Protocol Handbook. A Guide for Queensland Government Officers. Protocol Queensland

Transcription

1 Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland

2 Protocol Handbook A Guide for Queensland Government Officers PDF version and updates available from Govnet premiers.govnet.qld.gov.au Protocol Queensland Revised edition May 2009 First published November 2000

3 Foreword The Protocol Handbook: A Guide for Queensland Government Officers is an important resource providing protocol advice and tools which can be used in a wide range of stakeholder relationships. Even in today s digital age, most day-to-day activities involve basic etiquette which can be viewed in a protocol context. While some protocols are steeped in diplomatic and parliamentary traditions, this Handbook focuses on the modern application of protocol as a way to establish, maintain and enhance relationships across the entire community. Modern government involves developing relationships with local, national and international communities which are directly linked to economic, educational or cultural outcomes. The appropriate application of protocol may impact on the success of many projects, including the opening of a community facility or the visit of a dignitary from an important trading partner. The Handbook is not designed to be prescriptive or provide minute detail. It instead provides guidelines to be considered when planning official functions, visits and events. I hope that you find the Handbook is a useful reference to support your work in fostering positive relationships and the delivery of Government outcomes. Anna Bligh MP Premier of Queensland

4 Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland Contents Section 1 Overview Importance of Protocol Objective of this Handbook Role of Protocol Queensland When and who to contact in Protocol Queensland 2 Section 2 Official functions 4 General considerations Scoping of functions 4 Scope of function 4 Clients 4 Host 4 Purpose 4 Desired Outcomes 5 Budget 5 Limitations 5 Staffing requirements and duties Organising functions 5 Meeting with clients 5 Cultural issues 6 Date and time of the function 6 Venue 6 Menu and beverages 7 Principal speaker or guest-of-honour 7 Vote of thanks 7 Order of speakers 8 Standard of dress 8 Guest list 8 Security arrangements 8 Special equipment 9 Gifts 9 Photography Protocol for functions 9 Drafting the invitation 9 Coordinating RSVPs 10 Meeting and greeting arrangements 10 Drafting the Order of Proceedings 10 Drafting acknowledgments for speech notes 10 The Master of Ceremonies 11 Preparing name tags 11 i

5 Protocol Handbook A guide for Queensland Government Officers Order of Precedence 11 Seating plans 11 Toasts 12 Loyal Toast 12 Other toasts 12 Arranging media attendance 12 Smoking 12 Finalising function details 13 Briefing the client Coordinating the function 13 Set-up 13 Briefing key personnel 13 Arrival of guests 14 Refreshments Monitoring the function 14 Media 14 Refreshments After the function 15 Section 3 Ceremonial occasion matters 17 Anthems 17 Opening a building; unveiling a plaque; ribbon cutting 17 Presenting awards and certificates 17 Religious occasions 18 Funerals 18 Wreath laying 18 Vice-Regal functions 18 Section 4 Hosting visiting dignitaries Key considerations when planning and conducting Official Visits 20 Scoping and initial planning 20 Cultural issues 21 Airport arrival and departures 21 Accommodation and air travel 21 Transport 21 Security 21 Publicity and media coverage 21 Interpreters 21 Gifts 22 Finalising the program 23 Section 5 Flags and emblems Queensland State Flag 25 Free Queensland Flag Scheme Flag protocols 25 Flying of flags on Queensland Government buildings 26 ii

6 Protocol Handbook A guide for Queensland Government Officers 5.3 Queensland State Emblems 26 Coat of Arms 26 State Badge 26 Faunal emblem 26 Floral emblem 26 Bird emblem 26 Aquatic emblem 26 State gem 26 State colour 26 Section 6 Honours and awards The Australian honours system 28 The Order of Australia 28 Australian Bravery Decorations 29 Occupation-related civilian, defence and commemorative awards 29 Public Service Medal 29 Australian Police Medal 29 Australian Fire Service Medal 29 Ambulance Service Medal 30 Emergency Services Medal 30 Other honours and awards 30 Presentation of Australian honours and awards 30 Wearing of honours and awards 30 Recipients of honours and awards 30 Use of postnominals Other Awards 31 Australian of the Year Awards 31 Queenslander of the Year Awards 31 Premier s Literary Awards 31 Premier s Awards for Excellence in Public Sector Management 31 The Premier of Queensland s Export Awards 32 Premier s Awards for Queensland Seniors 32 SMART Awards 32 Queensland Greats Awards 32 Smart Women s Awards 32 Queensland Government Reconciliation Awards for Business 32 Queensland Multicultural Service Awards 33 Premier s Multicultural Photographic Awards 33 Royal Humane Society of Australasia Awards 33 Section 7 Congratulatory letters 35 Section 8 Titles Use and Retention of the title Honourable Forms of Address 37 iii

