Protocol Handbook A Guide for Queensland Government Officers

Protocol HandbookA Guide for Queensland Government Officers

Protocol Queensland

PDF version and updates

available from Govnet

premiers.govnet.qld.gov.au

Revised edition May 2009

First published November 2000


Protocol Queensland

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ContentsSection 1 Overview 1

1.1 Importance of Protocol 1

1.2 Objective of this Handbook 1

1.3 Role of Protocol Queensland 1

1.4 When and who to contact in Protocol Queensland 2

Section 2 Official functions 4

General considerations 4

2.1 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 5

2.2 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 9

2.3 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

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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 13

2.4 Coordinating the function 13

Set-up 13

Briefing key personnel 13

Arrival of guests 14

Refreshments 14

2.5 Monitoring the function 14

Media 14

Refreshments 14

2.6 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 20

4.1 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 25

5.1 Queensland State Flag 25

Free Queensland Flag Scheme 25

5.2 Flag protocols 25

Flying of flags on Queensland Government buildings 26

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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 28

6.1 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 30

6.2 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 37

8.1 Use and Retention of the title ‘Honourable’ 37

8.2 Forms of Address 37

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Section 9 Further information 39

9.1 Protocol areas in other government and non-government organisations 39

Government 39

Non-government 39

9.2 Parliament House, Queensland 39

9.3 Government House, Queensland 39

Section 10 References 41

10.1 Publications 41

Books and Texts 41

10.2 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

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Attachment 8 Awards in Order of Australia

8.1 Nomination information

8.2 Nomination form

Attachment 9 Australian Bravery Decorations


9.2 Nomination form

Attachment 10 Public Service Medal


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


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Section 1 – Overview1.1 Importance of ProtocolProtocol 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 HandbookThis 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.

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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 4002. The Director of Protocol Queensland can be contacted on telephone (07) 3239 3731 or facsimile (07) 3224 6502. Officers of Protocol Queensland are also contactable via email on [email protected].

1.4 When and who to contact in Protocol QueenslandIn 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 3224 5921

Director, Protocol Queensland 3239 3731

Manager, Protocol Queensland 3224 4822

Principal Visits and Protocol Coordinator 3224 4780

Functions and Protocol Coordinator 3224 4773

Queensland Room bookings/Official Gift Range 3224 7586

Facsimile 3224 6502

Email [email protected]

Internet www.premiers.qld.gov.au

Postal Address PO Box 15185, City East Q 4002

Location Level 4, 100 George Street


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Section 2 Official functionsGeneral 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:

• theclients;

• thepurposeofthefunction;

• thedesiredoutcomes;

• thebudget;

• anylimitationsthatexistormayhavebeenimposedonplanning;and

• staffingrequirementsandduties.

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.

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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.

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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.

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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.

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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.

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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:

• Thenatureofthefunction–forexample,foradinnerortheopeningofabuildingbytheMinister or to mark the awarding of a certain honour.

• Wherethefunctionistobeheldincluding–forexample,thenameoftheparticularfunctionroom at the venue and street address.

• Thedateofthefunction.

• Thetimeofthefunction(e.g.12:45pmfor1:00pm[foralunch];or6:00pmto8:00pm[forareception]).Theinvitationmayalsostipulateothertimingrequirements–forexample,thatguests are required to be seated by a particular time.

• Thestandardofdress(foradayfunction,thestandardofdressneedstobespecifiedonlyifitis 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.

• RSVPdetails(includethedate,telephoneno.,facsimile,postaladdressandemailaddress).

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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 email 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).

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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.

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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.

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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:

• asummaryofthepurposeandproposedoutcomesoftheevent;

• anynecessarybackgroundregardingtheeventorthepurposeoftheevent;

• theroleoftheclientatthefunction;

• thenumberofacceptances(andregrets);

• detailsoftheprincipalspeaker,principalguestorguest-of-honour,thehost(ifitisnottheclient), dignitaries and officials who will be attending;

• anyidentifiedculturalissues,suchasformsofaddressorgreeting,pronunciations,andhowthese should be handled by the client at the function;

• mediamattersincludingwhetheraphotographerhasbeenarrangedtophotographthehostwithspecial guests;

• anyothercontentiousissuesordifficultiesthathavearisenduringthecourseofplanningthefunction 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.

