Event Preparation

Welcoming a delegation to UT San Antonio is a meaningful opportunity to make a lasting impression. Proper preparation ensures your guests feel valued and supported from the moment they arrive. Below are key items to have ready to create a smooth and professional experience.

Delegation Setup Checklist

• Presentation or Visuals

  Include a welcome slide and/or an overview of the University, your unit, or college.

• Name Tags

  Label with name, title/organization, and the word “Visitor.”

• Name Tents for the Seating Chart

  Label with name, prefix, title, and organization. Please refer to the name tent template.

• Agenda

  Include the delegation title, list of visitors, and list of meetings and activities. Please refer to the agenda template.

• Beverages and Light Snacks

  Your choice of coffee, tea, water, cookies, biscuits, fruit, and/or trail mix. Consider the meeting location, guest preferences, and allergies.

• Gifts

  Select items that reflect San Antonio or Texas. Consider cultural preferences and the guests’ country of origin.

• Photo Location

  Choose a well-lit location for the official photo of your delegation, ideally with UT San Antonio signage in the background. Be sure to include all participating members in the photo. You might also consider asking them to share their social media handles so you can tag them or set them as collaborators when posting.

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