Candidate Engagement 

• Ask if there is anyone specific the candidate would like to meet. 
• Ask candidate if they will require any accommodations during their visit  

Itinerary and Logistics 

• Finalize the candidate’s agenda/itinerary. 
• Reserve rooms needed for interviews and/or presentations. 
• Send calendar invitations to all participants. 
• Arrange travel and lodging once visit dates are confirmed. 
• Coordinate transportation to campus if necessary. 

Communication with Candidate 

Share details about: 

• Lodging, travel, transportation, and campus parking 
• Agenda for the visit 
• Who they’ll be meeting and the format of any presentations or interviews. 
• Name and contact information of the main point of contact 
• Required paperwork for reimbursement and the reimbursement process
  • Covered expenses vs. candidate responsibilities (e.g., airfare, rental car, mileage, meals, cab, incidentals) 
• Provide contact information for Accounts Payable for expense-related questions. (delete?) 
• Designate a backup contact person in case the primary contact is unavailable. 

Interview Room Preparation 

Room Setup: 

• Ensure tables and chairs are arranged appropriately. 
• Confirm the room is clean, well-lit, and free of clutter. 

Technology Check

• Test all necessary equipment. 
• Pre-load any presentation materials. 
• Provide notepads, pens, and other helpful materials. 

Backup Plan

• Have a contingency plan for technical issues or room conflicts. 

• Ensure all faculty, staff, and students interacting with the candidate are aware of appropriate conversation topics. 
• Arrange for someone to greet the candidate at the airport or upon arrival to campus. 
• Provide a tour of the campus and surrounding community, if possible. 
• Schedule opportunities to meet faculty and other JMU community members in both formal and informal settings. 
• Inform the candidate of the next steps in the recruitment process. 
• Thank the candidate for taking the time to visit JMU. 

• The department head or search committee chair should remain in contact to answer any follow-up questions. 
• Provide timely updates regarding the status of the search.