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 [email protected]. 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 [email protected] 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

23 Protocol Handbook A guide for Queensland Government Officers The primary role of the organiser is to ensure that the Order of Proceedings for the event is followed. While the organiser does take an important and relatively prominent role, they should ensure that attention is not drawn away from the host, special guests or officials attending the function. Arrival of guests Guests on arrival should be issued with name tags. Spare blank name tags and a suitable marking pen must be available should a substitute guest arrive or a name tag require alteration. The organiser may also need to manage the timely arrival of special guests or speakers, guiding them to appropriate tables or VIP marshalling areas. For more formal occasions guests should be ushered to their table or advised of seating arrangements. The organiser may also be called upon to make introductions, such as between the host and special guests. The standard protocol for introducing people is for the person of a junior station to be introduced to the person of a more senior station, stating the senior person s appropriate title first. For example, Mr Premier, may I introduce Mr John Smith. The name of the person being introduced should be clearly announced. Also, the standard protocol is that it is the prerogative of the person to whom the introduction is being made to offer to shake hands although this is not strictly followed, particularly in a less formal atmosphere. When introducing people seated at the official table at a luncheon or dinner it is correct to refer to them in Order of Precedence, for example, Your Excellency, Premier, Minister, Lord Mayor. Refreshments Prior to the commencement of the function, the organiser should inspect the refreshments to be provided. The organiser should consider the quantity of food available (in relation to the number of guests); whether the food to be provided complies with the menu as agreed with the caterers; and whether the special needs of guests, for example, cultural issues, have been met. Any special cultural or other needs should be reinforced with the catering manager and staff. You should also ensure water and glasses are appropriately positioned for the official party on the dais speaking point. 2.5 Monitoring the function The organiser will be required to monitor the function throughout its progress. They may have specific planned tasks to attend to, in addition to generally monitoring the function activities such as the satisfactory service of refreshments; the conduct of any ceremonies in accordance with agreed plans; ensuring the capabilities of electronic systems; the layout of the function; the movement of guests in to and out of the function or between areas; and responding to queries and any other requirements of the client as they arise. Media If invited media attend the function, liaison usually rests with the relevant Ministerial media adviser. The department s usual protocols for liaising with Ministerial Offices should always be followed. However, the organiser may be called upon to direct media to particular areas or for particular purposes during the course of the event, such as photographers capturing the presentation of an award. These requirements should be reflected in the function plan and Order of Proceedings. Close consultation with the Ministerial media adviser should be maintained throughout the function. Refreshments The organiser should also periodically liaise with the catering manager during the course of the function to monitor the level of food or refreshments available and ensure that service of the food and drinks is satisfactory. It is appropriate to assign a member of the catering staff to the official party and VIPs particularly if they have speaking or other official functions. These arrangements can be made in advance during the liaison which takes place as part of the menu and venue liaison. (Section 2.2) Page 14

24 Protocol Handbook A guide for Queensland Government Officers 2.6 After the function The organiser will usually be required, subject to the agreement with the client, to undertake a number of matters after the function has been held. Immediately upon the conclusion of the function the venue must be restored to its prior condition. The organiser may be required to arrange for refurbishment of the venue, such as restoring furniture to its position prior to the function; disabling electronic equipment; cleaning; and removing all items that had been introduced to the venue for the function, such as decorations or banners. Follow-up briefings to the client may be required, including an analysis of the success of the function and whether it was conducted within its agreed budget. Other administrative matters will also require attention such as the settling of accounts received for costs and expenses incurred for the function; distribution of complimentary photographs and preparation of correspondence thanking presenters, dignitaries, special guests or other relevant parties. Page 15

25 Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland Section 3 Ceremonial occasions

26 Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland Section 3 Ceremonial occasion matters Anthems The National Anthem is Advance Australia Fair. The National Anthem is most often used at sporting events. At sporting events the visiting team/s anthem is always played first, followed by Australian National Anthem. The National Anthem should be used wherever possible at major functions involving other nations. The guest-of-honour s National Anthem is played first, followed by the Australian National Anthem. There are no specific circumstances in which the National Anthem is not allowed to be played providing its seems appropriate and facilities are available to play the Anthem. Anthems are normally played at the beginning of the formal proceedings, after all of the official guests have assembled. Typically, this will be after the official party has arrived at the function, or immediately prior to the commencement of formal activities such as presentations and sporting contests. Protocol Queensland is able to provide advice. There is also a Royal Anthem and a Vice Regal Salute. The Royal Anthem is God Save the Queen and it is played when the Queen and/or the Heir to the Throne is present. The Vice Regal Salute is the first four and last four bars of the National Anthem and is played when the Governor-General or Governor is present. Opening a building; unveiling a plaque; ribbon cutting Building openings, plaque unveilings and ribbon cuttings often involve government representatives. There are no special requirements in relation to the conduct of these occasions and they should be planned in the same way as any other event. An issue that may require further consideration, however, is the wording for the commemoration plaque for the building. Wording for the plaque should reflect the occasion and record the event as well as person/persons actually performing the unveiling. Brevity is important as is ensuring correct names, titles and honorifics. In relation to unveiling, it should be noted that National or State flags should not be used. There may be issues about the selection of the particular official who will have the honour of physically undertaking the unveiling or ribbon cutting; and coordination of publicity or media arrangements. These issues should be addressed as part of the function planning. Any queries in relation to these matters should be directed to Protocol Queensland. Presenting awards and certificates There are no special requirements in relation to the conduct of award and certificate presentations and these events should be planned in the same way as any other event. Primary considerations in planning for these ceremonies are ensuring the accuracy of the details on the awards or certificates, particularly the title and name of the recipient; maintaining secrecy in relation to the identification of the award recipient, if necessary; and the format and seating arrangements for the function particularly if there are a large number of award recipients. Details of who will present the award, when and how, would be recorded in the detailed Order of Proceedings. Some presentations will include the reading of an award or certificate citation prior to the recipient accepting it. This role is normally preformed by the Master of Ceremonies. Media attendance or other publicity for the presentation may also need to be arranged, in conjunction with the relevant Ministerial Office. Protocol Queensland can be contacted for assistance if required. Page 17

27 Protocol Handbook A guide for Queensland Government Officers Religious occasions There are a number of matters that should be considered if organising a religious occasion. Protocol Queensland should be contacted for assistance in relation to the specific considerations for religious occasions. Funerals It is appropriate for departmental officers to attend the funeral of government officers who have died in office, have recently retired or are known to the departmental officers. The provision of floral tributes will depend on the details outlined in the funeral notice. For the funeral of an officer who has died in office, it would be appropriate for the Chief Executive of the agency to send a floral tribute on behalf of the organisation and staff. Individuals may also wish to send floral tributes, but this would be a personal decision and at personal cost. State Funerals are organised by Protocol Queensland on behalf of the Premier to honour prominent individuals for their outstanding achievement and distinguished service to the community. Eligibility for a State Funeral is governed by Department of the Premier and Cabinet, Protocol Queensland, policy and procedures. Arrangements can also be made where a family does not wish a State Funeral but would prefer a private funeral. Wreath laying Government representatives are, as a matter of custom, invited to participate in a number of major wreath laying ceremonies. These ceremonies include ANZAC Day and Remembrance Day. In wreath laying ceremonies, the host organisation is responsible for determining the order of the wreath laying. However, if the government representative has queries on this issue, Protocol Queensland can be contacted for advice. The host organisation is also usually responsible for organising the making of the wreaths, which are provided to the government representative for the ceremony. Generally, wreaths are only organised by Protocol Queensland when a request has been made by the Office of the Premier. Vice-Regal functions A Vice-Regal function is one at which either the Governor of Queensland, another State Governor, or the Governor-General of Australia is present. Planning considerations include: hosting arrangements; the order of speaking; the playing of National and/or Vice-Regal anthems; and application of the Order of Precedence. For functions involving the Governor of Queensland, guides to the Order of Proceedings, speeches and protocol are usually distributed by the Governor s Office at the time that the Governor commits to the event. The Governor s Office (Aide or Aide-de-Camp) can be contacted directly to provide advice on Vice-Regal functions, or to assist with the development of programs and the Order of Proceedings. Similar arrangements apply for the Governor-General and other state Governors. Government House can be contacted on telephone Page 18

28 Section 4 Hosting visiting dignitaries Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland

29 Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland Section 4 Hosting visiting dignitaries Hosting international visitors is a complex task requiring sophisticated planning and specialist knowledge, expertise and information particularly in relation to cultural issues and protocol-related matters. It may involve far more than simply organising one event. Several days of planned activities may be required including arranging high-level meetings, receptions and other official functions, and less formal events such as visiting tourist attractions and tours. Accommodation, airport transfers and customs clearances, transport, security, greeting and farewelling, and who will accompany the dignitaries all require careful consideration. Programming of appropriate meetings with the Governor, Premier, Ministers, senior officials and industry leaders are all important parts of visit coordination. Protocol Queensland coordinates all high level visits by overseas dignitaries on behalf of the Queensland Government. Visits include foreign Heads of State and Heads of Government, the Royal Family and foreign Royalty, Ministers of State, Sister State delegations as well as Diplomatic and Consular representatives. Successful visits are an important means of maintaining and increasing mutual bonds with potential economic and cultural benefits. Many of the guidelines detailed in organising a successful function (Section 2) can be applied to visit organisation. It is important to plan visits well in advance, identifying any possible problems that may impact on the visit and what contingencies may be needed. Protocol Queensland should always be contacted to provide specialist advice, expertise and direction to agencies organising the hosting of international dignitaries. 4.1 Key considerations when planning and conducting Official Visits Scoping and initial planning One of the first considerations when planning an Official Visit should be to establish the purpose of the visit and identify key areas of interest. This usually requires background research into key members of the visiting party, country of origin and what trade, cultural or relationships exist. Key areas of government departments should also be consulted for strategic advice such as the Department of State Development and Innovation as well as the Trade and International Operations Division and International Collaborations within the Department of the Premier and Cabinet. While the purpose of the visit may be self-evident, more background information and advice may need to be sought. Consideration should also be given to who should be consulted in developing a visit program, both within Government and in the wider community. If the visit is likely to involve meetings or functions with key Government officials, prior advice and appropriate ministerial briefings should be provided well in advance. It should be noted that only the most senior visits would involve calls on the Governor, Premier and Ministers and participation is at the discretion of the relevant office. Funding arrangements should be clearly established at the outset for any official hospitality to be provided. The level of visit determines the style and financial responsibility for accommodation and travel arrangements. A budget for these costs should be established early in the planning process. Any special cultural, dietary and language translating and interpreting requirements also need to be identified. This information will help to develop a draft program. Page 20

30 Protocol Handbook A guide for Queensland Government Officers Cultural issues Agencies hosting visits need to identify any cultural issues to avoid the potential for embarrassment or incident. Matters such as greeting, seating and eating customs are of greatest importance and are highlighted in detail in Section 2.2. If confronted with a cultural issue, the organiser should undertake relevant research and prepare for cultural differences. Protocol Queensland and Multicultural Affairs Queensland are able to offer assistance in relation to cultural awareness issues. Airport arrival and departures All flights and times should be checked with airlines and, together with transfer times, built into the program. Appropriate greetings and farewells, including location and official representation should be put in place. Customs courtesies may be available for high-level VIP international arrivals and departures. This should, however, be discussed with Protocol Queensland to determine appropriateness. For senior visiting parties, airline and airport authorities should receive prior notification, although in these instances Protocol Queensland will usually be involved. The movement and handling of luggage is also a critical consideration for airport arrivals and departures. Accommodation and air travel Accommodation and air travel requirements within Queensland should be ascertained. Appropriate bookings can then be made taking into consideration the number of people in the party including support officers and accompanying State Government officials. The class of travel and standard of room will be dictated by the type of visit. Transport Transport arrangements by road, rail and sea may also need to be considered. The type of vehicle to be required for transport arrangements may vary from VIP vehicles through to charter boats. Established and accredited transport providers should be used. Consideration must be given to the appropriateness of the vehicle as well as travel times, routes, and distances. Security Any concerns about security should be discussed with Protocol Queensland. Major visits with security requirements should always be referred to Protocol Queensland which in turn will work with the Queensland Police, Security Intelligence Branch, and other appropriate authorities. Publicity and media coverage Publicity and media coverage should always be at the discretion of the visiting party with approval from the relevant Ministerial Office. Media and publicity opportunities can usually be built into key events or visits during the program, although prior agreement with all parties should be reached. Notifying the media is the responsibility of the visit coordinator s media representatives. If the Premier or a Minister is involved, appropriate Ministerial media advisers should be advised. In such instances the media advisers will ascertain the suitability of publicity and issue the appropriate media advice and releases. There may also be a requirement for photographs to record the visit. Interpreters It may be necessary to arrange interpreters to assist with translations for visiting delegations. In many cases an official delegation will have an interpreter included as a part of the travelling party, however, in highlevel delegations their purpose is to translate primarily for the delegation leader. A separate professionally accredited interpreter or interpreters may be required to assist with informal and formal communication to Queensland VIPs and officials. Page 21

