On occasion UNM and the partner will sign an MOU at a “photo-op” signing ceremony when one party’s signatory is visiting the other party’s campus. Here are some tips to assure a smooth ceremony:
- Notify all invitees and the photographer in advance.
- Print duplicate originals in English and in the partner’s language, as applicable.
- Include the fully signed Contract Review Form as a cover sheet for UNM’s signatory in order to inform him or her that the MOU is fully vetted and ready to sign.
- Provide souvenir signing pens and water for the signatories.
- Choose a good background for the photo in advance.
- Make sure there is adequate lighting or an available flash.
- Collaborate with the partner to determine the elements of the ceremony in advance:
- Attire and setting (business? casual? indoor? outdoor? etc.)
- Brief “ice-breaker” courtesy meeting preceding the ceremony?
- Brief remarks during the ceremony? (written talking points? extemporaneous?)
- Gift exchange? A common gift from UNM is a book published by UNM Press, but the type of gift varies widely.
- Handshake pose?
- Text of press release pre-approved by UNM and the partner?
- Give one set of fully signed originals to the partner, and the other set to GEO to file and e-file in its database.
- Promptly provide the photo(s) to the partner, but determine in advance which medium the partner prefers (e.g., thumb drive, CD, email attachment, color print, etc.)
- Translation may be needed during the event, be sure to inquire and organize in advance. Some delegations will travel with their own translator.
- Make sure the necessary technology, such as microphones, projectors, etc. are set up properly and functioning prior to the event.