• anysecurityconcernslikelytoimpactonGovernmentrepresentatives,specialguestsandattendees 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.

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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 functionThe 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)

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2.6 After the functionThe 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.


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Section 3 Ceremonial occasion mattersAnthems

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.

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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 3858 5700.


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Section 4 Hosting visiting dignitariesHosting 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.

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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 high-level 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.

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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 <[email protected]> or telephone 131450.

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 <www.naati.com.au> or telephone 3393 1358.

Guidelines and further information on working with interpreters are detailed in the Queensland Government Language Services Policy available on the website <www.premiers.qld.gov.au>.

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(orOfficialSecretary,GovernmentHouse);

• Premier,Ministers,ParliamentarySecretaries,SpeakeroftheLegislativeAssembly,LeaderoftheOpposition (or delegated Policy Advisers or Personal Secretaries);

• ChiefExecutiveOfficers,DeputyChiefExecutiveOfficersandDivisionalandBranchDirectorsofgovernment departments including the Auditor-General, the Queensland Parliamentary Counsel and Queensland Ombudsman; and

• officersinchargeofQueenslandgovernmentofficesinforeigncountries.

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.

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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 email.

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.


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Section 5 Flags and emblems5.1 Queensland State flagThe State flag dates from the time when Queensland was a self-governing British colony with its own navy and was officially approved in 1876. 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 1893.

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 [email protected] or telephone 3224 4778.

5.2 Flag protocolsThere 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.

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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 EmblemsQueensland 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 <[email protected]>.

Coat of ArmsThe Queensland Coat of Arms, a heraldic device symbolising the Queen’s constitutional authority in the State, was granted in 1893. It is the oldest State Arms in Australia, and was the first Arms assigned to any British colony after 1661.

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 BadgeThe 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 emblemQueensland’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 emblemQueensland’s floral emblem was proclaimed as the Cooktown Orchid in 1959 during celebrations to mark the State’s centenary.

Bird emblemThe Brolga was officially proclaimed as the bird emblem of Queensland in 1986.

Aquatic emblemThe Barrier Reef Anemonefish was proclaimed as the State’s aquatic emblem in March 2005. The Barrier Reef Anemonefish was chosen from about 20,000 submissions received from a community consultation process conducted in 2004.

State gemThe sapphire was formalised as the State gem for Queensland in 1985.

State colourMaroon, which has long been associated with Queensland particularly on the sporting field, was officially proclaimed the State colour in 2003. 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.


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Section 6 Honours and awards6.1 The Australian honours systemThe Australian honours system began in 1975 by Letters Patent signed by Her Majesty The Queen on 14 February 1975. 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:

• CompanionoftheOrderofAustralia(AC)foreminentachievementandmeritofthehighestdegree.

• OfficeroftheOrderofAustralia(AO)fordistinguishedserviceofahighdegreetoAustraliaorto humanity at large.

• MemberoftheOrderofAustralia(AM)forserviceinaparticularlocalityorfieldofactivityorto a particular group.

• MedaloftheOrderofAustralia(OAM)forserviceworthyofparticularrecognition.

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 <www.itsanhonour.gov.au> or obtained by leaving contact details on the freecall answering service 1800 552 275.

The Honours Secretariat can also be contacted on telephone (02) 6283 3604. 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.

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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.

• CrossofValour(CV)foractsofthemostconspicuouscourageincircumstancesofextremeperil.

• StarofCourage(SC)foractsofconspicuouscourageincircumstancesofgreatperil.

• BraveryMedal(BM)foractsofbraveryinhazardouscircumstances.