31 Protocol Handbook A guide for Queensland Government Officers The Commonwealth Government Translating and Interpreting Services (TIS) is the only provider in Queensland that offers seven-day, 24-hour service. Pre-booking is required for TIS on-site services through a booking form process. A booking form and a TIS client number can be obtained via <[email protected]. au> or telephone The National Accreditation Authority for Translators and Interpreters Ltd (NAATI) maintains a directory of accredited interpreters and translators as well as other relevant information regarding professional interpreting services. You can visit the NAATI website < or telephone Guidelines and further information on working with interpreters are detailed in the Queensland Government Language Services Policy available on the website < Gifts Many visiting dignitaries will present gifts to acknowledge the occasion and as a courtesy. On most occasions there is a reciprocal gift presentation. This is a similar practice adopted by Government officials when travelling overseas on official business. Gift exchanges should take place between senior officials and key dignitaries. The appropriateness of gifts, including cultural significance, should be taken into consideration and Protocol Queensland can provide advice and assistance. 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). Senior government officials may access the Queensland Government Official Gift Range for presentation of gifts to dignitaries. Protocol Queensland manages and operates the Gift Range. Only certain officials or their delegates, may access the gift range. These officials are the: Governor (or Official Secretary, Government House); Premier, Ministers, Parliamentary Secretaries, Speaker of the Legislative Assembly, Leader of the Opposition (or delegated Policy Advisers or Personal Secretaries); Chief Executive Officers, Deputy Chief Executive Officers and Divisional and Branch Directors of government departments including the Auditor-General, the Queensland Parliamentary Counsel and Queensland Ombudsman; and officers in charge of Queensland government offices in foreign countries. Before gifts can be obtained from the Official Gift Range, a Gift Authority Form (Attachment 12) signed by the eligible official must be provided. If gifts for the Premier or Ministers are required, a Purchase Order from Ministerial Services, Department of the Premier and Cabinet is required to accompany a Gift Authority Form. As well as the appropriateness of gifts in any gift exchange, there should also be collaboration in the selection of gifts that are to be given by several people at different levels in an organisation. Consideration of these matters will also avoid the potential embarrassment of the same gift being given by different parties to the same recipient. As a general rule, a gift selected for a more senior dignitary should be presented by an official of similar standing. Protocol Queensland will also advise on the appropriateness and wrapping of gifts. For example, in some cultures sharp instruments are viewed as bad luck and the colour white is used in situations of mourning. New items for the gift range which demonstrate Queensland art, crafts and manufacturing skills are sought on an ongoing basis. Suggestions for additions should be referred to Protocol Queensland. Page 22

32 Protocol Handbook A guide for Queensland Government Officers Finalising the program When all the key considerations have been researched and built into the draft program, the draft should be provided to the VIP visitor or relevant authority for final approval. Once approval has been granted by the visiting VIP or relevant authority, all appointments and arrangements should be confirmed in writing either by letter, facsimile or . A final program complete with dates, times, appointment locations and purpose, modes of transport and officials participating should be prepared, usually in easy to carry booklet format. This final program should include contact telephone numbers for the offices and key personnel involved in the visit. Relevant biographical and background information should be included for the benefit of the visit participants. Check lists and fact sheets should be consulted to ensure all necessary arrangements have been put in place Final flight arrival, pick-up times and transport checks should be made. Page 23

33 Section 5 Flags and emblems Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland

34 Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland Section 5 Flags and emblems 5.1 Queensland State flag The State flag dates from the time when Queensland was a self-governing British colony with its own navy and was officially approved in The State flag comprises the State Badge inserted in the Blue Ensign. The badge represents the Royal Crown on a Maltese Cross and is officially described as: On a Roundel Argent a Maltese Cross Azure surmounted with a Royal Crown. It was adopted as part of the flag on 29 November 1876 and incorporated in the Coat of Arms in Free Queensland Flag Scheme Under the State Government s free flag scheme, categories of organisations and individuals are eligible to be issued with free Queensland flags. These organisations mostly include schools; recognised youth organisations; community service groups; benevolent and welfare organisations; sporting clubs and bodies; and local government and semi-government authorities. All requests for the issue of a free Queensland flag are submitted through the local State Member of Parliament. It is the responsibility of the Members to receive and consider any requests for free flags from organisations or exchange students from within their electorates before making a recommendation to Protocol Queensland. Any requests should be in accordance with guidelines for the Free Queensland Flag Scheme endorsed by Cabinet. When a request is approved, the Member is notified and provided with a flag for presentation to the organisation. A copy of the booklet, Flying the Flag in Queensland, is also provided for use by the recipient organisation. With normal care, a flag should remain serviceable for at least three years. Requests for earlier replacement will be considered on their merits, with the return of the worn or damaged flag. Protocol Queensland administers the free flag scheme. For further information [email protected]. gov.au or telephone Flag protocols There are a number of protocols and points to remember in relation to flying flags. Primarily, flags should be flown or displayed in a dignified manner and should not be used as a curtain to unveil a monument or plaque, or used as table or seat covers or allowed to fall to or lie upon the ground. Flags should not be flown at night unless properly lit and more than one flag should not be flown from the one halyard (flag pole). National flags of sovereign nations should be flown on separate staffs and at the same height and should be of the same size. The Australian National Flag should be hoisted first and lowered last, and is always flown in a position of precedence. Flags are flown at half-mast position as a sign of mourning. Half masting should be undertaken by first taking the flag to the top of the mast and lowering to the half-mast position, which is when the top of the flag is approximately one-third the distance down from the top of the mast. The flag should be raised to the top of the mast again before lowering it for the day. A tattered or dilapidated flag should not be flown and should be destroyed in private. Page 25

35 Protocol Handbook A guide for Queensland Government Officers Flying of flags on Queensland Government buildings The Queensland flag is to be flown on State Government buildings throughout the State. The flag should also be flown by State Statutory Authorities. The Australian flag should be flown at State Government schools along with the Queensland flag were possible. There are clear protocols for flags flown on State Government buildings. The protocol changes depending on the number of flag poles, their configuration and relative heights, and the nature of the other flags to be flown with the State Flag. The Queensland Government publication, Flying the Flag, should be consulted and is available from Protocol Queensland. 5.3 Queensland State Emblems Queensland legislation governs the official emblems of Queensland. Queensland has a floral, fauna, bird, aquatic and gem emblem as well as a Coat of Arms and State Badge. Use of the Coat of Arms and State Badge is restricted by legislation. Requests for use of the Coat of Arms and State Badge can be directed to the Director, Protocol Queensland. There are no legislative restrictions on use of the State emblems. Queensland s official state colour is maroon. The Queensland Government also has a corporate identity for State Government activities. Advice on the use of the Queensland Government s corporate identity should be directed to Communication Services, Department of the Premier and Cabinet <[email protected]>. Coat of Arms The Queensland Coat of Arms, a heraldic device symbolising the Queen s constitutional authority in the State, was granted in It is the oldest State Arms in Australia, and was the first Arms assigned to any British colony after Queensland s primary industries are represented on the Arms by a sheaf of wheat, the heads of a bull and a ram, and two stalks of sugar cane. Mining is represented by a column of gold rising from a heap of quartz. The red deer and brolga were assigned in 1977, the Queen s Jubilee year. The State s motto Audax at Fidelis, meaning Bold but faithful, is stated on the Arms. The State Badge is also incorporated in the Coat of Arms. State Badge The badge of the State of Queensland evolved as a result of a need for a seal or badge to be included in the design of the State Flag. Adopted as part of the flag on 29 November 1876, the badge is officially described as On a Roundel Argent a Maltese Cross Azure surmounted with a Royal Crown. Faunal emblem Queensland s faunal emblem is the koala. The emblem was officially proclaimed in 1971 after a poll instigated by the State Government following a proposal of State Tourism Ministers that all States adopt a faunal emblem. Floral emblem Queensland s floral emblem was proclaimed as the Cooktown Orchid in 1959 during celebrations to mark the State s centenary. Bird emblem The Brolga was officially proclaimed as the bird emblem of Queensland in Aquatic emblem The Barrier Reef Anemonefish was proclaimed as the State s aquatic emblem in March The Barrier Reef Anemonefish was chosen from about 20,000 submissions received from a community consultation process conducted in State gem The sapphire was formalised as the State gem for Queensland in State colour Maroon, which has long been associated with Queensland particularly on the sporting field, was officially proclaimed the State colour in The official colour in the Pantone Matching System is 202, however, Queenslanders can continue to wear all shades of maroon at sporting and other events. Page 26

36 Section 6 Honours and awards Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland

37 Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland Section 6 Honours and awards 6.1 The Australian honours system The Australian honours system began in 1975 by Letters Patent signed by Her Majesty The Queen on 14 February The system was established for the purpose of according recognition to Australian citizens and other persons for achievement or for meritorious service. The Queensland Government supports the honours system and encourages all agencies to promote the awards to its key stakeholders. This encouragement is aimed at ensuring Queenslanders receive due recognition for outstanding contribution to Australian life or, more broadly, to humanity at large. The Australian honours system is administered by the Australian Honours Secretariat, Office of the Official Secretary to the Governor-General, Canberra. Responsibility for honours policy rests with the Commonwealth Government. There are two categories in the General Community Awards in which citizens can nominate individuals the Order of Australia and the Australian Bravery Decorations. The Order of Australia The Order of Australia is the pre-eminent means of recognising outstanding achievement and contribution by Australians. Any individual, community organisation, professional body or similar group can nominate an Australian citizen for an Order of Australia award by completing a prescribed nomination form. The form has comprehensive guidelines attached to be used in its completion. Nominations are assessed by an independent body the Council for the Order of Australia. The Council consists of 19 members from across Australia including representatives of each of the states and territories, three ex officio and eight community members. Queensland s state representative has traditionally been the Deputy Director-General Governance for the Department of the Premier and Cabinet. The Deputy Director-General is advised by an advisory group which includes the Official Secretary, Government House; the Executive Director, State Affairs; and the Director, Protocol Queensland, from the Department of the Premier and Cabinet. Under the constitution of the Order of Australia, the Governor-General is the Chancellor of the Order of Australia. The Governor-General, acting on advice of the Council, authorises all awards. The Order of Australia has two divisions, a General Division and a Military Division, and there are four categories: Companion of the Order of Australia (AC) for eminent achievement and merit of the highest degree. Officer of the Order of Australia (AO) for distinguished service of a high degree to Australia or to humanity at large. Member of the Order of Australia (AM) for service in a particular locality or field of activity or to a particular group. Medal of the Order of Australia (OAM) for service worthy of particular recognition. Nominations can be made at any time and awards are bestowed twice yearly on Australia Day (26 January) and the Queen s Birthday holiday. Guidelines, a check list and nomination form (Attachment 8) are available from Protocol Queensland. Detailed information along with nomination forms can also be downloaded from the website < or obtained by leaving contact details on the freecall answering service The Honours Secretariat can also be contacted on telephone (02) Enquiries can be directed to Protocol Queensland which can provide guidance on nomination processes and the role of referees particularly for the Order of Australia. Page 28