7 Protocol Handbook A guide for Queensland Government Officers Section 9 Further information Protocol areas in other government and non-government organisations 39 Government 39 Non-government Parliament House, Queensland Government House, Queensland 39 Section 10 References Publications 41 Books and Texts Websites 42 Section 11 Attachments 44 Attachment 1 A protocol guide to Forms of Address 1.1 Royalty and Vice-Regal 1.2 Government and Parliament 1.3 Judiciary 1.4 Local Government 1.5 Diplomatic and Consular Corps 1.6 Military 1.7 Religious 1.8 Honours recipients 1.9 Sister States Attachment 2 Standard invitation Attachment 3 Standard RSVP form Attachment 4 Order of Proceedings Attachment 5 Standard seating plans 5.1 Round table seating 5.2 Rectangular seating plan Attachment 6 State Order of Precedence Attachment 7 Australian Order of Precedence for Honours and Awards iv

8 Protocol Handbook A guide for Queensland Government Officers Attachment 8 Awards in Order of Australia 8.1 Nomination information 8.2 Nomination form Attachment 9 Australian Bravery Decorations 9.1 Nomination information 9.2 Nomination form Attachment 10 Public Service Medal 10.1 Nomination information 10.2 Nomination form Attachment 11 Request for congratulatory letters 11.1 Information sheet 11.2 Request form Attachment 12 Gift authority form Attachment 13 Functions planning checklist v

9 Section 1 Overview Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland

10 Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland Section 1 Overview 1.1 Importance of Protocol Protocol was established to encompass certain formalities and courteous modes of behaviour. These behaviours are still widely accepted as necessary and useful in today s modern society, particularly when dealing with dignitaries and VIPs. Throughout history, and across cultures, special importance has been placed on dealing with people in particular positions of influence and importance. Due deference was paid to those in authority as a mark of respect for the position those individuals occupied. This mark of respect has been accorded to royalty, tribal elders and leaders, government officials and those who occupied positions considered important at various times throughout history. Certain occupational groupings have also been historically accorded similar privileges, including the legal, medical, religious and military professions. The Macquarie Dictionary defines protocol as, the customs and regulations dealing with the ceremonies and etiquette of the diplomatic corps. The principal role of diplomats and the diplomatic corps is to foster mutually beneficial relations between nation states. Protocol is therefore about building relationships and facilitating positive outcomes for the parties involved. The philosophy of this definition can be extended to more general matters relating to government occasions and functions. For practical purposes protocol is about following correct procedures. It is the art of ensuring that official (and unofficial) occasions, visits, meetings and functions are planned and conducted in accordance with a set of rules that are formally, socially and culturally accepted and expected by the parties involved. The importance of protocol in fostering positive relations and outcomes should not be underestimated or overlooked. Each State in Australia has a protocol branch or unit to ensure correct protocol is applied in the delivery of activities such as state occasions, visits, ceremonies and functions. In Queensland, this role is performed by Protocol Queensland, within the Department of the Premier and Cabinet. 1.2 Objective of this Handbook This publication was designed with two objectives. Firstly, to provide guidance to Queensland Government officers who have been tasked with planning, organising and conducting various functions and protocol-related activities throughout Queensland. Secondly, to provide a whole-of-government standardised reference for protocol-related matters in Queensland, together with contact details for further advice on specific matters. If further information is required on any matter discussed in this Handbook, or any other protocol-related issue, please contact Protocol Queensland. Consultation may also be required with the relevant agency or organisation as directed in this Handbook. 1.3 Role of Protocol Queensland Protocol Queensland has responsibility for an extensive range of protocol matters. These include planning, organising and facilitating official diplomatic visits to Queensland; facilitating visits to Queensland by Heads of State, Heads of Government and senior Ministers; administering the Free Queensland Flag Scheme; assisting with Consular Corps activities in Queensland; organising various State Occasions and Ceremonies; administering honours and awards within the Australian honours system; and organising State Funerals. Page 1

