WORKSHOP ON DIPLOMATIC PROTOCOL

FOR HONORARY CONSULS

Day 2
18 November 2020
Training Course Objectives

Review and Review and refresh the fundamentals of operational

refresh protocol

Understand how to plan and execute social occasions and

Understand
visits of VIPs

Provide Provide specific guidance on programme planning

Training
Agenda
 Training Agenda

 Welcome and Introduction

 Social Occasions
 The Invitation
 Courtesies in Menu Planning
 Dress Code
 Seating Plans
 Types and Formats – Lunches, Dinners, Receptions, Vin d’honneur,
Coup de Champagne
 Receiving Lines
 Training Agenda

 Planning Visits of VIPs

 The pre arrival arrangements
 The Courtesies on Arrival
 Transportation
 Hotel arrangements
 Programme Points
 Exchange of Gifts
 6
Media

Departure Courtesies
Training
Agenda Interviews

Security and Motorcade


Training Agenda
 Programme Planning
 Programme Development
 Arrival
 Escorting
 Seating
 Transportation/Motorcade
 Hotel Accommodation
7
 Ceremonial
 Social Occasion
 Official Occasion
 Press Conference
 Photo-Opportunities
 Exchange of Gifts
 Departure
Social Occasions
 9
Social Occasions

The Invitation

 Despatched two weeks prior to an engagement

 Names addressed with official titles and honours
 Can be engraved or semi engraved
 Should note the purpose of the event
 Should have an RSVP and Dress Code
 10
Social Occasions

Courtesies in Menu Planning

 Should take into account religion

 Should bear in mind the dietary preferences of invitees
 Wines and food should be properly paired
 Number of courses should take into account the duration of the event
Principles of Protocol
Dress Code

 Traditional formal  Morning dress

 Semi formal  Informal

 White tie  Casual

 Blacktie New terminologies

 Business suit  Casually elegant
 Lounge suit  No tie
 Thematic dress
Seating
Arrangements
 The Seating Plan

Before invitations are dispatched for a lunch or dinner, a

seating plan is worked out.

The guests are selected and it is essential first to ensure, as

far as possible, that none are likely to clash (politically,
personally or socially).

Secondly that none are likely to object to the precedence

that has been accorded to them.
 The Seating Plan 14

If diplomats only are present, this latter problem will not arise, given the
absolute nature of their order of precedence; but if non-diplomats of the
host country are present, the problem could easily arise as their order of
precedence is not so definite.
In this latter instance, senior diplomats and members of a Ministry of
Foreign Affairs have a high degree of precedence, while among non-
officials, social status and age are major factors.
In cases of doubt, it is common practice to seek the advice of the Protocol
Department; and it is normally found that a youthful guest will not resent
giving way to age, particularly if the hostess adds a quite word of
apology.
 The Seating Plan
Seating at Official Lunches and Dinners

► At official lunches and dinners where spouses are not present,

guests are seated in accordance with their place on the Table of
Precedence, whether male or female.
► On such occasions, the place of honor is at the right of the host.
When the host wishes to pay special attention to a guest of
particular high rank, such a guest may be seated opposite the host,
i.e., the place of co-host. The first place of honor, however,
remains to the right of the host.
► When spouses are present, men and women should be interspersed
as much as possible. Where the wife of a host is present, the place
of honor is at her right. On such occasions, spouses of guests
should be invited.
 The Seating Plan

Other points to consider are:

 The husband of a female official is seated according to his wife’s rank
unless he himself holds a higher rank.
 The husband of a Head of Mission, unlike a wife who is place
according to her husband’s rank, is placed immediately after the
second ranking officer of the mission.
 Husbands and wives should never be seated next to each other.
 Unmarried couples may or may not be seated next to each other.
 The Seating Plan

Other points to consider are:

Guests who share interests should, as far as possible, be seated together;
Ifmore than one table is used and spouses are present, husbands and
wives, including the host and hostess, should sit at separate tables;
The most important guest should be seated facing the entrance, the least
important nearest the entrance; and
At lunches or dinners at which men and women participate at a horse
shoe table and where the host and hostess are seated opposite each other.
 GUIDANCE POINTS
Practical  Order of precedence
Exercise –  Language