38 Protocol Handbook A guide for Queensland Government Officers Australian Bravery Decorations The Australian Bravery Decorations recognise acts of bravery in a peacetime setting. The Australian Bravery Decorations Council considers nominations and makes recommendations to the Governor-General for the following decorations. Cross of Valour (CV) for acts of the most conspicuous courage in circumstances of extreme peril. Star of Courage (SC) for acts of conspicuous courage in circumstances of great peril. Bravery Medal (BM) for acts of bravery in hazardous circumstances. Commendation for Brave Conduct for other acts of bravery which are considered worthy of recognition. There is also a Group Bravery Citation to recognise collective acts of bravery. Anyone may nominate a person for these awards. Anyone wishing to nominate a person or who believes a nomination would be appropriate should contact Protocol Queensland for advice. The nomination form is available from Protocol Queensland along with a check list of matters to be addressed in preparing a nomination (Attachment 9). Occupation-related civilian, defence and commemorative awards There are also other categories in the Australian honours system which have dedicated awards for specialised fields of endeavour which include occupation-related civilian awards, defence awards and commemorative awards. The occupation-related civilian awards include awards for meritorious service such as the: Public Service Medal; Australian Police Medal, Australian Fire Service Medal; Ambulance Service Medal; Emergency Services Medal; and Australian Antarctic Medal. Public Service Medal The Public Service Medal recognises outstanding public service above and beyond the normal requirements of a position. All public sector employees are eligible for the award, including those in local government. The only exception is for those who are eligible for other meritorious awards, such as the Australian Police Medal, the Australian Fire Service Medal, the Ambulance Service Medal and the Emergency Services Medal. In Queensland, nominations close annually on 1 February and 1 August to allow the Premier to make recommendations to the Governor-General for approval. An annual quota exists for each state government public service. Enquiries should be directed to Protocol Queensland. Further information and nomination forms (Attachment 10) are available from Protocol Queensland by ing [email protected] or telephone The Nomination forms can also found at website < Australian Police Medal The Australian Police Medal recognises distinguished service by serving members of the Australian police forces. Recommendations are made through the Premier by the responsible Minister to the Governor-General for approval. There is also an annual quota for each state police service. Enquiries should be directed to the Queensland Police Service. Australian Fire Service Medal The Australian Fire Service Medal recognises distinguished service by serving members of the Australian fulltime and volunteer fire services. Recommendations are made through the Premier by the responsible Minister to the Governor-General for approval. There is an annual quota for each fire service. Enquiries should be directed to the Department of Emergency Services. Page 29

39 Protocol Handbook A guide for Queensland Government Officers Ambulance Service Medal The Ambulance Service Medal was established in 1999 to recognise distinguished service by members of civilian ambulance services. Only one award is ever made to an individual. Recommendations are made through the Premier by the responsible Minister to the Governor-General for approval. Enquiries should be directed to the Department of Emergency Services. Emergency Services Medal The Emergency Services Medal was established in 1999 to recognise outstanding service by members of emergency services including state emergency services and voluntary emergency organisations and to persons who render distinguished service relating to emergency management, training or education. Recommendations are made through the Premier by the responsible Minister to the Governor-General for approval. Enquiries should be directed to the Department of Emergency Services. Other honours and awards Other awards in the honours system within the occupation-related civilian, defence and commemorative awards include the National Medal (for 15 years diligent service by members of the Australian defence, police, fire or ambulance service); the Victoria Cross for Australia; Gallantry Decorations; Distinguished Service Decorations; Conspicuous Service Decorations; the Nursing Service Cross; the Australia Service Medals; the Vietnam Medal; the Defence Force Service Awards; the Champion Shots Medal; the Unit Citations; the Police Overseas Medal; Anniversary of National Service Medal and Centenary Medal. A full list of awards and application processes are listed on the website < Presentation of Australian honours and awards The presentation of Australian and other official honours and awards in Queensland is coordinated by Government House, Queensland, on behalf of the Australian Honours Secretariat. Awards ceremonies normally occur twice yearly, around April and September, as well as in regional centres. Advice in relation to these should be sought from Government House, Brisbane. Wearing of honours and awards A booklet entitled A Guide to the Wearing of Insignia has been prepared by the Office of the Governor- General in Canberra to assist the wearing of Orders, Decorations and Medals on appropriate occasions. Contact the Honours Secretariat to receive a copy of the booklet on telephone (02) or view the website < Protocol Queensland can also assist with any queries. Recipients of honours and awards Recipients of Australian honours and awards can be found on the Australian honours system website < The list is the most up-to-date although some recipients do choose not to have their details listed. Use of postnominals Postnominals are the letters that may be used after a person s name to signify that the person is a recipient of an award or honour. It is important that the correct postnominal is used for such matters as invitations, name tags and place cards. A person who has received a number of awards and is entitled to use postnominals will always list the highest award first. There are a number of publications listed in Section 10 that may be referred to in relation to the postnominals for each award within the Australian honours system. Any further queries may be directed to Protocol Queensland. Page 30

40 Protocol Handbook A guide for Queensland Government Officers 6.2 Other Awards The Queensland Government supports a number of national awards and also has initiated a number of awards of State and national significance. Australian of the Year Awards The Australian of the Year, Young Australian of the Year, Senior Australian of the Year and Local Hero awards are the nation s pre-eminent awards of excellence. The awards are coordinated by the National Australia Day Council and have been an integral part of our national celebrations since Australian citizens can nominate any fellow Australian citizen via a public nomination process. The various State winners in each category enter a final judging process conducted by the National Australia Day Council. Award recipients are announced by the Prime Minister on Australia Day each year. For further information visit the website < or contact Events Coordination, Department of the Premier and Cabinet, telephone Queenslander of the Year Awards The Queenslander of the Year and Young Queenslander of the Year Awards are the State s highest citizenship honours. The awards recognise Queenslanders who work selflessly for the benefit of the State and its people. In its 20-year history the Queenslander of the Year Award has recognised people from many disciplines and walks of life including charity workers, community representatives, volunteer and welfare workers, and those working in the professions of medicine, architecture and law. The Young Queenslander of the Year Award was established in 1989 to recognise inspirational young Queenslanders. Since the Award was introduced, dozens of Queenslanders under the age of 25 have been recognised for their outstanding charitable, sporting or cultural contributions to the State. The awards are announced by the Premier during Queensland Week in June. For further information contact Events Coordination, Department of the Premier and Cabinet, telephone Premier s Literary Awards The Premier s Literary Awards promote the literary culture of Queensland as part of the Queensland Government s policy of recognising, supporting and enhancing the arts throughout the State. The Awards were inaugurated in 1999 and have grown to become one of Australia s leading literary awards program. Awards are presented by the Premier in 15 categories, including best manuscript for an emerging Queensland author. For further information contact Events Coordination, Department of the Premier and Cabinet, telephone Premier s Awards for Excellence in Public Sector Management The Premier s Awards for Excellence in Public Sector Management recognise and reward the outstanding achievements of work units and teams within the Queensland public sector. The annual Awards program encourages continuous improvement in the workplace productivity and standards of excellence. The Awards also provide a unique opportunity for knowledge sharing across the Queensland Government. They also provide an opportunity to increase community awareness of the high quality services provided by the public sector and the superior standards to which public servants strive. For further information, you can [email protected], visit the website < or contact Events Coordination, Department of the Premier and Cabinet, telephone Page 31

41 Protocol Handbook A guide for Queensland Government Officers The Premier of Queensland s Export Awards The Premier of Queensland s Export Awards recognise the achievements of the State s leading exporters across all business sectors. The awards aim to promote the importance of exports to the growing Queensland economy. There are a range of categories which include Exporter of the Year, Regional Exporter of the Year, Emerging Exporter, Small to Medium Manufacturer, Large Manufacturer, Minerals and Energy, Agribusiness, Information and Communications Technology, Education, Arts and Entertainment, Tourism, and Services. Winners of the Queensland awards go on to represent the State in the National Export Awards. Further information is available on the website < Premier s Awards for Queensland Seniors The Premier s Awards for Queensland Seniors recognise older people for their outstanding voluntary work in the community. Award winners in the past have made significant contributions to the community in areas such as education, the environment, working with younger people and migrant communities, entertainment and services such as meals on wheels. These awards are administered by the Office for Seniors, Department of Communities. Further information can be found at the website < or by telephoning SMART Awards The SMART Awards acknowledge companies that are adopting innovative business processes and management practices to help build a strong and diverse Smart State economy. Award categories include Agribusiness, Creative Industries, Manufacturing, Mining or Minerals Processing, a Rising Star Award, and The Premier of Queensland s Smart Award overall winner selected from the category winners. For more information visit the website < Queensland Greats Awards The Queensland Greats Awards identify and celebrate Queensland s living legends. The awards are a way to publicly recognise extraordinary Queenslanders and their significant contribution to our community and their major role in the history and development of our State. The awards are not for a single achievement or success, but for a life s work and contribution made to Queensland over many years. For further information contact Events Coordination, Department of the Premier and Cabinet, telephone Smart Women s Awards The Smart Women, Smart State Awards recognise and encourage participation by women of all ages in fields such as science, engineering and technology. The awards cover four categories: girls studying in schools; women studying at higher education institutions; researchers; and business owners and directors. The awards commenced in Further information is available from the Office of Women < or telephone Queensland Government Reconciliation Awards for Business The Queensland Government Reconciliation Awards for Business recognise Indigenous and non-indigenous businesses which are striving for reconciliation. There are three categories in the Reconciliation Awards: Employment; Joint ventures; and Innovation and Smart State Initiatives. The awards were first presented in For further information contact Events Coordination, Department of the Premier and Cabinet, telephone Page 32

42 Protocol Handbook A guide for Queensland Government Officers Queensland Multicultural Service Awards The Queensland Multicultural Service Awards recognise organisations and individuals who have consistently promoted and advanced the development of multiculturalism and improved community relations in Queensland; provided substantial assistance in the settlement process of individuals and groups who have migrated to Australia from overseas; and/or significantly contributed to the support of harmony, the reduction of prejudice and the combat of discrimination in the community. There is also a schools and media category. All enquiries and nominations should be directed to Awards Administrator, Multicultural Affairs Queensland, telephone or Further information is available on the website < Premier s Multicultural Photographic Awards The Premier s Multicultural Photographic Awards are open to professional and non-professional photographers and school students. The Awards are themed each year to showcase Queensland s multicultural heritage and showcase Smart State diversity. For further information, you can [email protected] or visit the website < Royal Humane Society of Australasia Awards While not a State initiated award, or part of the Australian honours system, the Royal Humane Society of Australasia Awards are highly regarded and recognise acts of bravery by people who risk their own lives in saving or attempting to save the lives of others. Individuals and organisations may submit applications for an award within 12 months of the act of bravery. Further information is available from the Society website < or telephone (03) Page 33

43 Section 7 Congratulatory letters Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland

44 Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland Section 7 Congratulatory letters The Department of the Premier and Cabinet, Ministerial Correspondence Unit, coordinates the production of congratulatory letters from the Premier to members of the public who have reached a significant milestone birthday (90th, 100th, 105th, 110th) or wedding anniversary (50th, 60th, 65th, 70th). Congratulatory letters can also be requested from the Prime Minister, the Governor, the Governor-General and Her Majesty The Queen. The Ministerial Correspondence Unit forwards requests to the relevant office for letters from dignitaries other than the Premier. Requests for letters from the Prime Minister must be lodged through a local Federal Member of Parliament. A Request for Congratulatory Letter form (Attachment 11) must be completed and accompanied with appropriate verification documentation such as a birth or marriage certificate. The majority of congratulatory letters require four weeks notice to produce. For further information contact the Ministerial Correspondence Unit on telephone Page 35

45 Section 8 Titles Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland

46 Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland Section 8 Titles 8.1 Use and Retention of the title Honourable Members of the Executive Council, the Speaker of the Legislative Assembly and Justices of the Supreme Court of Queensland are entitled to use the title Honourable while in office. However, they are not automatically entitled to use Honourable when they cease to hold that office. The Governor of Queensland has been granted a delegation of authority from the Queen to grant the right of retention of the title Honourable for life in certain circumstances upon the recommendation of the Premier. Under the guidelines, if the holder of an office wishes to retain the title Honourable, the person must apply for it after departing from the office. Former Executive Councillors and former Speakers wishing to retain the title must apply in writing to the Premier. Former Justices of the Supreme Court should apply in writing to the Minister responsible for the administration of the Courts who will then submit the matter, with a recommendation, to the Premier. Under the guidelines, the office holder must have served a minimum period of time to be eligible to retain the title. The minimum length of service is one year for the Premier, three years for Ministers and Speakers, and there is no qualifying period for Justices. The Premier may, as a special case, recommend to the Governor an office holder who has not fulfilled the requisite minimum length of service. These special cases are referred to Buckingham Palace for determination as these cases are outside the Governor s delegated authority. The Premier may decline to recommend retention of the title if the office holder has not fulfilled the minimum length of service requirements or if their departure from office was a direct consequence of some misdeed or action regarded as having brought his or her office into disrepute. The grant to a person of the use of the title Honourable for life, is published in the Queensland Government Gazette. A list of people who have been granted approval to retain the title Honourable for life is maintained by Protocol Queensland. 8.2 Forms of Address Protocol dictates certain acceptable forms of address for people based on their position or status within the community. Attachment 1 provides a comprehensive listing of forms of address. Further assistance can be provided by Protocol Queensland. Page 37