11 Protocol Handbook A guide for Queensland Government Officers Protocol Queensland also provides expert advice to its clients, including the Premier, Cabinet Ministers, Government departments and members of the community. Advice has been given in recent years on wide ranging subjects, including use of the title Royal ; heraldry matters; contact details for members of the Royal family; wording for plaques for building openings; how and when to fly flags; Queensland State emblems; official use of the Coats of Arms; the use and retention of the title Honourable ; and how to ensure Queenslanders receive recognition within the Australian honours system. Due to the range of functions held in Queensland and the distances between community centres in the State, Protocol Queensland is unable to become involved in every function that may occur in the State. Departments are encouraged to organise their own activities as they have knowledge and understanding of local issues. However, in these cases, Protocol Queensland can provide expert advice to other departments. Protocol Queensland is located at Level 4, Executive Building, 100 George Street, Brisbane. The postal address is Protocol Queensland, Department of the Premier and Cabinet, PO Box 15185, City East, Qld The Director of Protocol Queensland can be contacted on telephone (07) or facsimile (07) Officers of Protocol Queensland are also contactable via on protocol@premiers.qld.gov.au. 1.4 When and who to contact in Protocol Queensland In relation to functions, visits and official protocol-related activities, Protocol Queensland should be contacted as early as possible in the planning process. Seeking Protocol Queensland s advice at an early stage will minimise the risk of difficulties or problems arising at later stages of the activity. Useful contacts: Protocol Reception Director, Protocol Queensland Manager, Protocol Queensland Principal Visits and Protocol Coordinator Functions and Protocol Coordinator Queensland Room bookings/official Gift Range Facsimile Internet protocol@premiers.qld.gov.au Postal Address PO Box 15185, City East Q 4002 Location Level 4, 100 George Street Page 2

12 Section 2 Official Functions Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland

13 Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland Section 2 Official functions General considerations There are many types of functions that may be held such as morning and afternoon teas, luncheons, dinners, cocktail parties and informal functions. While these functions have quite distinct formats and requirements, the major considerations for planning are the same for each type of function. However, special consideration will need to be given to the suitability and availability of venue; menu details; standard of dress; seating arrangements; the time the function is to be held; and the function program, which may differ for each type of function. Attachment 13 provides a detailed function s planning checklist. Many of the particular requirements for each type of event will be self-evident, for example, black tie is unlikely to be the standard of dress required for a morning tea function, nor is alcohol or a three-course meal likely to be served. Further assistance in relation to each of these specific types of functions can be provided by Protocol Queensland. 2.1 Scoping of functions Scope of function The scoping of each function is an important step in the overall planning process. Scoping should clearly identify: the clients; the purpose of the function; the desired outcomes; the budget; any limitations that exist or may have been imposed on planning; and staffing requirements and duties. This information should be recorded in writing, formally endorsed by the client and retained for easy reference throughout the planning of the event. Clients The scoping process begins by identifying the client, who will usually be the group or person seeking the organisation of the function or the host. The client will frame the function outcomes and will determine who will be consulted during the planning of the event to ensure the outcomes are met. Host In many cases the client of the function will be the host. When coordinating a function for the Premier or a Minister, they will be the host and client liaison will occur with the relevant Ministerial Office. The host s name appears on the invitation. The host will have special seating requirements and normally meets and greets guests. Purpose Part of the scoping process includes identifying the purpose of the function. Once the purpose has been determined, the direction and extent of the subsequent planning process becomes much clearer. For example, if the purpose of the function is to open the new local school, the matters that need to be considered are quite different to a function for the purpose of welcoming an international Head of State to Queensland. Page 4

14 Protocol Handbook A guide for Queensland Government Officers Desired Outcomes Closely aligned with clarifying the purpose of the function, is determining the desired outcomes from the function. Outcomes are the positive effects the client wishes to create as a result of the function. For example, an outcome might be to encourage investment in the State, increase tourism or to raise awareness of a new initiative. These outcomes will be key considerations which both shape the function and determine whether the function has been successful. Consultation with the client will be necessary to establish and clarify the desired outcomes. Budget Cost is a very important factor in relation to planning functions. It is imperative that the budget for the function is determined early along with a cost breakdown. For example, it may be necessary to apportion costs between the State and the Commonwealth, between agencies or between the government and the private sector. This will necessitate early consultation to avoid any conflict in later planning and organisation. Determining the budget early in the planning process will also provide guidance as to the extent, location, format and size of the function. Written approval from the parties providing the funding (or the client, as the case may be) in relation to the budget, is also vital. When determining the budget, consideration should also be given to the impact of Fringe Benefits Tax (FBT) incurred if Queensland Government employees attend the function as guests. FBT implications should be checked with your finance section. Limitations There may be specific limitations imposed on the planning or delivery of a proposed event. These limitations may include time, budget, venue, guest list, and other key matters that will influence the planning of a function. A general limitation on functions is the need to ensure that it does not serve more than one purpose. While it may seem practical, economical or logical to combine events, there are very few circumstances where it is appropriate that this should occur. For example, it is considered inappropriate to combine functions if one purpose is to honour a particular person. Combining another purpose within the function would be perceived to dilute the honour to, or even insult, the individual. From a protocol perspective, this situation is to be avoided. Staffing requirements and duties To ensure that the function and its planning are able to be successfully delivered, consideration must be given to the human resources available to the organiser to plan and complete the function. A detailed plan allocating duties to relevant officers along with key milestones and timeframes is essential to ensure the success of the function. The detailed duty allocation and key milestones program may also be useful to support funding submissions. When the duty allocation is in place, regular reporting and monitoring is necessary to ensure the function proceeds as efficiently as possible. 2.2 Organising functions Meeting with clients Where possible and practicable, a meeting should be arranged between the clients and the organisers of the function. This meeting should occur as early as possible in the process. At this meeting, the client and the organisers will negotiate an agreement and discuss the organisation s details and a brief for the function, taking into consideration the issues addressed in Section 2.1. The meeting and agreement should establish clear expectations and responsibilities of all parties and provide important contacts for ongoing planning and implementation. The parties who should attend the meeting may depend on the systems in place within the agency. For example, while the Minister may be the client, internal protocols may dictate that the meeting occur with the Minister s senior media or policy advisers. Internal protocols and policies should always be observed. Page 5

