Inviting Guests

Setting the appropriate guest list is critical to a successful event. Please adhere to these guidelines for inviting the chancellor (and/or the chancellor’s spouse), provost, VIP guests such as board members and elected officials, and alumni.

Chancellor Participation

Before inviting the chancellor to any event, please follow these guidelines:

For Development/Advancement events: Please e-mail the College Development Office with the following information:

• Name of event.
• Purpose/goals of the event.
• Projected date, time and location.
• Event contact person.
• Chancellor’s role (i.e. opening remarks, speech, etc).
• What topics should the chancellor address?
• Who else is invited to the event?
• Estimated number of attendees.
• Will media be invited?
• Any other related information.

For Academic events such as workshops, seminars and lectures: Requests for the chancellor’s participation should first be vetted by the college dean. Please email Crissy Williams-Brown, with the following information:

• Name of event.
• Purpose/goals of the event.
• Projected date, time, location.
• Event contact person.
• Chancellor’s role (i.e. opening remarks, speech, etc); or is it FYI only?
• What topics should the Chancellor include in his remarks?
• Who else is invited to the event?
• Estimated number of attendees.
• Will media be invited?
• Any other related information.

Either the Development Office or the Dean’s Office will make the official request to
University Special Events requesting the chancellor’s attendance. Upon approval, a
representative from the university’s special events office will contact you regarding next steps. In certain cases, University Special Events will assume primary planning responsibilities. In other instances, a representative from University Special Events must serve on your planning committee. In addition, collateral materials such as
invitations and programs must be approved by University Special Events in consultation with the Chancellor’s Office.

Provost Participation

Requests for the provost’s participation should first be vetted by the college dean. Please email Crissy Williams-Brown with the following:

• Name of event.
• Purpose/goals of the event.
• Projected date, time, location.
• Event contact person.
• Provost’s role (i.e. opening remarks, speech, etc); or is it FYI only?
• What topics should the provost include in his remarks?
• Who else is invited to the event?
• Estimated number of attendees.
• Will media be invited?
• Any other related information.

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 confirm whether the event works with 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 involving the UNC system president, legislators, 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: Contact the assistant to the chancellor for external affairs, Julie Smith.
• UNC system president, Board of Governors and Board of Trustees: contact the secretary of the university.

Alumni

Fill out this form to request the most recent 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.