47 Section 9 Further information Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland

48 Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland Section 9 Further information 9.1 Protocol areas in other government and non-government organisations Government Commonwealth and state governments each have protocol areas which deal with protocol matters. State protocol areas are all located within the Department of the Premier or Chief Minister. Protocol Queensland maintains regular liaison with protocol areas of other governments. This ensures a consistent approach to protocol matters particularly at events attended by representatives from different tiers of government. It also ensures positive working relationships between governments are developed and maintained. If a proposed function is to include representatives of another government, that government s protocol area should be contacted early in the function planning phase and contact maintained during the course of planning and delivery of the function. This assists in the efficient and effective delivery of the function and enhances the likelihood of its success. Governments of nations other than Australia also have their own protocol teams. If a proposed function is likely to include representatives from another government, Protocol Queensland should be consulted for advice and direction. This is particularly relevant if the representatives attending the function are from a nation other than Australia. Non-government Some non-government organisations also maintain protocol areas undertaking functions similar to that of a government protocol area. Liaison with that organisation s protocol area should be maintained throughout the planning and delivery of the function. Any further queries in relation to protocol areas of non-government organisations should be directed to Protocol Queensland. 9.2 Parliament House, Queensland Protocol at Parliament House in Queensland is handled by the Protocol Officer of the Legislative Assembly on behalf of the Speaker. The Protocol Officer organises protocol duties required of the Speaker for visiting delegations and senior officials from interstate and overseas, and for community organisations. A Functions Co-ordinator coordinates all functions, meetings, forums and conferences held at Parliament House. It is a requirement that all functions held at Parliament House must be hosted by a Member of Parliament. Enquiries on Parliament House protocol and event activities should be directed to the Protocol Officer on telephone Function enquiries can be directed to the Functions Co-ordinator on telephone Government House, Queensland The Office of the Governor, located at Government House, supports the official program of the Governor, including the provision of advice to organisations and individuals seeking the Governor s support or involvement. The Office coordinates all functions and commitments held at Government House, as well as those events and activities which the Governor attends elsewhere in the State. The Office of the Governor also acts as the representative of the Honours Secretariat in relation to the award and presentation of Australian honours and awards. Enquiries should be directed to the Office of the Governor, Government House, 168 Fernberg Road, Paddington, GPO Box 434 Qld 4064, telephone or visit the website < Page 39

49 Protocol Handbook A Guide for Queensland Government Officers Section 10 References Protocol Queensland

50 Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland Section 10 References 10.1 Publications The books and other publications listed below are a selection of primary authorities on protocol and related matters. Departmental libraries can assist with other publications that deal with protocol, general etiquette, cultural customs and international etiquette. Books and Texts Title Author Reference Australian Flags 1998, Awards and National Symbols Branch, Department of the Prime Minister and Cabinet The Australian Honours System 1991, Awards and National Symbols Branch, Department of the Prime Minister and Cabinet Australian Protocol and Procedures Joel, Sir Asher 1988, Angus & Robertson, Sydney Dear You - A Guide to Forms of Address Hyslop, Robert 1991, Australian Government Publishing Service, Canberra De Brett s Correct Form Gullen, Zoe 1999, Headline Book Publishing, London Flying the Flag, The State of Queensland Flag ** A Guide to the Wearing of Insignia 2002, Protocol Queensland, Department of the Premier and Cabinet 1993, Australian Honours Secretariat, Office of the Official Secretary to the Governor-General International Business Etiquette Sabath, Ann Marie 1999, Career Press, New Jersey The National Honours and Awards of Maton, Michael 1995, Kangaroo Press Ltd Australia* Order of Australia 1997, Australian Honours Secretariat, Office of the Official Secretary to the Governor-General Protocol The Complete Handbook of Diplomatic, Official and Social Usage* McCaffree, Mary Jane; Innis, Paul 2002, Durban House Publishing Company, Washington D.C. Corporate identity and State emblems** Whitaker s Almanack 2005, Protocol Queensland, Department of the Premier and Cabinet (Annual) The Stationery Office, London (Annual) Crown Content, Melbourne Who s Who in Australia Who s Who Guide to Protocol Ford, David 2001, Crown Content, Melbourne All titles held in Research Services, Department of the Premier and Cabinet, except as indicated by *. Corporate identity and State emblems and Flying the Flag, as indicated by ** are available from Protocol Queensland. Page 41

51 Protocol Handbook A guide for Queensland Government Officers 10.2 Websites The websites listed below are a selection of sites of organisations and topics referred to in this Handbook, and are by no means exhaustive. In relation to awards, many of these websites contain nomination forms, key information and contact details including addresses. Australia Day Council Organisation or topic Australian Honours and Awards Australian, Young Australian and Senior Australian of the Year Awards Government House, Queensland Multicultural Photographic Awards Premier s Awards for Excellence in Public Sector Management Queensland Greats Premier s Literary Awards Queensland Multicultural Service Awards Queenslander and Young Queenslander of the Year Awards Premier s Export Awards Premier s Awards for Queensland Seniors Protocol Queensland Protocols Asian business Queensland Parliament House Queensland Week Reconciliation Awards for Business Smart Women s Award SMART Awards Internet address About_us/divsworkunits/governance/stateaffairs/ queenslandweek/ Page 42

52 Protocol Handbook A Guide for Queensland Government Officers Section 11 Attachments Protocol Queensland

53 Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland Section 11 Attachments 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 Attachment 3 Attachment 4 Standard invitation Standard RSVP form Order of Proceedings Attachment 5 Standard seating plans 5.1 Round table seating 5.2 Rectangular seating Attachment 6 Attachment 7 State Order of Precedence Australian Order of Precedence for Honours and Awards Attachment 8 Attachment 9 Attachment 10 Awards in Order of Australia 8.1 Nomination information 8.2 Nomination form Australian Bravery Decorations 9.1 Nomination information 9.2 Nomination form 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 Attachment 13 Gift authority form Functions planning checklist Page 44

54 Protocol Handbook A Guide for Queensland Government Officers Protocol Queensland Attachment 1 A protocol guide to Forms of Address Key: PN Postnominals Title Mr, Mrs, Ms, Sir, Lady, etc Ptnr Partner Envelope Salutation Invitation Place card How referred to How addressed 1.1 Royalty and Vice-Regal Royalty The Queen Write to the Private Secretary to N/A By letter through the Premier s Her Majesty Her Majesty The Queen First and last meeting on each Her Majesty The Queen Department to allow a formal invitation occasion Your Majesty. to be extended Otherwise Ma am A Royal Duke His Royal Highness the Prince Your Royal Highness By letter through the Premier s His Royal Highness His Royal Highness the Duke of... Your Royal Highness, then Sir Philip, Duke of Edinburgh or His Department to allow a formal invitation Royal Highness the Duke of... to be extended A Prince His Royal Highness the Prince... Your Royal Highness By letter through the Premier s His Royal Highness or The His Royal Highness or The Your Royal Highness, then Sir or His Royal Highness the Department to allow a formal invitation Prince (of)... Prince (of)... Prince of... to be extended A Princess Her Royal Highness the Princess... Your Royal Highness By letter through the Premier s Her Royal Highness or The Her Royal Highness or The Your Royal Highness, then Ma am or Her Royal Highness the Department to allow a formal invitation Princess (of)... Princess (of)... Princess of... to be extended Vice-Regal The Governor-General His/Her Excellency [Title] [First name] Your Excellency Letter to the Official Secretary or His/Her Excellency or The His/Her Excellency The Your Excellency then [Title], [Surname], [PN], Governor-General Governor-General Governor-General Governor-General of the [First name] of the Commonwealth of Australia Commonwealth of Australia Governor-General s partner His/Her Excellency [Title] [First name] Your Excellency or Dear [Title] Letter to the Official Secretary or His/Her Excellency or His/Her Excellency or Your Excellency then [Title], [Surname], [PN], Government House, [Surname] to [Title] [Surname] [Title] [Surname] [Title] [Surname] [Surname] Canberra ACT 2600

55 Envelope Salutation Invitation Place card How referred to How addressed 1.1 Royalty and Vice-Regal (cont) Vice-Regal Governor Her Excellency [Title] [First name] Your Excellency Letter to the Official Secretary or Her Excellency or Your Excellency Your Excellency [Surname], [PN], Governor of... to Her Excellency The Governor of Queensland Governor s partner [Title] [Surname], [PN] Dear [Title] [Surname], [PN] Letter to the Official Secretary or [Title] [Surname] [Title] [Surname] [Title] [Surname] [Title] [Surname], [PN] Former Governors/Administrators (a number may be Knights and/or entitled to retain the title of Honourable ) The Hon. [Title] [Surname], [PN] Dear [Title] [First name] The Hon. [Title] [First name] [Surname] The Hon. [Title] [First name] [Surname] The Hon. [Title] [First name] [Title] [First name] [PN] and [Ptnr Title] [Ptnr Surname] 1.2 Government and Parliament Premier The Hon. [First name] [Surname] MP Dear Premier or Premier or The Honourable [Initial]. [Surname] MP, The Premier or the Hon. The Honourable Premier of Premier or [Title] [Surname] Premier of Queensland Dear [Title] [Surname] Premier of Queensland [Initial]. [Surname] MP Queensland and [Ptnr Title] [Ptnr Surname] Note: Portfolio responsibilities may change and can be checked on the internet version of the handbook < Prime Minister The Hon. The Prime Minister of Dear Prime Minister The Honourable [Initial]. [Surname] MP, The Prime Minister The Hon. The Prime Minister of Prime Minister or [Title], Australia Prime Minister of Australia and Australia [Surname] [Ptnr Title] [Ptnr Surname] Leader of the Queensland Opposition (The title Honourable is not automatically used with the position and reflects guidelines as detailed in Section 8) The Hon. [First name] [Surname] MP Dear [Title] [Surname] The Honourable [Initial]. [Surname] MP, Leader of the Opposition or The Hon. The Honourable [Title] [Surname], [Title] [Surname] Leader of the Opposition and [Ptnr Title] [Ptnr Surname] [Initial]. [Surname] MP MP, Leader of the Opposition Members of the Federal Executive Council The Hon. [Initial]. [Surname] MP, Dear Minister or Dear [Title] The Honourable [Initial]. [Surname] MP, The Hon. [Initial]. [Surname] MP The Hon. [Initial]. [Surname] MP, [Title] [Surname] or Minister Minister for... [Surname] and [Ptnr Title] [Ptnr Surname] Minister for... or The Hon. Minister for... OR Senator the Hon. [Initial]. [Surname] MP, Dear Senator [Surname] Senator the Hon. [Initial]. [Surname] Senator the Hon. [Initial]. [Surname] Senator the Hon. [Initial]. [Surname] Senator or Minister [Surname] Minister for... and [Ptnr Title] [Ptnr Surname] Minister for... or The Hon. Minister for...

