Host short-term international visits

Hosting an international visit can be very rewarding, but also resource-intensive. These requests are often directed to individual staff members or departments that might not always know how to handle them or what the possibilities are.

Here is a simple checklist to help with hosting international visits.

Where does the request come from?

Is it from a previously known partner? If the partner is new, is there mutual interest?

What is the purpose of the visit?

Is the purpose teaching, research, a study visit or another form of collaboration?

How long is the visit?

The recommended length for a staff visit is usually 2–5 days.

When is the visit?

Does the timing fit with your activities? Suggest alternative dates if necessary.

Does the visitor come alone or as part of a group?

What duties or roles does the visitor have?

Take the time to find out about the visitor’s duties. Administrative roles in particular can be difficult to understand from titles or brief descriptions.

Is the visit part of staff mobility within Erasmus or another scholarship programme?

Who can act as the host at the department?

Appoint a contact person responsible for communication and coordination of the visit.

Can others contribute to the programme to reduce vulnerability and workload?

The more people involved, the greater the potential added value for the department.

Do you have resources in terms of time, premises and refreshments?

Does the visitor wish to teach?

If the visit is part of teaching mobility, it should include at least eight hours of teaching per week.

Even if teaching is not the main purpose of the visit, it is still an excellent opportunity to contribute to the internationalisation of our education. Therefore, feel free to ask if the visitor is willing to give a lecture or participate in teaching in some way.

Can students be engaged in the visit?

Visitors often appreciate interacting with students. There are also students working towards their Certificate of International Merits, and who are therefore willing to participate. Speak to the Erasmus coordinator at your department or programme.

Letter of invitation

Provide a letter of invitation or sign a Mobility Agreement if necessary (for example, for Erasmus funding or visas).

Accommodation

Visitors often arrange accommodation themselves, but suggestions and advice are often appreciated.

Transportation

Advice on getting around is usually appreciated.

Schedule

Prepare a simple schedule (meetings, lectures, tours, etc.). Check the programme with the visitor to ensure you share the same expectations.

Tip: Consult the University calendar or plan visits to the cathedral, Gustavianum and similar in case there is some spare time. Just remember that the programme doesn’t have to be packed; some breathing space is often appreciated by everyone involved.

Contacts and meeting points

Specify contact persons and meeting points for the activities if the visitor is expected to find their way on their own.

Allow the visitor to present their university

Plan an opportunity for the visitor to present their university and faculty to your unit.

Lunch

Have a plan for lunch (for example, ensure the visitor has company) and clearly communicate whether lunch is at their own expense. Follow the rules for external representation if you cover the cost.

Dinner

It is sometimes appropriate to offer dinner when hosting international visits, but it is not expected. Consult the finance officer at your unit and follow the rules for external representation.

Coffee (fika)

Coffee with the staff or unit in connection with an international visit is usually appreciated. It is not considered representation.

Certificate of attendance

If necessary, sign a certificate of attendance or similar before the visitor leaves. This is often required to receive the Erasmus scholarship.

Follow-up contact

Assess whether the visit could lead to further collaboration and decide how and when to follow up.

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