15 Protocol Handbook A guide for Queensland Government Officers Cultural issues Cultural issues can impact on the success of a function. Such issues may provide constraints on where the function may be held; who should be invited; who should speak; when the function should be held; and what food and drinks should be served. To ensure cultural issues are addressed, the organiser must firstly consider all details of the function, particularly the guest list, and determine if there will be specific cultural issues involved. The organiser should then seek advice on those issues from local key stakeholders or other bodies such as consular representatives, Multicultural Affairs Queensland, or the agency responsible for Aboriginal and Torres Strait Islander Partnerships. You should also undertake research in publications or websites (Section 10) on the issues. Care should be taken to ensure the sources are authoritative and the information is not outdated or outmoded. Matters such as greeting, seating and eating customs are of great importance. For example, if guests are followers of the Muslim or a number of other religions, an awareness and acknowledgment of dietary and other cultural customs will prevent embarrassment. In such cases, even offering alcohol may give offence. A number of Asian countries bow the head in greeting as a sign of respect, the response to which is a bow that is lower than that offered. You can avoid potentially embarrassing your client and their guests by identifying and advising of the appropriate cultural protocols to be applied. Indigenous cultural matters should always be given due consideration. Matters include: Indigenous representation; appropriate acknowledgment of the Traditional Owners where an event is taking place; and affording the opportunity for a Welcome to Country if appropriate. The Welcome to Country, also known as the Traditional Welcome, allows the Traditional Owners to give their blessing for the event to take place on their land. Speakers acknowledging the Traditional Owners can use a general acknowledgement such as: I would like to respectfully acknowledge the Traditional Owners of the land on which this event is taking place and the elders past and present. It may be possible to actually name the traditional owners but this should only be done after consultation with the nearest office of the Aboriginal and Torres Strait Islander Partnerships. Protocol Queensland can be contacted for assistance in relation to general cultural issues. Date and time of the function The confirmed date and time of the function are critical requirements for function planning as most of the subsequent planning depends on this information. The date and time may be specified by the client; may be indicated by the nature of the event itself; or will be determined by the availability of a particular guest or speaker. However, the organiser may be required to recommend a proposed function date and time for further consideration and approval by the client. The availability of special guests or key contributors, the availability of a special or required venue and the availability of the host, should be assessed prior to seeking client endorsement. If the Premier or a Minister has a critical role to play at the function, a briefing through the appropriate Director-General or Ministerial Office must be submitted. Contact with the relevant Personal Secretary responsible for appointments should also be made to assist with the selection of an appropriate date and time. Whether Parliament is sitting may also be a consideration. The earlier the date and time for the function can be confirmed, the earlier detailed planning can commence. Venue Venue selection is a critical requirement. The venue will often be dictated by the function, the invitees, total number of attendees or the client. For example, a building opening is usually confined to the building that is to be formally opened. If people with disabilities are to be invited, a venue with suitable access and facilities must be selected. A venue will need to be selected to suit the particular occasion. This may involve creating a short-list of suitable local venues for consideration and approval by the client. Careful consideration should be given to matching the venue to the type and format of function. Other considerations include whether it is appropriate to conduct the function where guests are being accommodated; and, if the event is to be held during a parliamentary sitting period, Parliament House should be considered as a venue if Members of Parliament are to attend. Page 6

