Guide to Visitor Scheduling

The University of Arizona now has a travel portal website that contains links to contracted travel
accommodations for airlines, hotels, car rentals, etc. The prices found through this site are often
significantly less than going directly to the agencies themselves. Check it out.

Identify type of Visitor You will need to request MeetingMaker access to the visitors schedule. Mary Carter can help with this.	Faculty Search Candidate Colloquium Speaker Seminar Speaker Collaborator		Foreign Visitors Requirements
Host Name:	Professor who invited visitor
Speaker Name:	Institution From	Department	Their Web site
	Email Address	Phone Number
Date:	Arriving	Seminar	Departing
Make Hotel Accommodations:	Confirmation Number Give Directions to Hotel/Bed Breakfast	Address	Phone Number
Travel Information:	Airline	Departure Time	Arrival Time
	Shuttle	Rental Car
Directions to University:	Coming from Phoenix Airport		Directions from Phoenix to Tucson
Schedule Visits Using MeetingMaker: Get a list from the host on specific people to see. Schedule professor visits1/2 to 1 hour visits(try to keep the visits in the same building so that the visitor is not traveling from one building and then back to the next). Schedule lunch with graduate students and professors. Schedule dinner arrangements; location; time; number of guests. Include the office and phone number in the notes section of MeetingMaker for each meeting. Publish MeetingMaker Schedule and put in mail boxes of scheduled visits.
For Seminar Speakers speak to the Administrative Seminar Coordinator
Seminar:	Reserve Room for Seminar	Get Title and Abstract from visitor
	Find out from Host when Faculty Search Candidate Brown Bag will be:		Schedule the room. Normally it is the day after the seminar.
Catering:	Order Food	Schedule time food will be delivered to seminar
	Restaurant Guides Vegetarian Restaurants
Information on reimbursing visitors travel and lodging expenses.		Check Request Instructions \| U of A Form Receipt Instructions
How To reimburse for Alcohol with Faculty Recruiting, Colloquia and Eminent Scholar Seminar Business Entertainment.
ChemPro Relocation Services Arizona Star Newspaper Tucson Citizen Newspaper Here in Tucson Relocation Services for Post Docs, Faculty and others Information from Human Resources On campus housing Off campus housing