1. 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

2. 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:

3. 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

4. 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

5. 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

6. Contact Us With Questions
Student Centers Leadership Team
Charles Amerson Director of Student Centers Gengras Student Union, Room 205 Phone:
Fallon Roberson-Roby Business and Scheduling Services Administrator Gengras Student Union, Room 205 Phone:
Matthew Matarese Coordinator Gengras Student Union, Room 205 Phone:
Marissa Theriault Coordinator Gengras Student Union, Room 205 Phone: