Bringing Visitors to Campus

Please follow these guidelines if you are bringing a visitor to campus, such as a speaker or performer.

Airfare

If you need to arrange and pay for the visitor's airfare, the first step is to submit a Travel Office Authorization form. We can then forward the information to Travel Leaders and let them know you are authorized to contact them and make the reservation. The cost will be charged to your organization's account.

We can also authorize the visitor to contact Travel Leaders instead, to make his/her own reservation and have it charged to your organization's account. Submit the information on a Travel Office Authorization form, and we can authorize the visitor to contact them.

Amtrak

Submit the Travel Credit Card request form to arrange to use a special department credit card to pre-pay for the ticket. Do not use a Purchase Card Request form for this. You will need to make the arrangements while you are in our office, because the Travel Credit Card cannot be taken out of the office (Collis 211G).

Dartmouth Coach, Concord Coach and Boston Express Bus

You can make the visitor's reservations online using a Purchase Card Request.

Lodging

Option 1: Contact The Hanover Inn directly (603-643-4300) to reserve a room and have it charged to your organization's account. Rooms charged to Dartmouth accounts receive a discount.

Option 2: Hotels approved by Dartmouth - these rooms are discounted, but they do not take chart strings anymore.

  • Courtyard by Marriott (Lebanon, NH): 603-643-5600
  • Residence Inn by Marriott (Lebanon, NH): 603-643-4511
  • Six South Street Hotel (Hanover, NH): 603-643-0600
  • The Element Hotel (Lebanon, NH): 603-448-5000

​​​You must submit a Travel Credit Card request form to book lodging from the above list. The travel card cannot be taken out of the office (Collis 211G), so your arrangements will need to be made while you are in our office.

Visitors Paying For Their Own Travel

If the visitor is contracted to pay for their own travel, including those expenses above, but also car rental fees, personal mileage/gas, or meals, the agreed upon amount for travel costs must be included in their contract along with payment for their services.  We cannot process business expense reimbursements for contracted visitors.

Note: The use of limousines, luxury car rentals, premium car services and luxury transportation are not allowable business expenses. In rare instances, if you require an exception for a distinguished guest, prior approval is required.

If the visitor is not contracted, such as when paying an honorarium, and they wish to pay for their own travel, then we could reimburse them on a Business Expense Reimbursement Form. Be sure to attach itemized/detailed receipts that shows payment was made.