56 Envelope Salutation Invitation Place card How referred to How addressed 1.2 Government and Parliament (cont) Members of Executive Council The Hon. [Initial]. [Surname] MP, Dear Minister or Dear [Title] The Honourable [Initial]. [Surname] MP, The Hon. [Initial]. [Surname] MP The Hon. [Initial]. [Surname] MP, [Title] [Surname] or Minister Minister for... [Surname] and [Ptnr Title] [Ptnr Surname] Minister for... or The Hon. Minister for... Speaker of the Legislative Assembly The Hon. [Initial]. [Surname] MP, Dear [Title] Speaker The Honourable [Initial]. [Surname] MP, The Hon. [Initial]. [Surname] MP, The Hon. [Initial]. [Surname] MP, [Title] Speaker Speaker of the Legislative Assembly and [Ptnr Title] [Ptnr Surname] or The Speaker Speaker of... Legislative Assembly of Queensland of Queensland Speaker of House of Representatives The Hon. [Initial]. [Surname] MP, Dear [Title] Speaker The Honourable [Initial]. [Surname] MP, The Hon. [Initial]. [Surname] MP, The Hon. [Initial]. [Surname] MP, [Title] Speaker Speaker of the House of and [Ptnr Title] [Ptnr Surname] or [Title] Speaker Speaker of the House of Representatives Representatives Members of Parliament [Title] [Initial]. [Surname] MP Dear [Title] [Surname] [Title] [Initial]. [Surname] MP [Title] [Initial]. [Surname] MP [Title] [Initial]. [Surname] MP, [Title] [Surname] The Honourable [Initial]. [Surname] or the Member for... Members of other Legislatures The Hon. [Initial]. [Surname] MLC* Dear [Title] [Surname] [Title] [Initial]. [Surname] MLC [Title] [Initial]. [Surname] MLC [Title] [Initial]. [Surname] MLC [Title] [Surname] [Title] [Initial]. [Surname] MLC and [Ptnr Title] [Ptnr Surname] *Other states have two Houses of Parliament a Legislative (or House of) Assembly and a Legislative Council. Therefore, in other States, the title could be MP, MHA, MLA or MLC MP is used instead of MLA in NSW, Vic and SA, MHA in Tasmania. (Queensland only has a Legislative Assembly.) Prior to October 2000 members of the Queensland Legislative Assembly used the suffix MLA. The Commonwealth Parliamentary Association (Queensland Branch) on 19 October 2000 resolved that Members of the Legislative Assembly should be known as MP and not MLA. President of the Senate Senator the Hon. [Initial]. [Surname], Dear [Title] President Senator the Hon. [Initial]. [Surname] Senator [Surname] Senator the Hon. [Initial]. [Surname] [Title] President President of the Senate [Ptnr Title] [Ptnr Surname] President of the Senate Senator Senator the Hon. [Initial]. [Surname], Dear Senator [Surname] Senator the Hon. [Initial]. [Surname] Senator the Hon. [Initial]. [Surname] Senator the Hon. [Initial]. [Surname], Senator President of the Senate Minister for or The Hon. the Minister Former Premiers (A number may be Knights and have been permitted to retain the title of Honourable, eg. for a former Premier although not all former Queensland Premiers have retained the title Honourable.) The Hon. [Initial]. [Surname] Dear [Title] [Surname] The Hon. [Title] [First Name] [Surname] The Hon. [Title] [First Name] [Surname] [Title] [First Name] [Title] [First Name] [PN] and [Ptnr Title] [Ptnr Surname] Former Executive Councillors who retain the title Honourable A person who has been a member of the Executive Council for longer than 3 years may, upon application and subsequent approval, retain the title Honourable. The Hon. [Initial]. [Surname] Dear [Title] [Surname] The Hon. [Initial].[Surname] and The Hon. [Initial].. [Surname] The Hon. [Initial].. [Surname] [Title] [Surname] [Ptnr Title] [Ptnr Surname]

57 Envelope Salutation Invitation Place card How referred to How adddressed 1.2 Government and Parliament (cont) Former Members of the Executive Council (Who don t retain the title Honourable ) [Title] [Initial]. [Surname] Dear [Title] [Surname] [Title] and [Ptnr Title] [Initial]. [Surname] [Title] [Initial]. [Surname] [Title] [Initial]. [Surname] [Title] [Surname] 1.3 Judiciary Chief Justice The Hon. [Firstname] [Surname], [PN] Chief Justice of Queensland or The Hon. [Title] Justice [Initial]. [Surname], [PN] Chief Justice of Queensland Dear Chief Justice or Your Honour The Hon. [First Name] [Surname], [PN] and [Ptnr Title] [Ptnr Surname] The Chief Justice The Hon. The Chief Justice of Queensland Chief Justice Justices of The Supreme Court The Hon. [Title] Justice [Initial]. [Surname] [PN] Dear Justice [Surname] The Hon. [Title] Justice [Initial]. [Surname] [PN] and [Ptnr Title] [Ptnr Surname] The Hon. [Title] Justice [Initial]. [Surname] [Surname], Justice of the Supreme Court of Qld Your Honour or Justice [Surname] District Court Judges His Honour Judge [Initial]. [Surname] Dear Judge His Honour Judge [Initial]. [Surname] [PN] and [Ptnr Title] [Ptnr Surname] Former Chief Justices (A number may be knights and/or entitled to retain the title of Honourable.) The Hon. [Title] [First Name] [Surname], [PN] Dear [Title] [First Name] [Surname] The Hon. [Title] [First Name] [Surname] [PN] and [Ptnr Title] [Ptnr Surname] Judge [Surname] His Honour Judge [Initial]. [Surname] of the District Court Judge The Hon. [Title] [First Name] [Surname] [Title] [First Name] [Surname] [Title] [First Name] or [Title] [Surname] Former Justices of The Supreme Court Former Justices are entitled to retain the title, Honourable, following application for its use and receiving subsequent approval. The Hon. [Initial]. [Surname] Dear [Title] [Surname] The Hon. [Initial]. [Surname] and [Ptnr The Hon. [Initial]. [Surname] The Hon [Initial]. [Surname] [Title] [Surname] Title] [Ptnr Surname] 1.4 Local Government The Lord Mayor Of Brisbane The Right Hon. The Lord Mayor of Brisbane, Councillor [Initial]. [Surname] Dear Lord Mayor Male Mayor: The Right Hon. The Lord Mayor (and the Lady Mayoress) of Brisbane, or Female Mayor: The Right Honourable The Lord Mayor of Brisbane (and [Ptnr Title] [Initial]. [Ptnr Surname]) The Right Hon. the Lord Mayor of Brisbane, Cr [Initial].. [Surname] Lord Mayor Lord Mayor Mayors of other Cities and Towns Cr [Initial]. [Surname], Mayor of..., or His/Her Worship the Mayor of..., Cr [Initial]. [Surname] Dear Cr [Surname] or Dear [Title] Mayor Cr [Surname] [PN] and [Ptnr Title] [Ptnr Surname] or His/Her Worship the Mayor of... and [Ptnr Title] [Ptnr Surname] Cr [Initial]. [Surname] or His/Her Worship The Mayor or The Mayor of the City of... Cr [Surname] or His/Her Worship the Mayor or The Mayor of the City of... Cr [Surname] or [Title] Mayor

58 Envelope Salutation Invitation Place card How referred to How adddressed 1.4 Local Government (cont) Councillors Cr [Initial]. [Surname] Dear Cr [Surname] Cr and [Ptnr Title] [Initial]. [Ptnr Surname] Cr [Surname] Cr [Surname] Cr [Surname] 1.5 Diplomatic and Consular Corps Ambassadors His/Her Excellency [Title] [Initial]. [Surname], Ambassador of... High Commissioners His/Her Excellency [Title] [Initial]. [Surname], High Commissioner for... Charge d affaires [Title] [Initial]. [Surname], Charge d Affaires, Embassy Consuls [Title] [Initial]. [Surname], Consul (or Honorary Consul) of Military Senior officers according to rank Your Excellency Your Excellency Dear [Title] [Surname] His/Her Excellency [Title] [Initial]. [Surname] and [Ptnr Title] [Ptnr Surname] His/Her Excellency [Title] [Initial]. [Surname] [Title] [Initial]. [Surname] and [Ptnr Title] [Ptnr Surname] His/Her Excellency His/Her Excellency [Title] [Initial]. [Surname] His/Her Excellency or The Ambassador of... His/Her Excellency or The High Commissioner for... [Title] [Initial]. [Surname], Charge d Affaires... Embassy Dear [Title] [Surname] [Title] and [Ptnr Title] [Surname] [Title] [Surname] [Title] [Initial]. [Surname], The Consul of... Your Excellency or [Title] Ambassador Your Excellency or [Title] High Commissioner [Title] [Surname] [Title] [Surname] or [Title] Consul Military Maj. Gen. [Initial]. [Surname] [PN] Dear Maj. Gen. [Surname] Maj. Gen. [Initial]. [Surname], [PN] and [Ptnr Title] [Ptnr Surname] or Maj. Gen. [Initial]. [Surname] General [Surname], Commander... General or Sir/Madam Maj. Gen. [Initial]. and [Ptnr Title] [Ptnr Surname] Air Force Air Commodore [Initial]. [Surname] [PN] Dear Air Commodore [Surname] Air Commodore [Surname], [PN] and [Ptnr Title] [Ptnr Surname] or Air Commodore [Surname] Air Commodore [Surname], Officer Commanding... Air Commodore or Sir/Madam Air Commodore and [Ptnr Title] [Surname] Naval Captain [Initial].. [Surname] [PN] Dear Captain [Surname] Captain [Initial]. [Surname] [PN] and [Ptnr Title] [Ptnr Surname] Captain [Initial]. [Surname] Captain [Surname], Naval Officer Commanding... Captain or Sir/Madam or Captain and [Ptnr Title] [Surname] 1.7 Religious Heads of Anglican Church of Australia Archbishop His Grace the Most Rev. [Initial]. [Surname], Archbishop of... or Your Grace or Most Rev. Sir His Grace the Archbishop of... and [Ptnr Title] [Initial]. [Ptnr Surname] Archbishop [Surname] His Grace the Most Rev. [Initial]. [Surname], Archbishop of... Your Grace The Most Rev. the Archbishop of...

59 Envelope Salutation Invitation Place card How referred to How adddressed 1.7 Religious (cont) Bishop The Right Rev. [Initial]. [Surname], Bishop of... or The Right Rev. the Bishop of... Dear Bishop or My Lord Bishop or Right Rev. Sir The Right Rev. [Initial]. [Surname] and [Ptnr Title] [Ptnr Surname] or The Right Rev. [Initial]. and [Ptnr Title] [Ptnr Surname] Bishop [Surname] The Right Rev. [Initial]. [Surname], Bishop of... or Bishop of..., Bishop [Surname] Bishop [Surname] or My Lord Dean The Very Rev. [Initial]. [Surname], Dean of... or The Very Rev. the Dean of... Archdeacon The Venerable Archdeacon [Initial]. [Surname], Archdeacon Canon Dear Dean or Very Rev. Sir Dear Archdeacon The Dean of..., The Very Rev. [Initial]. [Surname], and [Ptnr Title] [Ptnr Surname] The Venerable Archdeacon and [Ptnr Title] [Initial]. [Ptnr Surname] or The Venerable Archdeacon [Initial]. [Surname] and [Ptnr Title] [Ptnr Surname] The Rev. Canon [Initial]. [Surname] Dear Canon [Surname] The Rev. Canon and [Ptnr Title] [Initial]. [Ptnr Surname] or The Rev. Canon [Initial]. [Surname] and [Ptnr Title] [Ptnr Surname] Other clergy The Rev. [Initial]. [Surname] Catholic Church in Australia Cardinal His Eminence the Cardinal Archbishop of... or His Eminence Cardinal [Surname] Archbishop His Grace the Most Rev. [Initial]. [Surname], Archbishop of..., or The Most Rev. the Archbishop of... Bishop The most Rev. [Initial]. [Surname], Bishop of..., or The Most Rev. Bishop of... Monsignor Dear Rev. [Surname] or Dear Father [Surname] or Dear Rector or Dear Vicar The Reverend and [Ptnr Title] [Ptnr Surname] Dean [Surname] Archdeacon [Surname] The Very Rev. [Initial]. [Surname], Dean of... or Dean of..., Dean [Surname] The Venerable Archdeacon [Surname], Archdeacon of... or Archdeacon [Surname], Archdeacon of... Dean [Surname] Archdeacon [Surname] Canon [Surname] The Rev. Canon [Initial]. [Surname] Canon [Surname] The Rev. [Initial]. [Surname] The Rev. [Initial]. [Surname] Father [Surname] or [Title] [Surname] Your Eminence or Dear Cardinal By letter Cardinal [Surname] His Eminence the Cardinal Archbishop of...or Cardinal [Surname] Your Grace or Most Rev. Sir His Grace the Archbishop of... Archbishop [Surname] His Grace the Most Rev. [Initial]. [Surname], Archbishop of... or Archbishop [Surname] My Lord or Dear Bishop The Right Rev. [Initial]. [Surname] or Bishop of Bishop [Surname] The Right Rev. [Initial]. [Surname], Bishop of or Bishop [Surname] The Rev. Monsignor [Initial]. [Surname] Dear Monsignor The Rev. Monsignor [Initial]. [Surname] Monsignor [Surname] The Rev. Monsignor [Initial]. [Surname] Your Eminence Your Grace My Lord Monsignor [Surname]

