Notes On Protocol
Notes On Protocol
Protocol
and
Etiquette
Helena Burger
Helena Burger and Associates
P O Box 33252, Glenstantia, 0010
Tel (012) 348 2133
Fax (012) 3485315
E-mail: info@|HBandA.co.za
ISBN0- 620-28570-2 Copyright Helena Burger 2004
© All rights reserved
This manual is used subject to the conditions that it shall not,
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permission in writing from Helena Burger.
While every precaution has been taken in the preparation of
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or omissions, or damages resulting in the use of the
information contained herein. In no event shall the author be
responsible for any loss or profit or any other commercial
damage, including, but not limited to special, incidental,
consequential, or other damages.
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TABLE OF CONTENT
TABLE OF CONTENT............................................................................................................................................. 3
1 Definition....................................................................................................................................................... 5
3 History........................................................................................................................................................... 5
4 Definition....................................................................................................................................................... 6
5 Vienna Conventions..................................................................................................................................... 6
6 Introduction .................................................................................................................................................. 8
9 Introduction .................................................................................................................................................. 9
10 History........................................................................................................................................................... 9
13 Introduction ................................................................................................................................................ 12
14 Introduction ................................................................................................................................................ 13
NATIONAL SYMBOLS.......................................................................................................................................... 17
19 Introduction ................................................................................................................................................ 17
OVERVIEW OF ETIQUETTE................................................................................................................................. 21
23 Definition..................................................................................................................................................... 21
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28 Body language ............................................................................................................................................22
30 A good guest...............................................................................................................................................23
31 Conversation...............................................................................................................................................23
32 Seating.........................................................................................................................................................24
33 Serving ........................................................................................................................................................24
35 Smoking ......................................................................................................................................................24
INVITATIONS ........................................................................................................................................................26
38 Introduction.................................................................................................................................................26
39 Information required...................................................................................................................................26
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INTRODUCTION TO PROTOCOL
1 DEFINITION
Protocol is the official form of procedure used in the affairs of state and diplomatic relations.
While in some matters custom may be used, the norms introduced do not constitute a protocol but
simply what we may term good manners, urbanity or knowing how to behave (what to say and social
use). Thus, there is a distinct difference between protocol and etiquette.
Protocol codifies and puts into practice the rules of ceremonial procedure and supervises the
application of those rules. It regulates the activities of national authorities such as governments,
parliaments and administrations as well as foreign officials, diplomats and consuls. By following the
rules of protocol, people can interact in successful relationships that allow freedom of action to
everyone in day-to-day relations.
Protocol allots to each their proper place in political and administrative structures. It determines the
rules for the exchange of official and private correspondence or the manner of address; in fact, it
determines everything to ensure that an individual receives the precedence and respect to which that
individual’s position entitles him or her.
The rules of diplomatic protocol intend to uphold the relations and interactions between states and
their officials. A breach of protocol is seen as deliberate or interpreted as calculated. It is a display of
distrust in the diplomat or the country involved and never fails to affect the relations between the two
governments concerned. It is, therefore, essential to adhere to the rules. The Official Table of
Precedence, the Official Forms of Address and the Diplomatic Immunities and Privileges Act 37 of
2001 (that incorporate extracts of the Vienna Convention of 1961) are the documents which form the
basis of protocol rules in South Africa.
The word protocol is of Greek origin and derives from the word protokollum. The word prota means
first and kola means glue. The Greeks introduced a document to state the ownership of specific
portions of land. This document had to be authenticated in some way. They produced a smaller piece
of paper, glued it to the document to act as a seal of authenticity and called this smaller piece a
protocol. It reminds one that we “glue” revenue stamps to documents to authenticate them! The word
protocol was later connected to all official rules.
In the course of history, the use of the word has been extended to mean the summary of a book
pasted to the first page. Some countries called their police protocols. Amendments to signed
agreements are also known as protocols. The difference between a protocol and any other
amendment is that a protocol must be numbered and signed. The rules of a research project are
called the protocol of the research and the results will only be valid if the researcher stayed within the
protocol.
3 HISTORY
People can only co-exist peacefully by communicating successfully with one another and with other
groups. This communication usually involves some form of ceremony. Ceremonial conduct,
therefore, is as old as time itself. When two people come together they operate in some relation to
one another, be it as equals, as junior and senior or as elder and younger.
Official ceremonial conduct started when the rulers of two clans, villages, principalities or the
equivalent wanted to send messages of war, peace, famine, pestilence or trade to one another. The
messenger represented his leader and this gave him a certain status in society. It was expected that
messengers would be treated with the respect and prominence that their position afforded.
The Greeks developed a political system where they used a consul as the emissary of the ruler. The
Romans commissioned senators to travel throughout the Roman Empire in the name of the Caesar.
During the Byzantium era, the Venetians were the first to train the messengers, who became known
as diplomats. The Duke of Milan appointed the first resident ambassador to the court of Cosimo de
Medici in Florence in 1450. This was during the city state system period of Italian political history.
