Administration

Chapter 7:  Hosting Professional Guests

• Reserving Rooms for Special Lectures or other Non-Teaching Purposes

• Catering Requests

• Guests’ or Interviewees’ Reimbursement of  Expenses

• International Guests

• Housing of Guests

• Airport/Travel Options
   

Reserving Rooms for Special Lectures or Other Non-Teaching Purposes

During class hours, classrooms are reserved on a first-come, first-served basis via the Registrar’s Office.  After class hours check first with the appropriate contact person for the building in question, if you wish to reserve a room that is equipped with technology (these are often locked after hours – non-equipped rooms are often unlocked, and may  often be reserved after hours by posting a note on the door).

·        Linda Davis (x8882) handles the after-hours scheduling of certain rooms in the Science Addition;

·        Karin O'Callaghan  (x8642) can assist with reservations of space in Leyburn Library;

·        April Washburn (x5000) can answer questions about space in the Elrod University Commons;

·        Lyn Hammett (x8604) handles reservations for the Williams School rooms;

·        Betty Hickox (x8861) watches over the rooms in duPont Hall;

·        Melissa Cox (x8432) can help you with Reid Hall;

·        your departmental administrative assistant may know of other contacts for other spaces on campus.
 

Catering Requests

Inquiries regarding the availability of the University’s catering service should be made as far in advance of the event as possible by calling Alex de Silva at extension x8167.

When University Catering cannot assist with an event, several other local caterers may be called upon. Check with your department head or departmental administrative assistant for a recommendation.
 

Guests’ or Interviewees’ Reimbursement of Expenses

 
Any individual providing a service to the university must complete a W9 tax form before they can be issued a check (see the Personnel web site: http://personnel.wlu.edu).

You will need to record the following information regarding any guest  speaker you are inviting to campus, to facilitate handling of related expenses:

1.       Name, address, telephone, fax, e-mail, and social security number.

2.       Date(s) of visit

3.       Name of the person hosting the visit, and in the case of sponsored lecturers, the names of those contributing to the cost of the visit.

4.       All receipts for transportation, meals and lodging.
 

International Guests

With regard to international guests, you must give Amy Richwine in our International Education Office (x8144) some preliminary information (names of speaker, country of origin, address, phone and fax numbers, e-mail addresses, arrival and departure dates, and copies of any correspondence you have sent inviting your speaker, especially if citing the amount of any honorarium). Amy will handle all the paperwork for international guests as required by the Bureau of Citizenship and Immigration Services (the successor to the INS). There are a number of issues which must be addressed with regard to visa applications and Internal Revenue Service paperwork, and Amy will contact your speaker/guest directly to help facilitate the visa application and other immigration and tax forms. By getting all the necessary information submitted early (several weeks or even months in advance), many problems can be avoided.

NOTE: You will need to work through Joan Swisher in the business office in order to process any payments for a visitor. Your guest CANNOT be paid an honorarium until all the paperwork has been completed!

Housing of Guests

On-campus accommodations at the Morris House or the Castle House may be reserved for University guests. See your department head or contact the Dean’s office for more information. When those houses are unavailable, the University frequently uses the McCampbell Inn on Main Street (within walking distance of campus), or the Hampton Inn Col Alto.
 

Airport/Travel Options

The airports most commonly used by Lexingtonians are –

·        The Roanoke Regional Airport (about 50 minutes from Lexington)

·        The Charlottesville-Albemarle Airport (about 75 minutes)

·        Washington-Dulles International Airport (about 3 hours)

Several limousine and taxi services operate out of Roanoke and Rockbridge County, and provide service to and from the airport in Roanoke.

Limited rail service is available via Amtrak at either Staunton or Charlottesville.
 

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