• CommendationforBraveConductforotheractsofbraverywhichareconsideredworthyofrecognition.

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 emailing [email protected] or telephone 3224 4802. The Nomination forms can also found at website <www.itsanhonour.gov.au>.

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 full-time 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.

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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 1951–1972 Medal and Centenary Medal. A full list of awards and application processes are listed on the website <www.itsanhonour.gov.au>.

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) 6283 3603 or view the website <www.itsanhonour.gov.au>. 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 <www.itsanhonour.gov.au>. 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.

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6.2 Other AwardsThe 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 1960.

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 <www.australianoftheyear.gov.au> or contact Events Coordination, Department of the Premier and Cabinet, telephone 3224 4065.

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 3224 2409.

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.


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 [email protected], visit the website <www.premiers.qld.gov.au/awardsevents/awards> or contact Events Coordination, Department of the Premier and Cabinet, telephone 3405 6220.

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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 <www.exportawards.qld.gov.au>.

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 <www.communities.qld.gov.au> or by telephoning 3224 7959.

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 <www.sdi.qld.gov.au>.

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.


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 2003.

Further information is available from the Office of Women <www.qldwoman.qld.gov.au> or telephone 3224 4062.

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 2003.


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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 3224 5690 or 1800 679 763. Further information is available on the website <www.premiers.qld.gov.au/multicultural/awardsevents/>.

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 [email protected] or visit the website <www.photographicawards.qld.gov.au>.

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 <www.rhsa.org.au> or telephone (03) 9650 3233.


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Section 7 Congratulatory lettersThe 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 3225 8440.


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Section 8 Titles8.1 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 AddressProtocol 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.


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Section 9 Further information9.1 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, QueenslandProtocol 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 3406 7723. Function enquiries can be directed to the Functions Co-ordinator on telephone 3406 7381.

9.3 Government House, QueenslandThe 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 3858 5700 or visit the website <www.govhouse.qld.gov.au>.


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Section 10 References10.1 PublicationsThe 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 **

2002, Protocol Queensland, Department of the Premier and Cabinet

A Guide to the Wearing of Insignia 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 Australia*

Maton, Michael 1995, Kangaroo Press Ltd

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**

2005, Protocol Queensland, Department of the Premier and Cabinet

Whitaker’s Almanack (Annual) The Stationery Office, London

Who’s Who in Australia (Annual) Crown Content, Melbourne

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.

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10.2 WebsitesThe 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 email addresses.

Organisation or topic Internet address

Australia Day Council www.australia.org.au

Australian Honours and Awards www.itsanhonour.gov.au

Australian, Young Australian and Senior Australian of the Year Awards

www.australianoftheyear.org.au

Government House, Queensland www.govhouse.qld.gov.au

Multicultural Photographic Awards www.photographicawards.qld.gov.au/be_involved/

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

www.premiers.qld.gov.au/awardsevents/awards

Premier’s Export Awards www.exportawards.qld.gov.au

Premier’s Awards for Queensland Seniors www.communities.qld.gov.au/seniors/events

Protocol Queensland www.premiers.qld.gov.au/About_the_department/About_us/divsworkunits/governance/stateaffairs/

Protocols – Asian business www.asiasociety.org/events/

Queensland Parliament House www.parliament.qld.gov.au

Queensland Week www.premiers.qld.gov.au/awardsevents/events/queenslandweek/

Reconciliation Awards for Business www.reconciliation.qld.gov.au

Smart Women’s Award www.women.qld.gov.au

SMART Awards www.smartawards.qld.gov.au


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Section 11 AttachmentsAttachment 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

Attachment 6 State Order of Precedence

Attachment 7 Australian Order of Precedence for Honours and Awards

Attachment 8 Awards in Order of Australia


8.2 Nomination form

Attachment 9 Australian Bravery Decorations


9.2 Nomination form

Attachment 10 Public Service Medal


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

Documents

Protocol Handbook A Guide for Queensland Government Officers