16 Protocol Handbook A guide for Queensland Government Officers The organiser should inspect the proposed venue as to its suitability. If the venue is in another city or country, a representative of the organiser may need to conduct this inspection. An early venue inspection will also allow the organiser to identify the advance set-up requirements (Section 2.4) such as the positioning of equipment and furniture ranging from public address systems through to registration or name tag tables. If an outdoor event is planned, a wet weather contingency plan should be prepared. This would include alternative means of access, umbrellas and other coverings for the guests comfort to enable the event to continue. Confirming the venue, date, time, hospitality arrangements and standard of dress, will be necessary to enable the organiser to prepare and send out invitations. Menu and beverages The food and drinks selected at the function will be determined by factors such as budget, availability, format of the event, type of occasion and its purpose, the time that the function is to be held, any cultural or religious considerations, and the venue selected. Specific matters to consider when selecting the menu include the appropriateness and cost, given the nature or purpose of the function and its attendees, of serving alcohol. Government events should where possible serve Queensland wines if alcohol is being provided. Other considerations include whether the attendance of members from certain religions and cultures will prohibit consumption of particular food; and if the event is to be held on a public holiday (there may be additional surcharges which will increase the cost of food and drinks). Dietary requirements for special guests and hosts should also be ascertained. Options include morning and afternoon teas; table luncheons; fork or buffet luncheons; light refreshments; savouries and drinks; dinners; and cocktail receptions. Usually, the nature, purpose, attendees, time and venue of the function will clearly indicate the preferred menu and drinks option. The selection of menu and beverages should be formally approved by the client. The provision of wait staff is also a consideration as part of the catering negotiations. Depending on the venue and type of function, wait staff are normally organised by the venue representatives. The number of wait staff and any specific roles for example, looking after VIPs, should be established. Principal speaker or guest-of-honour A principal speaker or guest-of-honour may have been arranged or suggested by the client when the function was conceived. Guests-of-honour are usually the person or persons being honoured at a function for certain achievements. The principal speaker may be a special dignitary especially invited to the function. You should ensure advance notice is given to all parties and detail their role at the function. Considerations include the nature and purpose of the occasion; the importance of the function; the availability of officials and competing events. Early consultation is necessary to ensure that an appropriate principal speaker or guest-of-honour is identified and available. The involvement of the Premier, Ministers or elected representatives must again be given special consideration with appropriate briefings submitted through the appropriate Director-General and Ministerial Office. Vote of thanks Some organisations also appoint another speaker who thanks the principal speaker for attending. However, it is considered unnecessary and even inappropriate for a vote of thanks on some occasions. These include Vice-Regal occasions and formal dinners. Page 7

17 Protocol Handbook A guide for Queensland Government Officers Order of speakers The order of speakers at most functions is: 1. Introduction by the Master of Ceremonies. 2. Welcome by the host. 3. The host as part of their welcome, or alternatively the Master of Ceremonies, introduces the principal speaker or guest-of-honour. 4. Main speech or action by principal speaker or guest-of-honour. 5. Conclusion by Master of Ceremonies including any other administrative arrangements such as an invitation to guests on behalf of the host to join them in refreshments, or to move to another area. As a general rule of protocol, the principal speaker or guest-of-honour should speak last. This affords the principal speaker or guest-of-honour the opportunity of making any comment on speeches previously made. It also avoids the potentially embarrassing situation of the person speaking last having very little to say or do. This situation can be avoided by careful selection of the order of the speakers and guidance to all the speakers including their role in the official proceedings. Standard of dress The selection of the appropriate standard of dress to be worn by guests at the function will depend on considerations such as the purpose and format of the event, the type of occasion, the time of the function, climate, venue, the degree of formality and the status of the guests. The standard of dress selected should be stated on the invitation to guests. The various options which may be referenced on the invitation include casual attire, smart casual, business attire, jacket and tie, lounge suit, evening wear, black tie, national dress and judicial robes. The wearing of decorations may also be specified. In the case of defence force and emergency services personnel, uniform as a standard of dress is an additional option or requirement. This would be particularly relevant if there was an expectation that those personnel should wear their uniforms. Due to the extensive variation in orders of dress for uniforms, advice should be sought from Protocol Queensland. Guest list For government functions, extreme care must be taken to ensure all relevant persons are invited to attend. In particular, consideration should be given to inviting Ministers and Members of Parliament involved in relevant issues or from surrounding areas which might be affected. For example, a function that is held to open a new court house that serves a region comprising more than one electorate may require the invitation of the sitting Members in each relevant electorate; the Minister responsible for administering the courts; and the Minister responsible for public works. Representatives from Local and Commonwealth Government should also be considered. When a representative number of Members of the Legislative Assembly are desired for a particular function, the use of established ministerial committees could be considered. Security arrangements Security is a major consideration for government and public events, particularly if there are VIPs attending. It is the responsibility of the host to ascertain the level of security required. Protocol Queensland can liaise with Queensland Police and the relevant authorities if you have any concerns about the level of security required for events. Many government venues have some form of security scanning and guests may need to be advised of any special security arrangements. The organiser may need to undertake general research and investigation to develop the guest list by identifying government, community and commercial groups, organisations or individuals with an interest in the function. Consultation with the client and other key stakeholders should be undertaken. The final guest list should be formally approved by the client prior to issuing any invitations. Page 8

