Visitors, Guests, Invited Seminar Speakers | ESE Administrative Services Handbook

Scheduling a Visitor

Faculty are responsible for:

Informing the chair and her assistant of the visitor’s name and visit dates.
Reserving any rooms necessary
Arranging meeting times and meals
Creating a flyer for any seminar
- The flyer must be accessible; contact Robin Whitley with the drafted flyer.
- Send the completed flyer to the chair and administrative staff so they can forward it to the ESE email lists.
- Submit an announcement to the Gillings calendar at https://sph.unc.edu/comm/announcements-form/.
Communicating travel needs early. See below.

Communicate any space/key needs as early as possible by contacting Robin Whitley.
Work with Doris Dworshack and our HR coordinator to be in compliance with the Interns, Collaborators, and Visiting Scholar policy.
If you anticipate your guest will be working as a collaborator during their stay, please consult Engaging Visiting Collaborators.

Gillings has two VIP visitor spaces next to the Baity Lab. The application is here; please give at least two weeks notice.

If those are taken, the closest parking lot we can validate is the Dogwood Deck on Manning Drive.

Your administrative assistant will need:

The admin assistant will validate the parking after the guest arrives, which will allow them to leave without paying.

Speak to your administrative assistant.

Airfare, hotel, and some ground expenses can be paid directly.
The visitor can be reimbursed for expenses. They will have to be set up as a vendor first.

They must be set up as an independent contractor. Speak to your account technician.

SPH Visitor Information – contains directions, parking instructions, hotel information, and more.
What to Do in Chapel Hill – Local attractions
Visit Chapel Hill – Official tourist site