 Gender
Seating  Political interests
 Table seating principles
 22
The Seating
Plan Invitees
 Governor-General of Antigua and Barbuda
Scenario - Dinner party hosted by the  Prime Minister of Canada
Governor General of Canada on the  Foreign Minister of Canada
occasion of the visit of the Governor-
 Foreign Minister of Antigua and Barbuda
General of Antigua and Barbuda
 Ambassador of Canada to Antigua and
Barbuda
 Ambassador of Antigua and Barbuda to
Canada
 Head of the Antigua and Barbuda Diaspora
Organisation
 Consul General of Antigua and Barbuda

.
  16 13   Host 

 12   9   1   2 

TABLE SEATING

 8   5   3  4 

 4   1 
 5  6
   
 Co-host  Host
 7  8
 2   3     
 9  10
 6   7     
 10   11   11  12
   
 14  15   13
 Man 1

Hostess
TABLE SEATING

Woman 3

Man 3
Man
2

Woman 1 Woman 2

Host
 25

RECEIVIN  Should comprise the Host and the

Guest of Honour
G LINES  Should not be long
 Should have staff in place to
introduce guests to host
 Should be gender sensitive
 Introductions should be very brief
 ENTRANCE
Basic


 CHIEF OF PROTOCOL
Structure  HOST

for  VIP
 VIP SPOUSE
Receiving  HOST SPOUSE
Line  PROTOCOL
 OTHER DIGNITARIES
 PROTOCOL
Basic Structure for Receiving
Line (2)
 CHIEF OF PROTOCOL
 HOST
 VIP
 HOST COUNTRY DIGNITARY
 VIP DELEGATE
 HOST COUNTRY DIGNITARY
 VIP DELEGATE
 PROTOCOL
 OTHER MEMBERS OF VIP DELEGATION
 PROTOCOL
Principles of Protocol
Social Occasions
 Principles of Protocol
Gifting

 The exchange of gifts is one of the most important aspects of

protocol.
 Responsibility of Protocol Department and officer to propose gifts
to be exchanged.
 There are rules governing the giving and acceptance of these gifts.
 In some organisations there is a no gift giving policy
 In some organisations there is a ceiling on the cost of the gift that
can be received.
 Principles of Protocol
Gifting

 In selecting a gift to be given, culture of the recipient plays a very

important part and colours, numbers, type of gift all have
innuendos and consequences.
 The protocol officer must be au fait with all these customs as it
can result in offence if the culture and customs are breached.
 The channel of the giving of gifts is usually through protocol
departments or protocol officers.
Media
MEDIA

MEDIA ACCREDITATION POSITIONING

PHOTO-OPPORTUNITIES VIDEOS
Security and
Motorcade
 Security coverage for VIP and Applying
spouse
protocol
 Airport courtesies principles to
 Motorcade considerations political and
 Programme development and practical
programme points realities
 Social events Security
 Photo and Video Opportunities
 Outdoor events
 Flag displays
Basic Motorcade Structure
 OUTRIDERS*  POLICE*
 POLICE  VIP 4*
 PROTOCOL  POLICE*
 POLICE*  PROTOCOL

 VIP*  VAN OR CAR (SPARE)

 POLICE*
 VAN OR CAR (SPARE)
 VAN OR CAR (SPARE)
 POLICE*
 PROTOCOL
 VIP 2*
 POLICE
 POLICE*
 AMBULANCE
 VIP 3*  POLICE*
 CONVOY COMMANDER
Programme
Planning
 PROGRAMME
DEVELOPMENT
 Pre-Arrival - Visas, accommodation, protocol, travel, programme
 Arrival - Greeting party, Red Carpet, Flags. Guard of Honour
 Escorting – Greeting at Plane side
 Seating - Arrangements for Events
 Transportation/Motorcade- Coordination with police and protocol
 Hotel Accommodation - Pre-registration, Checking of room, special
requirements
 Ceremonial- Decision on ceremonial events to take place
 PROGRAMME
DEVELOPMENT
Social Occasion- Host to extend an invitation to an event
Official Occasion- Arrangements and details of the programme
Press Conference- Location, Media, Flags
Photo-Opportunities- Position, Location
Exchange of Gifts- Determine of this should take place and what
should be given
Departure- Party to bid farewell
ARRIVAL
ARRIVAL GUARD OF HONOUR
WELCOME CEREMONY
COURTESY CALL
PRESS CONFERENCE
PHOTO OPPORTUNITY
SIGNING CEREMONY
STATE DINNER
BREAK
Principles of Protocol
Protocol Department

 Responsible for protocol matters and ceremonial events.