18 Protocol Handbook A guide for Queensland Government Officers Special equipment Depending on the occasion and venue selected, special equipment may need to be hired. This could include a speaker s lectern, a public address (PA) system, audio visual system (including data projector), an unveiling curtain, bollards and rope to close off areas or for queues, marquee, tables, chairs, dais, red carpet, directional and parking signs and umbrellas. Check what equipment the venue includes in its hiring arrangements. Items not provided may need to be sourced from other agencies or hired from commercial operators. If the event is to be conducted outdoors, consideration must be given to having equipment available should wet weather arise. Gifts Senior government officials, such as Ministers and Directors-General, can access the Queensland Government Official Gift Range. The appropriateness of gift presentations should be considered. The suitability of gifts may depend on the nationality of the recipient and, just as importantly, what the recipient may have been given previously. Agencies regularly involved in gift giving should keep details of the date of presentation, gift/s presented, presenter and recipient. This will ensure there is no duplication on subsequent presentations and the value of the gift is appropriate and comparable to the gifts previously given (and by whom they were given). It is also important that gifts are exchanged by officers of similar seniority. Section 4.1 provides further information on gift giving. Protocol Queensland can also provide advice and assistance. Photography Depending on the nature of your event, it may be appropriate to arrange for a photographer to record the occasion. This is especially important for events which are of historical significance such as a building opening. If photos are to be taken, the relevant people should be advised of the time and place they are required. Photographs taken of guests on the day can also be provided as mementos. Protocol Queensland can provide details of photographers with event and function photography experience. 2.3 Protocol for functions Drafting the invitation The invitation is an important document which gives an invitee the details of the function; the RSVP requirements; and, in some circumstances, the invitee s authority to enter the function itself. Care must be taken to ensure that all necessary details are provided to the invitee and that those details are accurate. Departments or agencies organising invitations on behalf of the Premier or Ministers should seek approval for the draft invitations from the relevant Ministerial Office. The invitation usually states the following information: The nature of the function for example, for a dinner or the opening of a building by the Minister or to mark the awarding of a certain honour. Where the function is to be held including for example, the name of the particular function room at the venue and street address. The date of the function. The time of the function (e.g. 12:45pm for 1:00pm [for a lunch]; or 6:00pm to 8:00pm [for a reception]). The invitation may also stipulate other timing requirements for example, that guests are required to be seated by a particular time. The standard of dress (for a day function, the standard of dress needs to be specified only if it is to be other than lounge suit, e.g. academic robes). For an evening function, the standard of dress should always be specified for example, evening dress, dinner jacket, lounge suit, or uniform. The wearing of decorations should also be specified when appropriate. RSVP details (include the date, telephone no., facsimile, postal address and address). Page 9

19 Protocol Handbook A guide for Queensland Government Officers There are many different styles and formats for invitations. Attachment 2 provides an example of a standard invitation. The invitation should, ideally, be sent four to six weeks prior to the event. A longer lead time should be allowed if it is anticipated that several rounds of invitations are to be sent as declines are received. However, if there is only a short lead time, invitations should be faxed with the original posted and followed by a telephone call to the invitee. Any enquiries should be directed to Protocol Queensland. Coordinating RSVPs The time and manner by which RSVPs are to be received by the organiser is usually stipulated on the invitation. Usually, RSVPs are made by telephone, in writing, by facsimile or by and close at least one week prior to the event. A RSVP form may also be used and included with the invitation for return by the invitee. Attachment 3 provides an example of a standard RSVP form. Care must be taken to record each response whether that response is an acceptance or a regret. Accuracy of these records is vital to ensure that the function is adequately catered; that the allocated budget is sufficient; that there will be a name tag or place card available and in place for each guest; and that there will be sufficient seating, space, ushers and staff, programs or menus, wet weather gear and other matters dependent on the number of guests. The RSVP list is an important tool in determining whether additional invitations are necessary; whether key guests will be attending; that the client is appropriately briefed on expected attendees; and, ultimately, the success of the function. Recording RSVP responses on the guest list itself is a useful method of maintaining a record of who has been invited and who is able to attend. Care should be taken to check the preferred titles and spelling of the names of the invitees who accept the invitation, this is important to ensure that accurate name tags or place cards are prepared. Entrée cards in some circumstances are issued on receipt of RSVPs. The use of entrée cards is especially useful if there are special seating and entry requirements. Meeting and greeting arrangements Some of the most important arrangements that are made in relation to functions are the meeting and greeting arrangements. The arrangements address the logistics of arrival times and places for key guests and clients to ensure compliance with accepted protocols and to avoid embarrassment. They also address any special cultural requirements in this regard. Also, successful execution of timed arrivals may be necessary to afford special honours to a particular guest, such as receipt of a salute of honour. These details, specifically who will be meeting and greeting whom, when and where, will be incorporated in the function running sheet. Protocol Queensland can be contacted to provide assistance in relation to meeting and greeting arrangements. Drafting the Order of Proceedings A significant tool for the organiser is the Order of Proceedings which is essentially a running sheet for the function. It is recommended that a detailed order of proceedings be prepared for all events. The Order of Proceedings must identify who will be responsible for each detailed task during the course of the function. Attachment 4 provides a useful Order of Proceedings that is adaptable to a broad range of functions. Details contained in the Order of Proceedings should be carefully considered and copies provided to the client and all parties having any responsibilities during the course of the event. Drafting acknowledgments for speech notes The correct reference and order of acknowledgments of principal speakers and guest-of-honour at the function is an important protocol that, if correctly stated, will avoid embarrassment. Acknowledgments should be made in accordance with the State Order of Precedence (Attachment 6). Page 10

