Event Preparation

Welcoming a delegation to UTSA 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 Set up Checklist:

Include a welcome Slide and/or presenting an Overview of the University

Label with: Name, Title/Organization, and the word “Visitor” 

Label with, Name, Prefix, Title, Organization. Please refer to this template. 

Include delegation title, list of visitors, and list of meetings/activities. Please refer to this template. 

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

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

Choose a well-lit location for the official photo of your delegation, ideally with UTSA 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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