Inviting Guests

Setting the appropriate guest list is critical to a successful event. Please adhere to the guidelines below for inviting the following:

Chancellor
Provost
VIP Guests (Board members, elected officials)
Alumni


Chancellor Participation

Before requesting the Chancellor's participation at any event, please follow the guidelines below:

  • For Development/Advancement events:  Requests for the Chancellor's participation at development events are done through an online form (submitted by the College Development Office). To request the Chancellor's participation at a development event, please send an e-mail to the College Development Office, with the following information:
  1. Name of event.
  2. Purpose/goals of the event.
  3. Projected date, time and location.
  4. Event contact person.
  5. Chancellor's role (i.e. opening remarks, speech, etc).
  6. What topics should the Chancellor address?
  7. Who else would be invited to the event?
  8. Estimated number of attendees?
  9. Will media be invited?
  10. Any other related information regarding the event.
  • The request is reviewed by the Vice Chancellor for Advancement, who makes the recommendation on the Chancellor’s participation. 
  • If the Chancellor can participate in your event, a representative from Public Affairs must serve on the planning committee to offer assistance and to ensure that university protocols are followed.
  • All collateral materials, such as invitations and programs, must be approved by Public Affairs in consultation with the Chancellor’s office. Public Affairs can also provide other resources and vendor lists that may be needed to support the event. 
  • For Academic events (i.e. workshops, seminars, lectures, etc): Requests for the Chancellor's participation at academic events should first be vetted by Dean Braden. To request the Chancellor's participation at an academic event, please send an e-mail to Crissy Williams-Brown, with the following information:
  1. Name of event.
  2. Purpose/goals of the event.
  3. Projected date, time, location.
  4. Event contact person.
  5. Chancellor's role (i.e. opening remarks, speech, etc) - or is it FYI only?
  6. What topics should the Chancellor include in his remarks?
  7. Who else would be invited to the event?
  8. Estimated number of attendees?
  9. Will media be invited?
  10. Any other related information regarding the event.
  • If the Dean approves the request, his office will e-mail the request/information to the Chancellor's Office. The Chancellor's staff will then look at the calendar to see if it will fit into the schedule.

Provost Participation

Requests for the Provost's participation at any event should first be vetted by Dean Braden. To request the Provost's participation at an event, please send an e-mail to Crissy Williams-Brown, with the following information

  1. Name of event.
  2. Purpose/goals of the event.
  3. Projected date, time, location.
  4. Event contact person.
  5. Provost's role (i.e. opening remarks, speech, etc) - or is it FYI only?
  6. What topics should the Provost include in his remarks?
  7. Who else would be invited to the event?
  8. Estimated number of attendees?
  9. Will media be invited?
  10. Any other related information regarding the event.
  • If the Dean approves the request, his office will e-mail the request/information to the Provost's Office. The Provost's staff will then look at the calendar to see if it will fit into the his schedule.

VIP Guests

  • Public Affairs will assist in determining the list of VIPs that are appropriate for major events that involve the Chancellor.
  • Events or meetings including the UNC President, legislators, or members of the Board of Governors or Board of Trustees should be coordinated through the Chancellor's Office. This process will help eliminate overlapping requests and allow NC State to consider packaging or prioritizing events. 
    • Elected Officials: Assistant to the Chancellor for External Affairs, Sarah Stone .
    • UNC System President, Board of Governors and Board of Trustees: Secretary of the University, PJ Teal. 

Alumni

  • Fill out this form to request the latest list of alumni. Please allow a three-day turnaround for alumni list requests. Provide detailed information on how the list will be used and what contact information you require: postal addresses or e-mail. Lists will be provided in Excel format.