Toolkit for Hosts of International Delegations

Welcome UTSA Faculty and Staff,

Around the world, international delegations are quite formal and characterized by generous hospitality. Texas and San Antonio are known for their generosity as well and international visitors regularly leave UTSA impressed with our institution and the welcome they have received. Hosting an international delegation is a valuable opportunity to foster global partnerships and showcase the university’s commitment to academic and cultural excellence. This toolkit is designed to assist faculty and staff in organizing and hosting impactful visits. Inside, you’ll find helpful resources, checklists, and best practices to ensure a seamless, professional, and memorable experience for our international guests. Before diving into the planning steps, let’s review some key guidelines for hosting foreign nationals to ensure compliance, cultural sensitivity, and a warm welcome

Here’s a summary of the steps in the Delegations Toolkit where you can access checklists, tips and templates to guide your planning.

1. Request a Compliance Screening
   1. Email export@utsa.edu with your guest’s name, email, title, and citizenship. This is required for all international visitors.
2. Clarify Financial Responsibilities
   1. Determine what costs will be covered by your department and your guest.
3. Use Planning Templates
   1. Formal invitation letter Template (visa purposes, travel approvals)
   2. Agenda Template 
   3. Name tents template 
4. Send Invitations
   1. Issue formal invitations and calendar invites to your guest(s) 
5. Other Essential Elements
   1. Documents – What materials need to be ready in advance? 
   2. Accommodations – Where will your guests stay? 
   3. Meals – What local options reflect UTSA’s hospitality? 
   4. Activities – What cultural or recreational sites might interest them in San Antonio? 
   5. UTSA Experience – What parts of campus should be highlighted? 
6. Final Preparations