 Organizes and coordinates protocol affairs for major
functions.
 Manages matters related to courteous reception and
diplomatic privileges and immunities of foreign diplomatic
missions and relevant personnel.
 Develops protocol rules.
Principles of Protocol
Protocol Department

 Opening new missions

 Presentation of credentials
 Coordinating visits of foreign dignitaries
 Accompanying on official visits
 Planning official and social diplomatic ceremonies
 Providing guidance to Permanent Missions
 Publishing and maintaining lists, manual of Protocol,
Blue book, etc.
 Principles of Protocol
Protocol Officer

Plan and orchestrate meetings, conferences, and ceremonial events and functions in their entirety Utilize organizational order of precedence for proper seating, introductions, drafting and delivering of speeches, testimonials
Plan and host special events

1
Principles of Protocol
Protocol Officer

Greet and escort visitors Research and manage gift selection Organize appropriate security and transport Flag positioning and placement

1
Trends in protocol
and challenges of
protocol in
international
organizations
Protocol in International Organizations
Trends and Challenges

Communication Forms of Address

 Electronic  Informal forms of address
Communication  Forms of address in
 Social Media International Organisations
 Invitations
 RSVPs Language
Protocol in International Organizations
Trends and Challenges

Order of Precedence
Ceremonials Simplified
Alphabetised
Presentation of Credentials
Gender
Signing Ceremonies
Observances
Seating
 Language Courtesy Calls

 Culture Farewell Calls

 Gender Mourning

 Interpreters Flag Raising

Protocol in International Organizations
Trends and Challenges

Greetings Cross Cultural

 Informal Communication
 Introductions  Greetings

 Handshake  Seating
 Handshakes
 Dress
Protocol in International Organizations
Trends and Challenges

Technology
Security  Videoconferencing
 Internet – posting of
Conferences and communication/ Blue Book/
Accreditation
Summits
 Venues Social Events
 Different informal formats
 Agendas
 Dress codes
 Attendees
Protocol in International Organizations
Trends and Challenges

Post 9/11 World

VIP Courtesies at airport
Arrival and Departure Courtesies
Venues
 Applying protocol
principles to political
and practical
realities – gender,
language, culture
Applying protocol principles to
political and practical realities

 Diplomacy has witnessed a growing informality throughout the

21st century.
 Protocol does not function in a vacuum, therefore it has been
adapted to mirror broader societal norms.
 Digital diplomacy via e-mail is one fundamental example where
a technological innovation has helped facilitate speedier
communication and provide reliability in communication.
 Rules have been relaxed with the introduction of electronic
communication and social media.
Applying protocol principles to
political and practical realities

 Political and practical realities of the 21st century make

protocol more complex.
 Political realities of relations beween states - affects invitees
and seating, as well as orders of precedence.
 Inclusion of non-state actors as important political players
makes their inclusion in official diplomatic functions
complex.
 deal not only with the issues of precedence but also form and
style of address and also the corresponding protocol courtesies
Applying protocol principles to political and practical realities
Order of Precedence

 Establishing precedence is probably more complex at the

United Nations than in a national setting because, as a rule,
protocol and social functions involve several groups of
participants.