60 Envelope Salutation Invitation Place card How referred to How adddressed 1.7 Religious (cont) Clergy of all denominations with rank of Priest The Rev. [Initial]. [Surname] Dear Father [Surname] The Rev. [Initial]. [Surname] Father [Surname] Father [Surname] Father The Right Reverend The Right Rev. [Initial]. [Surname] Dear [Title] [Surname] The Right Rev. [Initial]. [Surname] The Right Rev. [Initial]. [Surname] The Right Rev. [Initial]. [Surname] [Title] [Surname] or Rev. [Surname] The Reverend The Rev. [Initial]. [Surname] Dear [Title] [Surname] The Rev. [Initial]. [Surname] The Rev. [Initial]. [Surname] The Rev. [Initial]. [Surname] [Title] [Surname] or Rev. [Surname] Jewish Rabbi Rabbi [Initial]. [Surname] Dear Rabbi [Surname] Rabbi [Initial]. [Surname] Rabbi [Surname] Rabbi [Surname] Rabbi [Surname] Pastor Pastor [Initial]. [Surname] Dear [Title] [Surname] Pastor [Initial]. [Surname] Pastor [Surname] Pastor [Surname] Pastor [Surname] Salvation Army (Rank) [Initial]. [Surname] Dear (Rank) [Surname] (Rank) [Surname] (Rank) [Surname] (Rank) [Surname] (Rank) [Surname] 1.8 Honours recipients Privy Councillors Normally former Governors-General or Senior Parliamentarians. The post nominals PC after the name are not used in Australia. The practice of conferring the honour of Privy Councillor was discontinued in The Right Hon [Initial]. [Surname] [PN] Dear [Title] [Surname] The Right Hon [Initial]. [Surname] [PN] and The Right Hon [Initial]. [Surname] [Title] [Surname] [Title] [Surname] [Ptnr Title] [Ptnr Surname] Citizens with honours or decorations [Title] [Initial]. [Surname], OAM Dear [Title] [Surname] [Title] [Surname], OAM and [Title] [Surname] Knights of the various orders KBE is used as an example only refer to Order for Precedence of Honours and Awards Sir [First Name] [Surname], KBE Dear Sir [First Name] Sir [First Name] [Surname], KBE & Lady [Surname] Dear Dame [First Name] Dame [First Name] In her own right Dame [First Name] [Surname], DBE and [Ptnr Title] [Ptnr Surname]. In her husband s honour [Title] [Initial]. [Surname] and Dame [First Name] [Surname], DBE [Title] [Initial]. [Surname] OAM [Title] [Surname] [Title] [Surname] Sir [First Name] [Surname], KBE Sir [First Name] [Surname], KBE Sir [First Name] Dame [First Name] Dame [First Name] [Surname] Dame [First Name] Knights Bachelor Dear Sir [First Name] Sir [First Name] & Lady [Surname] Sir [First Name] [Surname] Sir [First Name] [Surname] Sir [First Name]

61 Envelope Salutation Invitation Place card How referred to How adddressed 1.9 Sister States The Queensland Government has Sister State arrangements with: State of South Carolina, United States of America; Municipality of Shanghai, People s Republic of China; Prefecture of Saitama, Japan; Prefecture of Osaka, Japan; Province of Gyeonggi, Republic of Korea; Province of Central Java, Republic of Indonesia. United States of America Governor The Honorable [First Name] [Surname] Governor of [State] Lieutenant Governor of a State The Honorable [First Name] [Surname], Lieutenant Governor of [State] President of the Senate of a State The Honorable [First Name] [Surname] President of the Senate of the State of [State] State Senator The Honorable [First Name] [Surname] [State] Senate (or Senate of [State]) Dear Governor [Surname] The Honorable [First Name] [Surname] Governor of [State] The Governor of [State] Governor [Surname] or The Honorable [First Name] [Surname], Governor of [State] (or the State of [State]) Dear [Title] [Surname] [Title] [Surname] [Title] [Surname] [Title] [Surname] or The Honorable [First Name] [Surname], Lieutenant Governor of [State] Dear [Title] [Surname] [Title] [Surname] [Title] [Surname] [Title] [Surname] or The President of the Senate of [State], [Title] [Surname] or The Honorable [First Name] [Surname], President of the Senate of the State of [State] Dear [Title] [Surname] [Title] [Surname] [Title] [Surname] [Title] [Surname] or The Honorable [First Name] [Surname], [State] State Senator Governor [Surname] or Governor or Sir [Title] [Surname] [Title] [Surname] [Title] [Surname]

62 Envelope Salutation Invitation Place card How referred to How adddressed People s Republic of China Governor His/Her Excellency [Surname] [First name] Governor of [Province] Your Excellency His/Her Excellency [Surname] [First name] Governor of [Province] His/Her Excellency His/Her Excellency Your Excellency [Surname] or Governor [Surname] Mayor of Shanghai His/Her Excellency [Surname] [first name] Mayor of Shanghai Your Excellency His/Her Excellency [First Name] [Surname] Mayor of Shanghai His/Her Excellency His/Her Excellency Your Excellency [Surname] or Mayor [Surname] Secretary Chinese Communist Party His/Her Excellency [Surname] [first name] Party Secretary of [Place Name] Your Excellency His/Her Excellency His/Her Excellency [Surname] Party Secretary of [Place Name] Members of the Peoples Congress; Members of the Standing Committee; Chinese People s Political Consultative Congress [Position] Mr/Madame [Surname] [First Name] His/Her Excellency Dear Mr/Madame [Surname] [Position] Mr/Madame [Surname] [Position] Mr/Madame [Surname] [Position] [Surname] or Mr/Madame [Surname] Your Excellency or Party Secretary [Surname] Mr/Madame [Surname] Japan Governor His/Her Excellency [First Name] [Surname] Prefecture of [Saitama/ Osaka] Your Excellency His/Her Excellency [First Name] [Surname] Prefecture of [Saitama/Osaka] His/Her Excellency His/Her Excellency Your Excellency Vice-Governor His/Her Excellency [First Name] [Surname] Vice-Governor Prefecture of [Saitama/Osaka] Your Excellency His/Her Excellency [First Name] [Surname] Vice-Governor Prefecture of [Saitama/ Osaka] His/Her Excellency His/Her Excellency Your Excellency Republic of Korea Governor [Title] [Surname] [First Name] Governor Dear [Title] [Surname] of Gyeonggi Province Members of National, Provincial of Municipal Assembly [Title] [Surname] [First Name] Governor of Gyeonggi Province [Title] [Surname] [Title] [Surname] [Title] [Surname] [Title] [Surname] [First Name] [Position] [Title] [Surname] [Title] [Surname] [First Name] [Position] [Title] [Surname] [Title] [Surname] [Title] [Surname]

63 Envelope Salutation Invitation Place card How referred to How adddressed Republic of Indonesia Note: Indonesian officials tend to use abbreviated military and academic titles before their names Governor His/Her Excellency [Title Military or academic] [First Name] [Surname] Province of Central Java Vice-Governor His/Her Excellency [Title Military or academic] [First Name] [Surname] Province of Central Java Your Excellency Your Excellency His/Her Excellency [Title Military or academic] [First Name] [Surname] Province of Central Java His/Her Vice-Excellency [Title Military or academic] [First Name] [Surname] Province of Central Java His/Her Excellency [Surname] His/Her Excellency [Surname] Your Excellency His/Her Excellency His/Her Vice-Excellency Your Excellency

64 Attachment 2 Standard invitation The Honourable Anna Bligh MP Premier of Queensland on behalf of the Government of Queensland requests the pleasure of the company of [Name] at a [function description] in the honour of [Guest of Honour] [Venue] [Date] [Time] RSVP: [Date] Fax: [Fax number] Phone: [Telephone number] Dress: [Dress standard]

65 Attachment 3 Standard RSVP form [Reception Title] q Accept q Decline Name/s: Organisation: Phone: Fax: Please complete and fax OR phone OR OR post to: [Department] by COB [RSVP date] Fax: [Fax number] Phone: [Telephone number] [ address] Address: [Address] Parking: [Parking details]

66 Attachment 3 Standard RSVP form [Reception Title] q Accept q Decline Name/s: Organisation: Phone: Fax: Please complete and fax OR phone OR OR post to: [Department] by COB [RSVP date] Fax: [Fax number] Phone: [Telephone number] [ address] Address: [Address] Parking: [Parking details]

67 Attachment 4 Order of Proceedings [Function Name] [Venue] [Date] [ ]am/pm Function Coordinator/s [Name/s, Title/s ] in attendance [ ]am/pm Host, [Name, Title] arrives and greets guests [ ]am/pm Guests arrive drinks and food served [ ]am/pm Speeches Master of Ceremonies, [Name, Title] introduces the Host, [Name, Title] Host speaks Guest of Honour, [Name, Title] responds Master of Ceremonies announces conclusion of formalities and invites guests to enjoy hospitality [ ]am/pm Function scheduled to conclude

68 Attachment 5 Standard seating plans 5.1 Round table seating

69 5.2 Rectangular seating

70 Attachment 6 State Order of Precedence 1. The Governor (Governor-General) 2. The Premier 3. The Prime Minister of Australia 4. The Chief Justice of Queensland 5. Members of the Queensland Executive Council 6. The Speaker of the Legislative Assembly of Queensland 7. The President of the Senate and the Speaker of the House of Representatives of the Commonwealth of Australia according to date of appointment 8. The Chief Justice of Australia 9. Ambassadors and High Commissioners according to their seniority with the Diplomatic Corps in Australia 10. (a) Former Governors-General according to date of leaving office (b) Former Governors according to date of leaving office (c) Former Administrators according to date of leaving office (d) Former Premiers according to date of leaving office (e) Former Prime Ministers according to date of leaving office (f) Former Chief Justices according to date of leaving office 11. Members of the Federal Executive Council 12. Leader of the Opposition in the Legislative Assembly of Queensland 13. Privy Councillors 14. Justices of the Supreme Court of Queensland according to seniority 15. Justices of the High Court of Australia according to seniority 16. Justices of the High Court of Australia and the President of the Conciliation and Arbitration Commission according to date of appointment 17. The Lord Mayor of Brisbane within the City 18. Members of the Legislative Assembly of Queensland 19. (a) Former members of the Queensland Executive Council who retain the title Honourable (b) Former members of the Queensland Executive Council (c) Former Justices of the Supreme Court of Queensland 20. Members of other Legislatures 21. Judges of the Federal Courts of Australia and Deputy Presidents of the Conciliation and Arbitration Commission according to the dates of first appointment to any one of those offices 22. Masters of the Supreme Court according to seniority 23. Chairman and Judges of the District Courts of Queensland 24. Senior Officers in Queensland commanding the Naval, Military and Air Forces according to seniority of rank and date of appointment

71 25. Heads of Churches and Religious Communities* 26. Consuls-General, Consuls and Vice-Consuls according to their seniority in the consular Corps in Queensland 27. The Permanent Heads of State Government Departments, Members of the Industrial Conciliation and Arbitration Commission, Members of the Land Court and Statutory Officials, President of the Land and Resources Tribunal. 28. Recipients of Decorations and Honours taking precedence above an Officer of the Order of Australia in accordance with the order shown in the Australian Order of Precedence of Honours and Awards *Archbishops of the Anglican Church of Australia and the Catholic Church to take precedence according to the dates of their respective Enthronements. As appropriate, other denominations ranked on an adherent basis according to census figures

72 Attachment 7 Australian Order of Precedence for Honours and Awards POSTNOMINAL HONOUR OR AWARD VC Victoria Cross GC George Cross CV Cross of Valour KG/LG Knight/Lady of the Garter KT/LT Knight/Lady of the Thistle GCB Knight/Dame Grand Cross of the Order of the Bath OM Order of Merit AK/AD Knight/Dame of the Order of Australia GCMG Knight/Dame Grand Cross of the Order of St Michael and St George GCVO Knight/Dame Grand Cross of the Royal Victorian Order GBE Knight/Dame Grand Cross of the Order of the British Empire AC Companion of the Order of Australia CH Companion of Honour KCB/DCB Knight Commander of the Order of the Bath KCMG/DCMG Knight/Dame Commander of the Order of St Michael and St George KCVO/DCVO Knight/Dame Commander of the Royal Victorian Order KBE/DBE Knight Commander of the Order of the British Empire - Knight Bachelor (Confers the title Sir no postnominal) AO Officer of the Order of Australia CB Companion of the Order of the Bath CMG Companion of the Order of St Michael and St George CVO Commander of the Royal Victorian Order CBE Commander of the Order of the British Empire SG Star of Gallantry SC Star of Courage DSO Companion of the Distinguished Service Order DSC Distinguished Service Cross AM Member of the Order of Australia LVO Lieutenant of the Royal Victorian Order OBE Officer of the Order of the British Empire ISO Companion of the Imperial Service Order MVO Member of the Royal Victorian Order MBE Member of the Order of the British Empire CSC Conspicuous Service Cross NSC Nursing Service Cross RRC Royal Red Cross (1St Class) DSC Distinguished Service Cross MC Military Cross DFC Distinguished Flying Cross AFC Air Force Cross

