Very Important Persons A very important person (V.I.P.) is a person who is accorded special privileges due to his or her status or importance. Examples include celebrities, politicians, major employers, high-level corporate officers, wealthy individuals, or any other notable persons who receives special treatment & a higher level of comfort or service

University Officer Briefing Memo A briefing memo is a document printed on official letter head that is used to inform the University’s Administration regarding important special events at the University. The memo should include: To: Who is getting the memo using their names and proper titles CC: Entities that need to be carbon copied. These are usually those who either support University administration’s calendars or those who are already aware of the event From: Usually this will come from Student Centers Administration with assistance from the Event Coordinator Date: Date the memo is submitted for distribution Name of Event: Date of Event:

University Administration Briefing Memo Aspects of a Briefing Memo Continued Time of Special Event Location Purpose of Special Event Role of the University Officer Invited Attendees: A summary of the target audience in attendance Attire: Formal, business casual, casual Attachments: Timeline, Guest List, Guest Biographies, Speaking Remarks, Seating Arrangements, Menu Event Coordinator: Name of Event Coordinator and Contact Information

Areas That Should Be In The Know Institutional Advancement This division works with generous donors, alumni and friends to connect with many different constituencies, all working together to support the University’s continued transformation—academically, physically, and financially. Offices within Institutional Advance include: Alumni Relations Annual Fund Corporate and Foundation Relations Donor Relations Planned Giving Office of Marketing and Communication Government And Community Relations The institutional connection to town, state, and federal government, furthering the interests of the University of Hartford and higher education in general

University Administration Attendance Protocols Keep the following guidelines in mind when inviting the President, Provost, Vice Presidents or other high level University staff (a.k.a. “Officers”)to your events: The Officer should not speak during active meal service The Officer must be introduced or recognized The Officer should introduce the key note speaker, whenever possible Someone should immediately greet and update the Officer when he / she arrives and communicating last-minute changes in the program Someone should answer questions the Officer may have regarding the event Someone should introduce key guests and ensuring that the Officer is able to circulate among attendees Ensuring that the Officer is able to depart with ease and minimal disruption

Contact Us With Questions Student Centers Leadership Team Charles Amerson Director of Student Centers Gengras Student Union, Room 205 Phone: 860.768.4413 amerson@hartford.edu Fallon Roberson-Roby Business and Scheduling Services Administrator Gengras Student Union, Room 205 Phone: 860.768.4757 scasched@hartford.edu Matthew Matarese Coordinator Gengras Student Union, Room 205 Phone: 860.768.4283 matarese@hartford.edu Marissa Theriault Coordinator Gengras Student Union, Room 205 Phone: 860.768.4283 theriault@hartford.edu