Processes for a VIP Visit
Inquiries regarding VIP Visits may be received at KTH from various parts of the organisation. All visitor requests must include a desired date/time and a stated purpose on the part of the visitors.
The requests for a visit are to go via KTH’s Management and the President's adviser who decides whether this is a VIP visit or not. If this is the case, an academic host is designated with clear instructions on what tasks this hosting includes. The event coordinator works together with the academic host to conduct the visit. It is also recommended to have a participating representative from the management of the university. (“cc” the event coordinator in all contacts with the academic host.)
Definitions of VIP visits
- Head of State or member of the royal family
- Elected officials
- Ambassadors
- Representatives from international organisations, such as European Union institutions or the United Nations
- Leading representatives from the business community
- Other visits that according to the assessment of the President of KTH are classified as a VIP visit.
When you would like to invite a VIP guest
Please contact evenemang@kth.se for help with managing the invitation.
KTH's Management presence during visits
With a VIP visit, it is recommended that someone from the KTH's management attends. The academic host puts together a brief with what is expected of the senior management’s presence and sends to the relevant person from the management of the university.
When visiting the schools, it is the school itself that invites representatives from the management of the university. In KTH’s Processes for Visits, the persons responsible for the visit coordinators are informed of the importance of putting together a “brief” for the management of the university. So that we can avoid double-bookings, the President of KTH’s secretary must be able to see if several representatives from the management of the university are booked and ask the host for the visit for reasons for this.
The academic host’s responsibility for VIP visits to KTH
- Programme contents
- Contact with the visitors prior to and during the visit
- Participation in the programme and contact with them
- Target group (inclujding if there is to be an audience) and contact with them
- Brief to management of the university
- Receive and host during the visit
- Responsible for the invitation and ongoing contact with participants in the programme
The event coordinator’s responsibilities during VIP visits to KTH
- Logistics such as booking of premises, catering and gifts.
- To make suggestions for arrangements, premises, suppliers, so that the visit will be as successful as possible.