73 POSTNOMINAL HONOUR OR AWARD ARRC Royal Red Cross (2nd Class) MG Medal for Gallantry BM Bravery Medal DSM Distinguished Service Medal PSM Public Service Medal APM Australian Police Medal AFSM Australian Fire Service Medal ASM Ambulance Service Medal ESM Emergency Services Medal OAM Medal of the Order of Australia - Order of St John DCM Distinguished Conduct Medal CGM Conspicuous Gallantry Medal GM George Medal CSM Conspicuous Service Medal AAM Australian Antarctic Medal QPM Queen s Police Medal for Gallantry QFSM Queen s Fire Service Medal for Gallantry DSM Distinguished Service Medal MM Military Medal DFM Distinguished Flying Medal AFM Air Force Medal QGM Queen s Gallantry Medal RVM Royal Victorian Medal BEM British Empire Medal QPM Queen s Police Medal for Distinguished Service QFSM Queen s Fire Service Medal for Distinguished Service Commendation for Gallantry - Commendation for Brave Conduct - Queen s Commendation for Brave conduct Commendation for Distinguished Service - War Medals, Campaign Medals, Active Service Medals and Service Medals - Police Overseas Service Medal - Humanitarian Overseas Service Medal Civilian Service Medal Polar Medal - Imperial Service Medal Coronation, Jubilee, Remembrance and Commemorative medals - Defence Force Service Medal

74 POSTNOMINAL HONOUR OR AWARD RFD Reserve Force Decoration - Reserve Force Medal Defence Long Service Medal - National Medal Australian Cadet Forces Service Medal - Champion Shots Medal - Long Service Medals - Anniversary of National Service Medal Foreign Awards The Order of Precedence reflects the combined Australian honours and Imperial systems. Awards in bold are those within the Australian honours system; conferred by the Sovereign in exercise of the Royal Prerogative; those within the Order of St John; and foreign awards authorised by the Governor

75 Attachment 8 Awards in Order of Australia Attachment 8.1 Nomination information What are the details of the person who is submitting the nomination? name home address and telephone number address and mobile telephone number business address and telephone number occupation and organisation What are the details of the person being recommended for the award? name home address and telephone number occupation or relevant position and position title date and place of birth nationality, and, if born outside Australia, details of arrival and naturalisation details of previous honours and awards if previously received an award in the Australian Honours system or British Imperial Awards system What activities have been undertaken by the person being nominated? Describe the nominee s outstanding service and include examples that best show the nominee s achievement and contribution. In what role or area has the nominee excelled? How has the nominee demonstrated service worthy of recognition? How has the nominee s contribution impacted on either a particular field, locality, group, community or humanity at large? Over what period of time has the nominee made a major commitment? Has the nominee s contribution been recognised elsewhere, such as in the media, by other awards, interest groups or local councils? Have details of at least four referees who can make direct comment on the nomination, been provided? name of referee organisation or home address and telephone number occupation and position title business number, address and mobile number

76 THE ORDER OF AUSTRALIA N O M I N A T I O N F O R M The Australian honours system The Australian honours system celebrates the outstanding achievements and contributions of extraordinary Australians in a diverse range of fields and areas of endeavour. It is about recognising those people in the community whose service and contributions have had the effect of making a significant difference to Australian life or, more broadly, to humanity at large. The Australian honours system recognises the actions and achievements of people who go above and beyond what could be reasonably expected and, in doing so, encourages national aspirations and ideals of the highest community standards and values. Recipients are people from all spheres of the community. Any individual, community organisation, professional body or similar group can nominate an Australian citizen for an award. In the Australian honours system the Order of Australia is the pre-eminent means of recognising outstanding achievement and contribution by Australians. It rewards people who have made a significant difference to their community, their country or at an international level. The Order of Australia has four levels: Companion of the Order (AC) for eminent achievement and merit of the highest degree in service to Australia or to humanity at large; Officer of the Order (AO) for distinguished service of a high degree to Australia or to humanity at large; Member of the Order (AM) for service in a particular locality or field of activity or to a particular group; and Medal of the Order (OAM) for service worthy of particular recognition. Nominations of Australian Citizens for an award within the Order of Australia may be made by completing the attached nomination form.

77 THE ORDER OF AUSTRALIA Who can be nominated? Any Australian citizen can be nominated for an award within the Order of Australia. Any individual, community organisation, professional body or similar group can nominate someone for an award. How do you prepare a nomination? When filling out the nomination form, it is important to provide specific examples of how the nominee s contribution(s) has been outstanding. In addition to providing a list of appointments or positions held by the nominee, it is helpful to include examples that best show how the nominee has gone above and beyond what could be reasonably expected of someone in a similar position. In preparing the nomination, time should be devoted to considering why you think the nominee s service and achievements are outstanding and worthy of recognition through the Australian honours system. How are nominations assessed? The Council for the Order of Australia is an independent advisory body that meets twice yearly to consider all nominations and make recommendations to the Governor- General on who should receive awards in the Order of Australia. The Council also recommends the level of award. The Council consists of 19 members from across Australia. These include a number of public office holders, representatives from each state and territory, and a range of community representatives who are appointed by the Governor-General on the recommendation of the Prime Minister. Its diversity means that the Council has a national perspective. In considering nominations, the Council seeks to satisfy itself that the person concerned has: demonstrated achievement at a high level; made a contribution over and above what might be reasonably expected through paid employment; or whose voluntary contribution to the community stands out from others who may have also made a valuable contribution. The degree and value of the contribution, rather than merely length of service, is the primary focus of the Council s consideration. After assessing the nominations, the Council recommends a list of recipients to the Governor-General for approval. Is it necessary to provide referees? Yes, the names and address of individuals who would be in a position to comment directly on the nominee s service should be provided. As a general guide, about four referees are required for each nomination. Are nominations confidential? All nominations are strictly confidential and the information provided will be used only to assist the Council in considering the merits of the nomination. The person being nominated should not be approached for information or advised of his or her nomination at any stage. How long does it take for nominations to be considered? All nominations are processed in order of receipt by the Honours Secretariat at Government House. Following receipt, each nomination is thoroughly researched and referees are contacted. When all relevant information has been obtained, the nomination is submitted to the Council for consideration. This process can take 18 months to 2 years. How are recipients told of their award? Recipients are advised in writing of the offer of an award. The names of successful nominees are published twice a year, on Australia Day (26 January) and the day set aside in June to officially commemorate The Queen s Birthday. Are nominators advised? Nominators are advised of the outcome of their nomination approximately one week prior to the official publication of the Honours List for which the nomination was considered. More information or help? If you have any further questions, or require guidance in the preparation of the nomination, please call the Honours Secretariat, Government House, Canberra on telephone (02) The above information is available in Italian, Polish, Greek, Vietnamese, Traditional Chinese and Croatian. You must, however, complete the nomination form in English. To receive a copy of this information in any of the above languages, or additional nomination forms, you may leave your name and postal address on the Honours Secretariat s 24 hour toll free number You may also visit the website at to obtain a nomination form.

78 TELL US ABOUT THE PERSON YOU ARE NOMINATING FOR AN AWARD NOTE: Nominations are confidential and under no circumstances should the nominee be contacted for any information. Section 1 Please ensure that all sections marked with an asterix (*) are completed. *Title (Mr, Mrs, Ms, Dr, Prof, etc) *Surname *Given Names *Postal Address Position/Title Organisation/ Business Address Organisation/ Business Name State Postcode Home No. ( ) Mobile No. Business No. ( ) Address *Date of Birth (eg. 01/11/1956) *Place of Birth Town/ State Country Suburb Was the person born outside Australia? No Yes If yes, please complete the following section. Date of Arrival Date of Naturalisation Place of Naturalisation Certificate No. (if known) Details of previous honours and awards Has the nominee previously received an award in either the Australian honours system or the British Imperial awards system? No Yes If yes, please provide date and details of the award Office Use Only

79 DETAILS OF PERSON SUBMITTING NOMINATION Please provide your contact details to enable officers of the Honours Secretariat, Government House, Canberra to seek further information, if required. Section 2 Title (Mr, Mrs, Ms or other) Surname Given Names Postal Address Position/Title State Organisation/ Business Name Postcode Home No. ( ) Mobile No. Business No. ( ) Address Signature Date Upon completion of this nomination form, please sign and forward by mail to The Secretary, Order of Australia, Government House, CANBERRA ACT 2600 ACTIVITIES UNDERTAKEN BY THE PERSON YOU ARE NOMINATING FOR AN AWARD Section 3 In this section, space has been provided for you to set out details of how the nominee has made a significant contribution to the community, including any positions held/activities undertaken, together with relevant dates of service. Also, please include a statement in your own words about why you think the person should be singled out and recognised by a national award. As a guide, you may wish to consider some of the following questions: In what role(s) or area(s) has the nominee excelled? How has the nominee demonstrated service worthy of recognition? How has the nominee s contribution impacted on either a particular field, locality, group, community or humanity at large? Over what period of time has the nominee made a major commitment? Has the nominee s contribution been recognised elsewhere (eg: in the media, by other awards, professional/interest groups or through local government)? What makes this person stand out from others?

80 ACTIVITIES UNDERTAKEN BY THE PERSON YOU ARE NOMINATING FOR AN AWARD Section 3 (Cont.) NOTE: If there is insufficient space, you may provide additional information on the back of this page or on separate sheets and attach them to the nomination form.

81 DETAILS OF REFEREES WHO ARE ABLE TO MAKE DIRECT COMMENT ON THE CONTRIBUTION/SERVICE OF THE PERSON YOU ARE NOMINATING Section 4 Title (Mr, Mrs, Ms, Dr, Prof, etc) Given Names Surname Postal Address Position/Title Organisation/ Business Address Organisation/ Business Name State Postcode Home No. ( ) Mobile No. Business No. ( ) Address Title (Mr, Mrs, Ms, Dr, Prof, etc) Given Names Surname Postal Address Position/Title Organisation/ Business Address Organisation/ Business Name State Postcode Home No. ( ) Mobile No. Business No. ( ) Address

82 DETAILS OF REFEREES WHO ARE ABLE TO MAKE DIRECT COMMENT ON THE CONTRIBUTION/SERVICE OF THE PERSON YOU ARE NOMINATING Section 4(Cont.) Title (Mr, Mrs, Ms, Dr, Prof, etc) Given Names Surname Postal Address Position/Title Organisation/ Business Address Organisation/ Business Name State Postcode Home No. ( ) Mobile No. Business No. ( ) Address Title (Mr, Mrs, Ms, Dr, Prof, etc) Given Names Surname Postal Address Position/Title Organisation/ Business Address Organisation/ Business Name State Postcode Home No. ( ) Mobile No. Business No. ( ) Address NOTE: If there is insufficient space, you may provide additional referee details on separate sheets and attach them to the nomination form.

83 Attachment 9 Australian Bravery Decorations Attachment 9.1 Nomination information What are the details of person who is submitting the nomination including: name home address and telephone number occupation business address and telephone number relationship to nominee (if any) What are the details of the person being recommended for the award including name home address occupation nationality date and place of birth When, at what time and where did the incident occur? What are the other details of incident including: details of the act of bravery What is the deliberate act which would increase the danger to the nominee to a significant extent? What were the actual and perceived dangers faced? What were the alternatives available to the nominee reasons why the person submitting the nomination considers that the nominee should receive special recognition statements of eyewitnesses or other persons associated with the incident photographs of the incident or the place where the incident occurred names and addresses of individuals or organisations to whom further enquiries might be directed

84 Attachment 9.2 Nomination form for an Australian Bravery Decoration The information contained in this document is strictly confidential To: The Secretary Australian Decorations Advisory Committee Government House CANBERRA ACT 2600 Dear Sir, I hereby nominate (Full name) (Address) for an Australian Bravery Decoration. In support of this recommendation I supply the information set out on pages 2 and 3 of this document. Yours faithfully

85 Details of person submitting nomination: The following information about the person submitting this recommendation is needed to enable officers of the Honours Secretariat, Government House, Canberra, to seek further details if required: Name (in full): Home address: Telephone no.: ( ) Occupation: Business address: Business telephone no.: Relationship to the Nominee (if any): Details of person being recommended for an award: Please provide details of the person you are nominating by completing the section below and by providing the information requested in the next section. Surname: Other names: Home address: Date and place of birth: Nationality: Occupation:

86 Please set out below details of the act of bravery in which the person you are nominating was involved, and the reasons why you consider he or she should receive special recognition for Her Majesty The Queen by the award of an Australian Bravery Decoration. It is most important that, if possible, statements from eye witnesses or other persons associated with the incident should be attached, together with photographs of the incident or of the place where it occurred. Alternatively, please supply the names and addresses of individuals or organisations to whom further enquiries might be directed by officers of the Honours Secretariat. If insufficient space is available on pages 3 and 4 of the form, please attach a separate statement. Time of day, date and place at which the incident occurred: Other details of the incident:

87 Attachment 10 Public Service Medal Attachment 10.1 Nomination information What are the details of person who is submitting the nomination including: name occupation or public service position business address and telephone number What are the details of the person being nominated for the award including name home address and telephone number occupation or public service position appointment level business address and telephone number any awards or degrees date and place of birth Have referee statements from at least four people been supplied to support the nomination? Does the nomination statement contain details of the nominee s service which are considered particularly worthy of recognition including: An overall synopsis in an executive summary Service In what role has the nominee excelled, giving position details and comprehensively describing the nature of the occupation(s), such as, policy, customer service or administration, and length of service? Achievement How has the nominee demonstrated outstanding service? Has the individual provided service excellence; shown innovation in program, project or policy development; excelled in leadership or achieved more efficient processes; improved productivity or better service delivery? Detail the key achievements that have resulted from the nominee s involvement. Impact How has the nominee s contribution impacted upon his or her organisation and its clients? What are the broader outcomes of the nominee s work? Describe the big picture significance of the nominee s efforts.

