Invitation Protocols

1. Protocol for Incumbent Heads of State or Government

• Prior consultation with the University Marshal’s Office is required before initiating any invitation to a current head of state or head of government, foreign or domestic. 

• The Marshal must review and approve proposed invitations. If approved, the invitation will be extended in writing by the University President through the Marshal’s Office. 

• If the invitation is accepted, the Marshal’s Office will work closely with the relevant Harvard school, center, department, or administrative unit on the planning, protocol, security and other aspects of the visit. 

• Any invitation for a head of state or government to deliver a public address at Harvard should clearly state the University’s expectation that the speaker will participate in a Q&A session following their remarks. It is also expected that all public talks will be moderated by a faculty member. 

2. Event Planning for all Distinguished Guests

• Organizers are invited to use the Planning Checklist when considering and planning for a visit. This tool helps identify key issues and requirements early in the process. 

• Organizers serve as the official host and are responsible for all coordination (logistics, security, protocol, etc.) of the visit in partnership with the Marshal’s Office and other relevant university departments (HUPD, OVPIA, HPAC, etc.).  Organizers are also responsible for covering all event related costs such as venue, security, staffing, and hospitality. 

3. When in doubt…

• Please consult the Marshal’s Office as early as possible about anticipated invitations to foreign or domestic dignitaries, government officials, or senior public leaders. Some visits may require additional review, planning, or support even if they are not a head of state or head of government. 

Contact 

For questions or to begin the consultation process, please contact the University Marshal’s Office. Early coordination helps ensure a successful 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)