20 Protocol Handbook A guide for Queensland Government Officers The State Order of Precedence is not the only Order of Precedence. The Commonwealth, each State, countries and other organisations may also have their own Order of Precedence. The relevant Order of Precedence appropriate for the occasion should be identified. If more than one are considered relevant, careful consideration should be undertaken to determine which Order is to have priority at the particular event. It may also be the case that the final Order of Precedence is an amalgamation of several Orders. Further assistance can be given with specific cases by contacting Protocol Queensland. Queensland has a significant population of Australia s Aboriginal and Torres Strait Islander people. Recognition of Indigenous people should be acknowledged (Section 2.2). Wording such as I would like to respectfully acknowledge the Traditional Owners of the land on which this event is taking place and the elders past and present should be used where appropriate. The Master of Ceremonies It is usual to appoint a Master of Ceremonies or an announcer to control the Order of Proceedings. Depending on the function, it may be desirable for the host to formally welcome guests; give a short overview of the function or some other relevant topic; and to introduce the principal speaker. Alternatively, the principal speaker may be introduced by the Master of Ceremonies. It may be appropriate for a Director-General or senior officer to be given this official role. This role would give the parties some official involvement in the function without seemingly adding to the speakers. Preparing name tags Care should be taken when preparing name tags to ensure that the tag reflects the correct title (Mr, Ms, etc) name (especially spelling), postnominals (Section 6.1) and organisation of the invitee. Positions are rarely used on tags. All name tags should be clearly visible as lapel badges. Consideration should also be given to preparing name tags in a different colour for guests-of-honour to assist other guests in recognising them. Name tags should also be made for the departmental officers who are attending the event as host representatives. Host name tags should clearly show title, name and department. Spare blank name tags and a suitable marking pen must be available should a substitute guest arrive or a name tag require alteration. Order of Precedence An Order of Precedence is used to draft acknowledgements and make seating arrangements. All levels of government have their own Order of Precedence, as do many organisations. The Order of Precedence for the host of the function would normally be the order used. Protocol Queensland uses the Queensland Order of Precedence (Attachment 6) which is a good guide for government agencies and most organisations. However, conflict between Orders of Precedence can cause concern. For example, conflict may arise at a building opening where the State and Commonwealth Governments have each contributed to the cost of the building and will be sending representatives to attend the opening. At the opening, the Orders of Precedence may clash. An outcome might be that the host gives precedence to the representative of the government which gave the most money towards the construction of the building. Agencies can consult Protocol Queensland for appropriate liaison with the relevant organisation to assist with clarification. Seating plans Seating plans are generally required for formal occasions where guests are to be seated. Plans may also be required for less formal occasions where there is an official table at which dignitaries will be seated for the function, such as a presentation ceremony where the presenters and the official party will be seated on a dais or platform in front of an audience. Care must be taken to observe correct protocol when planning these seating arrangements. This protocol can become complicated when arranging seating for many dignitaries across a range of governments or countries, and when spouses accompany those officials. Page 11