88 Established in 1989, the Public Service Medal is a prestigious award within the Australian system of honours and awards. A maximum of 100 medals can be awarded in any year. The Public Service Medal is awarded on the basis of merit, and was created to recognise, encourage and reward excellence in public service. The medal is not awarded for long service. All public sector employees are eligible to be nominated for the award, except those who are eligible for other meritorious service awards, such as members of the Defence Force, Police and Fire services. The Guidelines overleaf provide details on how to nominate someone for the Medal. Guidelines for the preparation of nominations for the Public Service Medal The Award The Public Service Medal (PSM) is part of the official Australian system of honours and awards. Only 100 awards of the PSM can be made in any calendar year. Of these, 30 can be awarded to Commonwealth officers and the remainder are distributed to the State and Territories as follows: NSW (22), VIC (17), QLD (11), WA (6), SA (6), TAS (3), ACT (3) and NT (2). Recipients of the Public Service Medal are entitled to use the letters PSM after their names to show that their outstanding service has been formally recognised. What is the medal awarded for? The sole criteria for the award of the Public Service Medal is outstanding public service. Outstanding Service includes service above and beyond the normal requirements of the position, a special achievement or success in the performance of duty in difficult or unusual circumstances, or sustained performance by an individual with a focus on outcomes and recognisable benefits to clients and the workplace. Long service should not be used as a basis for making nominations. Outstanding service could be shown through: Service excellence to the public, or to external or internal clients; innovation in program, project or policy development; leadership, from below or as a member of a team; or the achievement of more efficient processes, cost savings, improved products or better service delivery.

89 Who is eligible? All Public Sector employees of the Commonwealth Government, State and Territory governments and local governments are eligible for the medal, except for members of the Defence Force, and the police and fire services who are eligible for comparable awards. The medal is not reserved for senior officers - it is open to all levels of the public service. Past awards have been made across a broad range of government services and locations. The PSM may be awarded only once to each recipient. A person who has received a PSM and gives further distinguished service may be nominated subsequently for an award in the Order of Australia. Similarly, a person who has received an award in the Order of Australia is not excluded from receiving a Public Service Medal, although at least five years should elapse between the announcement of awards, in accordance with established honours convention. Citizenship A person who does not have to be an Australian citizen to be awarded the Public Service Medal. However, if the nominated person is not an Australian Citizen, the Commonwealth, in accordance with honours convention, must seek the agreement of the government of the country of citizenship before the award can be made. If the nominee is not an Australian, citizen the nomination should clearly indicate this, and if the nomination is recommended to the Governor-General, the Governor- General s office will arrange for the Commonwealth Government to seek the appropriate agreement. Retired Officers Awards of the Public Service Medal can be made to former public servants. Posthumous awards The Public Service Medal is not awarded posthumously. How should nominations be prepared? The nomination form As the Public Service Medal is part of the official national honours system, it is important to provide full personal details of the nominee, including the full name and home address. All information provided is treated as confidential, and if the nomination is successful the nominee will have the opportunity to advise whether they wish their address details to be published. Full position details are required so that the State PSM Committee can assess the nomination relative to the duties which would normally be expected of a person at a particular level. This is very important for the committee when comparing nominations. The nomination statement must contain comprehensive information on the services or achievement for which the nomination is being made. A list of positions held over a number of years is not sufficient. Because the nomination will be considered alongside other nominations in what is essentially a competitive process, the committee needs to be given a clear idea of what the nominee has done to fulfil the criteria of outstanding service. It should not be assumed that the committee has a detailed knowledge of the area in which the nominee has worked, or a full understanding of the significance of certain achievements. These services should be put into context in the nomination statement. Referee support To be properly considered by the committee, all nominations must be accompanied by referee statements which comment on the services of the nominee. It may be appropriate to obtain referee statements from outside the public service, for instance if the nominee is being nominated for outstanding services to a particular community or industry. If the nominees services relate to the work of another agency, a referee statement from that agency may also help the committee in their consideration of the nomination. There is no limit on the number of referee statements provided, although three to four would normally be sufficient. Other Nominations for the award of the Public Service Medal should be made through the relevant Director-General or Chief Executive Officer, who should then forward the nomination to the Secretary, Public Service Medal Committee, at the address shown below. The nominations should clearly show that they have the support of the Director-General or Agency Head. How are nominations considered? The Public Service Medal Committee which is chaired by the Director-General, Department of Premier and Cabinet considers those nominations for eligible employees. The PSM Committee meets twice a year to consider nominations for the Australia Day and Queen's Birthday honour lists. Nominations for these meetings close on 1 August and 1 February respectively. After considering the nominations, the Committee recommends a list of proposed recipients to their Premier or responsible Minister, who then makes a recommendation to the Governor-General who has the authority to approve the awards. Responsibility for contacting the proposed recipients rests with the Honours Secretariat at Government House, which arranges for the announcement of the awards to appear in the Commonwealth Gazette. Proposed recipients may decline an award when approached by the Honours Secretariat, if they wish. Some time after gazettal the recipients will be notified by Government House of the arrangements for them to receive their medal at an official investiture. PSM Committee Secretariat Nominations for the PSM for State/Territory employees, or queries concerning the nomination process, should be directed to the PSM Committee Secretary. Public Service Medal Queensland Committee Secretary Protocol Queensland Department of the Premier and Cabinet PO Box City East Qld 4002 Phone: (07) Fax: (07) [email protected]

90 PUBLIC SERVICE MEDAL Nomination form for Public Sector Employees of The States and Territories The Information contained in this document will be held in confidence and is subject to the provisions of the Privacy Act. Details of person submitting nomination Full Name Occupation Business address Telephone Number Signature Date Details of person being recommended for an award Please complete the section below, and provide a nomination statement either on the page overleaf or separately, taking the Guidelines into account. Surname Given name(s) Title Home address: Occupation Business address Awards and/or degrees Date and place of birth If born outside Australia Telephone Number Telephone Number (a) Naturalisation Certificate details or (b) Country of citizenship NB: Nominees should not be approached direct for naturalisation details Referees Salary level Please list the names of persons who have provided referee statement to support the nomination. At least three should be provided, including, if appropriate, referees from outside the public service. Referees should refer to examples of outstanding service using the four elements in the guidelines. Name Position Name Position Name Position

91 NOMINATION STATEMENT Executive Summary Please include a brief summary of no more than 200 words outlining why a nominee should receive an award and how they have performed in an extra-ordinary manner. NOMINATION CRITERIA Service Details of the nominee s service which are considered particularly worthy of recognition. In what role(s) has the nominee excelled? Give positive details and describe comprehensively the nature of the occupation, ie. policy, customer service, administration and the length of service. Achievement How has the nominee demonstrated outstanding service? Has the individual provided service excellence; shown innovation in program; project or policy development; excelled in leadership; or achieved more efficient processes, improved productivity or better service delivery? Impact How has the nominee s contribution impacted upon their organization and its clients? What are the broader outcomes of the nominee s work or the significance of the nominee s efforts?

92 Attachment 11.1 Congratulatory Letter information sheet (for important additional information) 1. Congratulatory letters can be arranged for people celebrating the birthdays or anniversaries listed below. Consideration may be given to arranging letters for other anniversaries or birthdays, if there are special circumstances. For further information, please contact the Ministerial Correspondence Unit at the telephone number listed below. 2. Requests must be submitted within the timeframes indicated if letters are to be received by the date requested on the form. No guarantee of delivery can be given if requests are received outside the timeframes indicated. 3. Verification of the date of birth or marriage must be provided. Any one of the following documents is acceptable: Birth or Marriage Certificate (short extract or photocopy acceptable); OR Passport or Citizenship Papers (photocopy acceptable); OR Statutory Declaration certifying that the date and place of marriage are correct, signed by a member of the family and witnessed by a Justice of the Peace/Commissioner for Declarations. 4. Requests for messages from the Prime Minister may be lodged with your local Federal Member of Parliament. Local Mayors may also send messages on many of the occasions listed, and these can be arranged by contacting the local Council direct. Birthdays Who sends messages Notification required 90 Prime Minister of Australia 3 weeks Premier of Queensland 100, 105, 110 Her Majesty The Queen 4 weeks Governor-General of Australia Prime Minister of Australia Governor or Queensland Premier of Queensland Anniversaries 50 (Golden) Prime Minister of Australia 3 weeks Premier of Queensland Governor of Queensland 60, 65, 70 (Diamond) Her Majesty The Queen 4 weeks Governor-General of Australia Prime Minister of Australia Governor of Queensland Premier of Queensland Procedure for arranging a Congratulatory Letter 1. Obtain the verification document (see 3 above). 2. Complete the request form. 3. Lodge the request form and verification document with your local State Member of Parliament OR forward both directly to the address below for processing. 4. Upon receipt of your request the Ministerial Correspondence Unit, Department of the Premier and Cabinet will automatically provide details to the relevant parties listed above. For more information about Congratulatory Letters, please contact: Telephone: (07) Facsimile: (07) [email protected] (For scanned images of verification documents only) Postal address: The Ministerial Correspondence Unit Department of the Premier and Cabinet PO Box CITY EAST QLD 4002

93 Attachment 11.2 Request for a Congratulatory Letter Full name of person/couple celebrating birthday/anniversary Please tick appropriate title Mr & Mrs Mr Mrs Ms Miss Dr first name last name first name last name Residential address Address for message (if different from residential address) postcode Anniversary/birthday postcode Wedding 50 years 60 years 65 years 70 years Other years Birthday 90 years 100 years Other years Verification provided Wedding Marriage certificate Statutory declaration Other Birthday Birth certificate Statutory declaration Other Date of anniversary/birthday Contact details (person making request) Date message preferred (if required earlier) name telephone address Certification by State Member of Parliament (if submitted through their office) The original verification document indicated above has been sighted. A copy is attached with this form. Date (, MP) (Member for ) OFFICE USE ONLY This form has been forwarded to the following offices: q State Member q Government House q Electorate Office Received q Prime Minister

94 Attachment 12 Department of Premier and Cabinet Gift Authority Form Departmental authorisation I,,, name position department Postal address: authorise the purchase of gifts to the value of $ to be charged to Cost Centre for the following purpose/recipient: I confirm that the gift issued will be supplied to a person/entity resident outside of Australia: yes no Signature: Date: Stock no. Gift description Qty Unit cost Total Recipient of gift Gifts collected by: (print) Total cost Signature: Telephone: Date: Official use only Gift register noted Debit note/journal prepared Director, Protocol Queensland Protocol Services Officer Authority no.

95 Attachment 13 Functions planning checklist In the planning of your function, it is essential that you consider the following: Budget Type of function - style - date - time - venue - dress standard Staffing resources Host Guest list - gender equity - whether partners should be invited Catering - caterer - style of food and service - cultural/religious dietary requirements - vegetarian options - refreshments including the need and appropriateness to serve alcohol - Fringe Benefit Tax (FBT) implications Function proceedings - run sheet/order of Proceedings - speeches/speech notes - Order of Precedence - Master of Ceremonies - toasts - exchange of gifts - entertainment Room set-up - special furniture requirements (lectern, small table, water and glasses) - audio visual equipment (microphones, data projector) - decorations (floral arrangements etc) and signage Security - inform police of function (if high-level dignitaries are attending) - liaise with venue security Interpreters - is an interpreter required and what skill level is needed Photographic/media coverage - Does a photographer need to be booked/hired - media liaison requirements Invitation - wording - RSVP details and date - approval process required before issuing Nametags/place cards/seating plans