• Contact the guest artist and work out with them dates, times, and scope of their visit.
• Collect their best-contact phone number and email address. 
• NOTE: It’s best if you do this at least four weeks prior to their visit. 

• Fill out the Guest Artist Engagement Survey to begin the process: 
• Note: some questions do not require a response. However, the more complete this initial information is, the easier the rest of the process will be. 

The guest artist coordinator will send a link to the appropriate page for resources and information:

• Guest Artist Information (for short-term or single-visit guests who may receive a gift of an honorarium)
• Guest Director Information (for long-term guests & guest directors on a contract)
• Guest Artist Travel Information
• Guest Artist Resources

You may find it useful to look over the information they'll receive and can direct them to the website for questions.

There are many steps in the process that the Guest Artist Coordinator will take prior to the visit, listed here for your information.

The Guest Artist Coordinator will do the following:

• Fill out Guest Artist Engagement Form and get it signed.
• Send a Letter of Engagement to the guest and request the paperwork required to process honorarium and travel arrangements.
• Process paperwork and schedule the honorarium with a check request.
• Request tickets for campus shows or ask director about rehearsal attendance.
• Make travel and lodging arrangements for guest, if necessary.
• Create itinerary, particularly if guest is visiting more than one class.

These steps take time and require input from multiple people, so the earlier you can engage a guest artist prior to their visit, the better.  

If the coordinator is not receiving responses from the guest, they may ask you to reach out. 

Feel free to contact the coordinator — currently Heidi McIver, mciverh@uncsa.edu — if you would like to know where we are in the process. 

• If there’s an itinerary, look it over and ensure it’s correct and complete.  
• You may be asked to coordinate things like meals and rides for your guest while they're here.
• Touch base with your guest and solidify plans for their visit with your class.  

• You'll likely be the person helping your guest get around or coordinating those who will. 
• If there is an itinerary, you can edit it with any changes. Even if the event has passed, this is helpful, as the Guest Artist Coordinator must turn in an itinerary with travel reimbursement requests (like meals).
• Be sure that anyone who pays for meals for your guest artist keeps receipts, complete with:
  • Name of purchaser (person who signed receipt) 
  • Name of guest artist, if applicable 
  • Reason for expenditure (eg. “Lunch w/ guest artist”) 
  • Total, including tip, if not listed clearly on receipt 
  • Date of purchase, if not listed clearly on receipt 

• If you incurred expenses or used the department credit card – taking the guest out for meals, for example – submit receipts in a timely manner.  
• Procedure for receipts:  
  • Tape to piece of 8.5 x 11 paper. 
  • Write on the paper, next to the receipt: 
    • Name of purchaser (person who signed receipt) 
    • Name of guest artist, if applicable 
    • Reason for expenditure (eg. “Lunch w/ guest artist”) 
    • Total, including tip, if not listed clearly on receipt 
    • Date of purchase, if not listed clearly on receipt
  • Scan as a PDF and email to Heidi McIver at mciverh@uncsa.edu 
    • The department printer can send these directly.