21 Protocol Handbook A guide for Queensland Government Officers If a Minister s adviser is to be seated at the official table, they should be placed at the end of the table, unless it is specifically requested that they be close to the Minister. The advisers accompanying a visiting dignitary should be seated according to their rank. To avoid potential offence, the dignitary s advisers should not be seated at the end of the table. Attachment 5 provides standard seating plans. Seats for official guests should be reserved at functions where there is also general seating. Protocol Queensland should be contacted if further assistance is required. Toasts Generally, if a toast is to be incorporated in a function, there is usually a formal response to the toast. When a person represents government at an official function, care must be taken to ensure correct protocol is adhered to in the proposing of and response to official toasts. For example, it is correct protocol to propose the toast to the Head of State not to the country. Thus, it is incorrect to toast To the people of Australia. The correct toast is To Her Majesty the Queen of Australia The Queen as the Head of State. Toasts are normally proposed by the host or senior government representative. Loyal Toast The current wording used by the Governor-General when proposing the Loyal Toast is To the Queen and the people of Australia. The Loyal Toast is most commonly used at formal government occasions where a toast to the Head of State is appropriate. The Loyal Toast would also be used as the response to a toast at a national day function. When the Loyal Toast is for a formal occasion such as a military setting, the Toast will occur towards the end of the meal when the tables have been cleared. However, the Loyal Toast may be proposed earlier in the meal, for example, after an entrée, if other speeches and toasts are to occur later in the meal. If the Loyal Toast is to occur earlier in the meal, this should be indicated either in the menu or at the time of introductory remarks by the host. Other toasts Speeches and toasts during the meal including the Loyal Toast are traditionally proposed at the conclusion of the meal. Wherever possible, an indication should be given to the Order of Proceedings by inclusion in either a menu or at the time of introductory remarks by the host. There may be occasions where an individual may be toasted such as on retirement or notable achievement. On such occasions, the raising of glasses and acknowledgment of the individual (or group or organisation) is appropriate. The host or a nominated person usually makes the toast. A response to the toast is usually given by the party so honoured. Arranging media attendance Government achievement should be recognised whenever and wherever possible. The prerogative for publicity is one for the Premier or relevant Minister. Liaison with Ministerial media advisers will ensure appropriate action is taken to notify relevant media agencies. Ministerial media advisers should be contacted as early as possible in the process. Agency s usual protocols for liaising with Ministerial Offices should always be followed. Smoking The Queensland Government has a smoke free policy and smoking in all non-residential government-owned or leased buildings, and Government vehicles, is prohibited. This includes entrances and exits, balconies, roofs tops, lunch rooms and cafeterias, enclosed car parks, basement areas and stairwells. This policy applies to all Queensland Government employees, as well as other individuals such as clients, visitors and volunteers. In general, functions held in Queensland Government buildings must be smoke free. Organisers should take smoking policies into account and advise hosts and guests, particularly international visitors. From 1 July 2006, all enclosed areas of a liquor licensed premises must be no-smoking and outdoor eating or drinking areas where food or drink is provided as part of a business must be no-smoking. Page 12

22 Protocol Handbook A guide for Queensland Government Officers Finalising function details As previously stated, once the fundamental requirements for the function have been confirmed, that is, the venue, the date and time of the function, hospitality arrangements and standard of dress, the organiser is in a position to prepare and send out invitations. The availability of speakers and special guests should also be confirmed prior to issuing the invitations, particularly if they are to be stated on the invitation or the function rests on their availability. After invitations have been sent, the list of attendees must be finalised, through the RSVP process, for catering purposes; name tags or place cards can be prepared; and seating plans completed. All function details should be re-confirmed prior to the event, allowing sufficient time to make alternative arrangements if difficulties arise. Any alternative arrangements should also be approved in writing by the client. Briefing the client A key milestone in function planning is the client briefing that is undertaken just prior to the event. There are a number of crucial issues which the client should be advised of in the organiser s client briefing. These crucial issues are: a summary of the purpose and proposed outcomes of the event; any necessary background regarding the event or the purpose of the event; the role of the client at the function; the number of acceptances (and regrets); details of the principal speaker, principal guest or guest-of-honour, the host (if it is not the client), dignitaries and officials who will be attending; any identified cultural issues, such as forms of address or greeting, pronunciations, and how these should be handled by the client at the function; media matters including whether a photographer has been arranged to photograph the host with special guests; any other contentious issues or difficulties that have arisen during the course of planning the function or that may impact on the event, and how those issues have been or are to be handled. These issues may include the likelihood of uninvited media or protest groups; the likelihood that a particular guest may approach the client to express concern that a representative of another group or organisation has or has not been invited; or adverse public comment regarding the event or invitees. any security concerns likely to impact on Government representatives, special guests and attendees and the need to make special security arrangements. 2.4 Coordinating the function Set-up The organiser should arrive at the function venue well in advance of the anticipated time of arrival of guests. The organiser s first task is to check any set-up and layout requirements requested during the preliminary venue inspection (Section 2.2). Matters that should be checked prior to the arrival of guests will differ for each type of function but may include checking that doors have been unlocked; the PA system is functional; there is a table for laying out the name tags for guests; jugs of water have been appropriately placed; flowers are not wilting; the room is clean; tables have been set; there are sufficient glasses; place cards and menus have been appropriately set; banners or other decorations are straight; the band is set up; and the toilets are clean and unlocked. Briefing key personnel Prior to the function, key personnel such as the catering coordinator and Master of Ceremonies should be briefed on the Order of Proceedings and other protocol matters such as the correct titles and Order of Precedence. The client may also require that other key personnel are briefed on these matters. During the course of the function, the organiser may be required to provide discreet assistance on these matters. Page 13