Hospitality

It is important that all guests feel welcome at Florida State University. Before discussing travel arrangements with the guest, first determine whether your department will pay for it. Before booking hotel accommodations and travel arrangements, discuss the guest(s) of honor's preference. Once you have finalized all plans for travel, hotel and transportation, provide these details to the guest(s) well in advance of the trip.

If you are arranging flights, make sure you are booking something your guests are comfortable with and at a time that will work with their schedule.

Hotel Considerations

• Will your department pay for hotel accommodations?
• Will your department cover incidentals, or will the guest be responsible for incidentals?
• Will you schedule reservations, or does the guest prefer to make them? You will need to provide your guest(s) with the hotel phone and fax numbers prior to their arrival.
• What size room will you reserve?
• Will you provide a welcome gift basket to place in the room(s) upon arrival?
• Will you order any kind of fruit or cheese tray to place in the room upon arrival?
• What kind of in-town transportation will your guest(s) need?
• Do you need to provide directions from the hotel to the event site?
• Does the hotel provide a shuttle service?
• Will you need an on-site room at the hotel for a meeting or dinner?
• Does the hotel offer Internet access?

Transportation

Your department might offer to provide ground transportation for guests arriving at the airport. It would be a nice gesture to schedule the dean, department head or key contact to transport them so they can discuss important issues. If your guests prefer a rental car, schedule it and give them details on where to pick up the rental car. When scheduling transportation, make sure the vehicle can accommodate luggage and any additional guests.

If your guests will have a significant walk from the parking lot to the event site or if you have elderly guests who might need assistance, you need to determine ways to assist them. One option is renting golf carts from a local vendor and assigning people to transport guests to and from the event.

Special Needs Accommodations

Florida State University complies with all relevant provisions of the Americans with Disabilities Act. If you are in need of a reasonable accommodation for any event sponsored by Florida State University, please contact Gerardo Rivera, ADA Coordinator, at: 850.644.8142.

Visitor Services

To register your guests for a campus tour, visit <www.visit.fsu.edu>. Directions to campus are available at this site and can easily be revised to direct visitors to your event location. For help in coordinating a visit, contact Visitor Services at 850.644.0047.

To obtain campus maps, contact Academic Publications at 850.644.8996.