As a University of Waterloo host we invite you to share these checklists with your visitor.  As a visitor we invite you to work with your host to get each item on the list completed to ensure a successful and enjoyable visit to our campus.  Between the visitor and host we suggest investigating and planning for each item on these lists, as applicable to your situation.

Note: If you haven't already, you might want to start by reading our introduction to staff visits to campus.

Organzing the visit 

It is the responsibility of the host to organize the visit and basic itinerary for any campus visitor.  Here is a planning template we have found useful in the past so you can plan the most successful visit for your guest. 

Pre-arrival checklist

This checklist identifies important items and documentation that each visitor should be aware of. Visitors are encouraged to make corresponding arrangements prior to travel to the University of Waterloo.  The checklist should be provided to visitors as soon as the visit has been approved.

  • Passport (valid minimum 6 months beyond anticipated end of visit) with appropriate Canadian entry permit
  • copy of signed University of Waterloo Letter of Invitation/Appointment, if applicable
  • Curriculum Vitae/ Resume, if applicable
  • University of Waterloo Information for Foreign Visitors form, if applicable
  • book travel to Waterloo
  • book accommodation
  • details of airport transfer arrangements, if applicable
  • packing list (clothes, personal documentation, personal items, toiletries, medications, electronics)
  • banking arrangements (proof of funds and access to home funds prior to local bank set-up), if applicable
  • complete health, dental, and vision checkup prior to departure, if applicable
  • University of Waterloo campus map
  • review the University of Waterloo Holiday listing for employees to be aware of closures on campus

Arrival arrangements

  • if arriving by plane, provide directions for Airways Transit or car service (e.g., BlackCar) from Toronto’s Pearson Airport
  • if arriving by train/bus, arrange to meet in person at Kitchener Via/GO station, Kitchener Bus Station or campus Bus Stop (DC or BMH)
  • if arriving by personal vehicle, provide directions to campus, parking information and offer welcome upon arrival


You can google the following hotels as close options to campus:

  • Courtyard Waterloo St Jacob's
  • Holiday Inn Express & Suites Waterloo - St Jacob's
  • Homewood Suites by Hilton Waterloo/St Jacob's
  • Best Western Plus Waterloo
  • Delta Hotel by Marriott Waterloo
  • St Paul's Guest House (University of Waterloo)

Orientation checklist - campus

The following items should be covered and discussed as part of a comprehensive orientation to the University of Waterloo campus.  It is the responsibility of the University of Waterloo host to provide this orientation or make arrangements for this to be done on their behalf by a qualified colleague, as applicable.

  • arrival information session (personal introductions, orientation)
  • review responsibilities/expectations during stay
  • campus tour (either led by host or arranged through Visitors Center)
  • introduction to staff and faculty within host’s academic unit and faculty
  • introduction to non-academic support units (as necessary)
  • WHMIS training, if necessary (can't be initiated until IT account is setup)
  • desk space
  • web access (
    • guest IT account (can take time; seek pre-approval and make arrangements with IST to ensure immediate setup upon arrival)
  • if duration of stay exceeds 3 weeks, visitors must be directed to Human Resources to complete UHIP (health insurance) registration

Orientation checklist - community

This list includes information which serves to familiarize a newcomer with the Kitchener-Waterloo community.  The University of Waterloo host is responsible for addressing these items and providing on-going support and advice in directing the visitor to local amenities as required.

  • groceries & other shopping
  • health care (doctors, dentists, pharmacies, clinics, hospitals, emergency services)
  • banking (ensure visitor has access to eletronic, and in-person banking, services during their visit)
    • local tourism highlights
    • local activities (based on personal preferences)
    • transportation options - Grand River Transit (GRT), GO Bus, Greyhound
    • social groups