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All requests to engage with political representatives or VIPs must be submitted to the Office of the President (OoP) for approval and issue from the President. 

Requests should include details of the event, the VIP's role, and the desired outcomes of the engagement. 

An Attendance Request Form must be completed and returned to the Office of the President.

The Office of the President will issue all formal invitations to political representatives and VIPs on behalf of the University by the President or nominated officer. 

N.B. Invitations must be approved by the President before being issued. 

The Office of the President will coordinate the arrival of VIPs through the requesters.

Notification of the expected time of arrival and duration of the visit must be provided to campus security. 

Contact numbers for key personnel involved in the visit must be shared with security and relevant parties in the Office of the President.

The President, or their nominee, will be the lead representative for greeting VIPs. 

A designated greeting party, including senior university officials, will welcome the VIP at Plassey House unless otherwise stated and agreed. 

The President will greet ambassadors and senior diplomats with the appropriate country flag hoisted.

After the initial greeting at Plassey House, the President, or their nominee, will accompany the VIP to the relevant campus location if required. 

The Office of the President will ensure all logistical arrangements are in place for the visit.

Campus security must be notified of the visit details, including the VIP's schedule and any special requirements. Details of this coordination must be shared with the Office of the President. 

Security will ensure the safety and smooth movement of the VIP on campus.

A list of contact numbers for the Office of the Predsident, security, and other key personnel will be provided to all involved parties. 

Contact details of the designated contact person must also be provided to the Office of the Predsident.

For visits involving diplomats, the appropriate country flag will be hoisted at Plassey House and requested by OoP through the necessary channels of Buildings and Estates. Requests to hoist alternate flags will be handled on a case-by-case basis through the Office of the President and Marcomms.

The President will greet the diplomat with the flag in view before proceeding with the visit.

The OoP will send a thank-you note to the VIP after the visit. Any actionable items will be closed off and followed up by the relevant internal stakeholder at ¾ÅÉ«ÊÓƵ and notification of same will be shared with OoP to ensure there are no outstanding matters.

Feedback on the visit will be collected and reviewed to improve future engagements. 

For any questions or further information, please contact the Office of the President Manager, Ms Leah Fennell Leah.Fennell@ul.ie