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Student Organization Policy on Inviting Heads of State and Distinguished Guests 

To ensure distinguished guests receive the highest level of support and experience at Harvard, student organizations must follow the process outlined below when planning to invite distinguished guests, including incumbent heads of state or government. 

1. Initial Planning and School Oversight 

Before extending any invitations, student organizations must initiate the review process with their school’s designated oversight office. This is typically one of the following: 

– Dean of Students Office
– Student Affairs Office
– Office of Community Engagement

These offices are responsible for providing school-specific guidance, outlining internal requirements, and approving the planning process before any formal outreach may occur. 

In addition, the student organization is expected to demonstrate access to sufficient resources to plan and execute the event effectively. This includes budgeting for all event-related costs, such as venue, security, staffing, and hospitality. The hosting organization is responsible for covering all associated expenses. 

2. Coordination with the Marshal’s Office 

For all distinguished guests, student organizations and school advisors are invited to consult with the University Marshal’s Office early in the planning process to: 

– Ensure compliance with university-wide protocols for hosting distinguished guests 
– Identify and resolve any potential scheduling or invitation conflicts 
– Request a planning consultation 
– Coordinate any formal university welcome or meet-and-greet 
– Address any policy or procedural questions related to the visit 

3. Special Requirements for Heads of State or Government 

All invitations to incumbent heads of state or governments are issued by the Marshal’s Office. Student organizations cannot extend an invitation directly to a head of state or government. When considering an invitation to an incumbent head of state or government, the following additional requirements apply: 

– The University Marshal’s Office must be consulted at least six (6) weeks in advance of the proposed invitation to allow adequate time for planning and coordination. 

– A senior faculty member or university administrator must provide formal written support and take full responsibility for oversight of the visit and related events. 

– If the invitation is approved, it will typically be issued by the President of Harvard University in accordance with official university protocol. 

– Upon acceptance of the invitation, the Marshal’s Office will work closely with the sponsoring faculty/administrator, student organization, and school advisors to coordinate logistics, protocol, event planning, and security measures. 

Contact 

To initiate the consultation process or obtain further guidance, contact the University Marshal’s Office. Early engagement is strongly encouraged to ensure adequate planning and appropriate protocol. 

For guidelines on political activities such as campaigns, please refer to Harvard’s Office of General Counsel: political_guidelines_final_revised_jan_2016_public.pdf (harvard.edu) 

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