 Examples: Heads of State or Government, Cabinet Ministers,

Permanent Representatives and Permanent Observers, Senior
U.N. Officials, Intergovernmental Organizations and the larger
U.N. family of Specialized Agencies.
Applying protocol principles to political and practical realities
Order of Precedence

 Necessity to balance national titles, such as State Secretary

and Director-General or senior Vice-Minister and Special
Adviser with cabinet rank, and to give each their proper due
Applying protocol principles to political and practical realities
Gender, Language and Cultural Considerations

 Seating
 Spouses Programme
 Dress
 Religous Customs
 Menu Planning
 Greetings
 Handshakes
 Gift giving
Applying protocol principles to political and practical realities
Invitees (Diplomatic and Non-Diplomatic)

International dialogue now includes private and public sector officials as well as NGO representatives

This leads to new dynamics in seating arrangements and orders of precedence

 Seating
 Greetings
Flag Displays
COVID 19 Event Planning
Video Conferencing
Programme
Seating
Models for Protocol
Programmes
GUIDANCE POINTS
Members of the delegation Practical
Programme points and timing
Protocol at the airport
Exercise
Motorcades Practical -
Role of the Protocol Officer High Level
Invitations to events
Seating arrangements
Visits
Invitees to events
Gifts
Observances
 GUIDANCE POINTS
Practical
Exercise –
●
Meetings
●
Courtesy Calls
●
Social Events – Dinners, Lunches
●
Cultural Event – Visit to a Museum, Cultural Entertainment, Tour
●
Social Interest Component – Visit to a hospital. School
●
Sports component
●
Photo-opportunities

High Level
●
Signing Ceremonies
●
Observance – Wreath laying
●
Welcome – Cultural, Formal Guard of Honour
●
Presentation of Flowers

Visits Basic Elements of Programme

Points
 Pract Scen
ical arios
exer to be
cises cover
- ed
H
Asse
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ss a
Approach

and d
disc o
uss f
seati st
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1 arran e
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and it
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ocol is
prog it
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 Practical Exercise –
Visit of Head of State
SCENARIO
The Head of State of India
is paying a State Visit to
Germany. Prepare a sample
programme for the visit
starting with the airport
arrival and ending with the
airport departure.
Delegation
 Head of State
 Spouse of Head of State
 Minister of Finance
 Chief of Staff in the Office of the
Head of State
 The Chief of Protocol
 Senior Adviser
 Aide de Camp
 Support staff and security
 SCENARIO
The Head of State has expressed an
Practical interest in the following:
Meeting with the President
Exercise Meeting with the Prime Minister
(Chancellor)
Reception with the Diplomatic
Representatives
Working Luncheon
Cultural visit
Press Conference
 TASKS
• Detail the programme with
timing for each event.
• Motorcades for the various
Practical events and the matters to be
taken into consideration.
Exercise – • Invitees at the Various Events.
• Greetings, introductions,
forms of address.
 TASKS
Practical  Protocol on arrival and
Exercise – departure at the airport

Visit of  Exchange of gifts

 Host country liaisons for the
Head of various events
State  What other matters should be
taken into consideration?
 SCENARIO
The Head of State and Spouse of Greece
are paying a State Visit to the USA.
Practical Prepare a sample programme for the visit
starting with the airport arrival and
Exercise B ending with the airport departure. The
delegation is as follows:

– State 

President of Greece
The President’s Spouse
Visit  Chief of Staff
 Chief of Protocol in the Office of the
President
 Ambassador of Greece to the USA
 Support Staff and Security 
 SCENARIO
Practical The Chief of Staff has expressed that
Exercise B the President has expressed an interest
in the following:
– State  Meeting with the President of the
Visit USA
 Wreath laying
 Presenting a gift
 SCENARIO
Practical The Chief of Staff has also
Exercise B signaled that the President has
expressed an interest in the
– State following: (continued)
Visit  Cultural activity
 State Dinner
 Press Conference
 TASKS
Detail the programme with timing for each
event
Practical  Motorcades for the various events and the
Exercise B matters to be taken into consideration
 Invitees at the Various Events
– Royal  Protocol on arrival and departure at the
airport
Visit  Greetings, introductions, forms of address
 Host country liaisons for the various
events
 What other matters should be taken into
consideration
Resource References

 McCaffree, Mary Jane. Innis, Pauline. Sand, Richard M. PROTOCOL:

The Complete Handbook of Diplomatic, Official and Social Usage, 25th
Anniversary Edition. Durban House Press, Dallas 2002.(Used by the US
State Department - US Protocol practices)
 Montague-Smith, Patrick W. Debrett's Correct Form. St Martin Press,
New York 2006. (Deals with forms of address and channels of
communication)
 UN Correspondence Manual
END OF SESSION
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