Protocols for Student Organizations for Inviting Dignitaries and Other Distinguished Guests, Including Heads of State and Heads of Government

---

Student Organizations

To ensure distinguished guests receive the highest level of support and experience at Harvard, the following procedures must be followed by student organizations when inviting dignitaries and other distinguished guests, including current heads of state or heads of government.

1. Planning and Review: All proposed invitations to distinguished guests must begin the planning and review process with the student organization’s oversight entity.  For school-based student organizations, this is typically the school’s Dean of Students Office, Student Affairs Office, or Office of Community Engagement, who determine the school-specific requirements and review process for hosting such distinguished guests.

Important Considerations:

a) Oversight and Support: Is there a senior faculty member or administrator committed to supporting the event?

b) Resources: Are there sufficient resources to properly host the dignitary, including coverage for security costs, venue, and other event needs?  The hosting organization is responsible for all costs associated with the visit.

2. Marshal’s Office Consultation:  School advisors and the student organization(s) are welcome to contact the Marshal’s Office to report on a potential visit, ensure proper university procedures and protocol are being followed, check to see if there are conflicts with other proposed invitations, request a consultation meeting, coordinate an official meet and greet, and/or ask any inquiries related to hosting dignitaries. 

Heads of State/Government:

a) The Marshal’s Office MUST be consulted with prior to proceeding with any potential invitations to incumbent heads of state or government.  A minimum of six weeks’ advance notice is required for thorough planning and coordination.  The Marshal’s Office will work closely with school advisors and the student organization to review and grant approval for such requests. 

b) Student organizations MUST obtain support from a senior faculty member or administrator, such as a faculty director or executive director of a related center or institute, who will take oversight responsibility for the visit/event.

c) If approved, the invitation will typically be issued by the President of Harvard University or their designee, following the protocol guidelines determined by the Marshal’s Office. 

d) Once an invitation is accepted, the Marshal’s Office will work closely with school advisors, faculty/administrator sponsor, and the student organization on the planning, protocol, security, and other important components of the visit.

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)

---