VIP & Presenter Arrangments

Indiana University leadership is continuing to monitor the rapidly evolving novel coronavirus (COVID-19) situation and adopt policies to protect our students, staff, faculty, guests, and the community.

As a result, many IU conferences, events, and programs have been or will be rescheduled, moved to an online format, and possibly cancelled. We suggest you check event websites, watch your email, and/or contact event organizers before traveling to IU for an event.

We regret any frustration that cancellations of events may cause.

Indiana University's response to the coronavirus

Our services include:

  • Communicating directly with invited guests to arrange their travel, and making lodging and ground transportation arrangements
  • Guiding the paperwork process to assure prompt and accurate payment or reimbursement of expenses and payment of honorarium (if any)
  • Identifying visa requirements for entry to the U.S.
  • Communicating information to international presenters and helping them obtain a visa by submitting a letter of invitation or other documentation required by the U.S. State Department
  • Obtaining information necessary for posting to the conference website, such as the presentation summary, biographical information, images, etc.
  • Securing information about special needs, including dietary preferences
  • Maintaining a log of all presenter arrangements and submitting it to conference organizers