The procedures to request the services of a Distinguished Visitor are as follows. The DVP serves all Computer Society professional and student Chapters.

1. A Chapter should consider speakers from the CURRENT YEAR'S program only. The program year is from September through August.
2. A Chapter should contact the speaker directly to set up a tentative date for the visit. Both Chapter and speaker should provide each other with estimates for inter-city travel (within the $700 limit) and local expenses. Chapters are strongly encouraged to arrange to have a speaker visit a number of Chapters in their geographical area on one trip.
3. After setting a tentative date with the speaker, the Chapter should submit the DVP Request Form included in this catalog, to DVP Services as early as possible, but at least 6 weeks before the scheduled visit. This will allow for a minimum of 21 days between the approval date and the scheduled visit date, so that speakers may take advantage of advance purchase tickets at lower fares, and the variable schedules of DVP request reviewers are taken into account. Request via email is preferred.
4. DVP Services forwards the visit request to the DVP Chair. DVP Services will inform the Chapter of approval/disapproval, with a copy to the speaker. Approval of trips will be based on the availability and fair distribution of funds. Chapters requesting their first speaker will be given priority over those requesting a second or third program speaker. The IEEE Computer Society will not be responsible for and will not reimburse the expenses of any travel that has not received prior approval, and/or has not complied with program policies.
5. The Chapter provides the speaker with details of presentation site, expected attendance, and other arrangements. The speaker provides the Chapter with travel arrangements and presentation needs (audiovisual, helpers, materials, etc.).
6. During the presentation, the Chapter officer should keep a record for the Follow-up Form of the topic, total attendance, and notes on technical content, oral, and overall presentation.
7. After a visit, the Chapter should fill out the Follow-up Form, and send it to DVP Services as soon as possible, but no later than one month after the visit. A Chapter's history of consistent and timely submission of the Follow-up Form may be considered when making the decision to approve future visits.
8. The speaker should invoice local expenses directly to the host Chapter, and submit inter-city travel expenses WITHIN 60 DAYS OF VISIT DATE, with original receipts to DVP Services for review and reimbursement. Deviation from the original approved request amount for inter-city travel, and/or request for reimbursement above the expense maximum as defined under Policies, will require an appropriate explanation for consideration by the DVP Chair. If the deviation is due to an emergency or unusual, unforeseen circumstances, approval for the higher amount will be up to the discretion of the DVP Chair upon review of the circumstances. Reimbursement requests should be sent to: India DVP Coordinator.