Presidential Participation

• The attendance of the President at an event or interaction requires a high level of coordination and preparation. Please ensure there is a contact person in the unit who can be the main liaison for DPAE and the Office of the President. 
• Once approved, a Presidential briefing and bio are required if the President is attending an event. You will work with your Philanthropic Advisor and DPAE leadership to ensure these are created properly and submitted on time.  
• Event logistics will need to be reviewed in advance as it relates to the run of show, the President’s role and remarks, and seating charts. Please be prepared to share those items more than a week prior to the actual event. 

• Contacting the President’s Office directly 
• Requesting attendance at an event or meeting less than 4 weeks in advance 
• Not having a staff member to manage the logistics required of presidential attendance 
• Asking for the president to come to a repeat event with the same alumni/donor audience

• Determine the nature of the request, including dates, times, etc. Consider if the First Lady would/should be included 
• Ensure that the Dean/VP of the unit has signed off on the request
• Fill out the DPAE Presidential Request Form completely for any item related to alumni and donors
• DPAE will review the request in bi-weekly Presidential Strategy meetings and submit to the Office of the President if applicable (or work with you to do so)
• The Office of the President will review the official request form and meet with the President to determine availability 
• DPAE will coordinate with designated staff member in the unit to ensure that all details are in place
• The unit will be provided a template for the Presidential Briefing and given guidance on how to request Presidential Bios through the PA or PM for case type DPAE Prospect Research> Bios - Individual Meeting or DPAE Prospect Research>Bios - Events
• RSVPs for the event (if applicable) should be collected through DPAE systems by working with the unit's Project Manager. 
• An onsite liaison will need to be present (if not a DPAE staff member) to ensure a parking space is secure and the President has everything needed at the event/meeting. 
• After the event/meeting, feedback on meaningful donor and alumni interactions with the President needs to be submitted to Banner through the unit’s Philanthropic Advisor or by the Contact Entry Form if easier.  

How far in advance do I need to ask for the President to attend?
As far in advance as possible, as the President’s schedule fills months in advance. There is a minimum of four weeks. 

Will we have to do anything special if the President attends an event or meeting?
Yes, there are additional steps that must be taken if the President attends, including Presidential Briefings, Presidential Bios (on attendees), a review of seating, run of show and remarks. A reserved parking space should be secured. 

If the President attends an event, does there need to be a speaking role?
Generally, yes. If the President is attending, there should be space in the run of show for presidential remarks, which will require a draft from the unit. 

Why would the President not attend my meeting or event?
There could be a few reasons why the President may not attend a requested event or meeting. First, scheduling on the President’s calendar can be difficult if you have a set date. Second, if the attendee list does not include Presidential-level donors and prospects. Third, if the President has come to an annual event and spoken before to the same audience. 

Who has final say on the President’s attendance? 
The President’s Office will make the final selection on which events fit the President’s schedule, role, etc. DPAE will review requests and make recommendations as it relates to alumni and donor attendance and strategy.  

If you have any questions, contact Leigh Greenfelder at lgreenfe@kent.edu.