Be persistent!
When we went through the process, we let the entire coaching staff know that we were coming 3-4 weeks in advance. Then we would follow it up 10 days +/- with a second e-mail saying we were coming. Then about a week in advance, I would have my son start calling every day until he spoke with someone from the baseball program. His mission was to get 20 minutes for us to introduce him to their program (get him on the radar screen).
Once my son made contact, then I (Dad) took over to make sure that the scheduling was complete. Once we were on their schedule my son would hand write a note thanking them in advance and telling them how much he looked forward meeting them. With the note he would send a short bio (personal background, baseball experience and academic info).
With the exception of one school, he generally met with the head coach and the recruiting director.
What you indicated was not far off of our experiences. In most cases we visited schools that which were half way across the country. At first many of the coaches were at best indifferent. However, with persistence we were able to make contact and ultimatly the impression needed so that my son had several opportunities to play college baseball.
BE PERSISTENT!!!