Protocols
You will need to follow official protocols in formal meetings of any kind. "Protocol" refers mainly to official terms of address for people who hold particular positions, and customs for giving precendence in processions and seating. In many cases, the protocol might only be the use of correct titles and terms of address and orders of service (who sits where, who does what and when).
More broadly, protocol can affect:
- running sheets and briefing papers
- invitations and correspondence
- special clothing (academic regalia, uniforms, wearing honours and medals, etc.
- general procedures: liaison, parking, arrivals, greeting, briefing, etc.
- ranks and forms of address, both in written correspondence and in oral communication
- introductions and order of speakers
- order of precedence in seating arrangements
- services such as serving food and beverage
- national and State symbols including flags, anthems and military salutes
Is protocol relevant for your event?
You will always need to use specific protocols in formal meetings that will be attended in their official capacity by a Mayor, a Member of Parliament, a military officer, members or representatives of royalty (e.g. Lt Governor), academics, judges or magistrates, holders of Australian honours, and representatives of foreign governments (Consuls, etc). Besides, you will normally need to use specific protocols in the following kinds of formal meetings:
- Civic receptions
- Formal parades
- Freedom of city ceremonies
- National day receptions
- Citizenship ceremonies
- Graduations
- Some church meetings
Otherwise, ask colleagues and stakeholders about your protocol requirements. You can also ask the guest's organization.
Finding information on protocol
You need accurate written information on protocols that you will use in the event. The easiest ways are an Internet search of offical websites, or contact the person's organization. Other information sources include government protocol departments (federal, state or local), libraries, Aboriginal Land Councils, Australia Day Councils, or Office of the United Nations. Protocols can change so you need to check them for each event.