. The Chancellor reserves the right to extend the invitation to high-profile dignitaries, including—but not limited to—the sitting or former president of the United States and high-ranking representatives of foreign governments.

Dignitaries may be defined as any of the following:

  • Current or former chiefs of state, heads of government, or their spouses
  • High-ranking members of royalty
  • United Nations secretary general
  • High-ranking representatives of foreign governments
  • Religious or spiritual leaders, such as the pope or the Dalai Lama
  • Members of the United States Cabinet
  • Members of the United States Congress (senators and representatives)
  • Governor of the state of California and/or first spouse
  • Mayor of San Diego
  • University of California chancellors or California State University presidents

Prior to extending an invitation to a high-profile visiting dignitary, contact the Office of Special Events and Protocol at (858) 822-1400 or sep@ucsd.edu. SEP staff will advise you on the steps to gain the Chancellor’s approval for the event and the invitation.

Invitations to governmental or elected officials require additional protocol decisions, which SEP staff and their colleagues in government relations can provide. If in doubt about issuing an invitation, contact SEP, and the staff in partnership with Government Relations will provide guidance.

Chancellor and Administrator Roles

The invitation—and acceptance—to your event begins with intensive planning, and Special Events and Protocol will advise you about next steps. In addition to the chancellor reserving the right to extend the invitation to any dignitary, his/her role may also include the following:

  • Extending personal invitation letters to dignitaries
  • Serving as host or cohost on printed invitations sent to guests
  • Greeting dignitaries and their delegations upon their arrival
  • Providing welcome remarks and introducing the dignitary at any program
  • Presenting any honors bestowed upon the dignitary
  • Presenting an official gift on behalf of UC San Diego

You will need to be mindful that one or more of the appropriate campus administrators should attend the formal greeting when a high-level dignitary visits UC San Diego. The chancellor may recommend that his/her role be conducted by another campus official of his/her designation. SEP will advise on the appropriate protocol, including the briefing format and staffing of the chancellor and/or senior administrator(s).