After the Napoleonic wars, diplomats representing different countries convened in Vienna in 1815 to
discuss diplomatic practice, immunities and privileges. The document they compiled became known
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as the Vienna Convention on Diplomatic Practice. This document was revised in 1961 and on 16 April
of that year, the new Vienna Convention saw the light. This document is still the authority today.
Although South Africa is not a signatory to the convention, most of the articles of the convention are
incorporated in Act 37 of 2001 on Diplomatic Relations.
INTRODUCTION TO DIPLOMACY
4 DEFINITION
“Diplomacy is the conduct of international relations by negotiation rather than by force, propaganda, or
recourse law, and by other peaceful means (such as gathering information or engendering goodwill)
which are either directly or indirectly designed to promote negotiation” (Berridge 1999:11).
Diplomacy, therefore, deals with the form, structure and code of the message – the how of managing
international affairs but not the what. Foreign policy is the content of the message (what).
The application of the rules provides the opportunity to keep embarrassing situations from happening
and assists in creating a distraction free environment for the meeting while still giving space to
acknowledge different cultures and religions.
5 VIENNA CONVENTIONS
International society is only loosely organised but it has established certain rules of behaviour that
influence the behaviour of states. Traditionally, states were the only entities that could enjoy rights
and duties under international law or enter into international agreements but now the same rights and
obligations have been conferred on international organisations like the United Nations, European
Union and African Union. The formal or legal aspects of bilateral diplomacy are the following:
5.1.1 International law
International law is the system of law that governs relations between states. Sources of international
law according to Article 38 (1) of the Statute of the International Court of Justice are treaties, customs,
general principles of law recognised by civilised nations, teachings of qualified academic writers of the
various nations and judicial decisions.
There should be cohesiveness between international law and national law. International law uses
national law as framework. A treaty or other rule of international law sometimes imposes an obligation
on a state to enact a particular rule as part of their national law.
International organisations and non-governmental organisations have also entered the arena of
bilateral and multilateral agreements. This brought a completely new dimension to international law.
These organisations now also have legal status, but how and to what extent, are not easy to define.
5.1.2 Vienna Convention on Diplomatic Relations of 1961
The need to have a convention on diplomatic relations became necessary when more countries
started to enjoy diplomatic relations. The need to structure the diplomatic world is stated in the
preamble of the Vienna Convention on Diplomatic Relations. It states that the status of diplomats is
recognised, that it is important to maintain international peace, security and friendly relations amongst
nations, irrespective of culture and ideology, and that social systems are important and established for
the benefit of nations and not individuals. Standardised behaviour and conduct have been established
with certain built-in measures to act as deterrent for those countries that signed the convention but do
not abide by the “rules”.
One hundred and seventy-seven countries have ratified the Vienna Convention making it the most
widely applied convention today. The success of the convention lies in the fact that the content is
fairly technical, the focus narrow, prior agreement on many issues was achieved, the writers were
highly competent and knowledgeable and all participants shared the same objective.
Diplomatic missions can be defined as organs or subjects of international law that are permanently
accredited to another subject of international law for the purpose of maintaining diplomatic relations.
Every recognised independent state has the right to send diplomatic agents to represent its interests
in another state and respectively receive such agents. There is, however, no obligation in
international law to exercise this right. All diplomatic relations are negotiated and agreements
between the countries will rule on matters such as level of relations, special privileges and restrictions,
size of mission, place where mission will be situated, etc.
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The Vienna Convention, based on a draft prepared by the UN International Law Commission, codifies
the established practices governing diplomatic relations. The Convention covers establishment of
diplomatic relations and missions, use of flag and emblem, appointment of staff, privileges and
immunities, inviolability of premises, persona non grata, and termination of diplomatic function among
many other subjects. The almost universal acceptance of this instrument reflects the importance of its
subject matter to the international community.
The articles of the Convention are classified into the following categories:
• Article 1 and 48 – 53: Signing and ratification
• Articles 2, 4 – 19 and 46: Establishment and conduct of diplomatic relations
• Article 3: Functions
• Article 20 – 37 and 39 – 42: Privileges, immunities and facilities
• Article 38 and 47: General stipulations
• Article 43 – 45: End of term of a diplomat
5.1.3 Vienna Convention on Consular Relations, 1963
Article 5 of the Vienna Convention on Consular Relations, 1963 rules that the consular mission will
protect the interests of the sending state and its nationals (both individual and bodies corporate) in the
receiving state within the limits allowed by international law. The consular office is also responsible for
furthering the development of commercial, economic, cultural and scientific relations between the
sending and receiving states. The consular office must also keep abreast of developments on
commercial, economic, cultural and scientific fields in the receiving state and report these
developments to the sending state.
The consular office is further responsible for administrative functions such as issuing visas and
permits, maintaining contacts with businesses, acting as a notary and civil registrar and assisting
nationals of its own country when in the foreign country. This assistance may entail help with visa
problems or offering legal and moral support when a citizen of the sending state is charged with a
criminal offence or jailed. The consular officer has the right to operate within the consular district with
the receiving state’s approval. The consular office solves disputes through negotiations with the
receiving country and strives to reach consensus when handling problems.
A unique difference between the appointment of an ambassador and a consul-general is in the
territory where they are allowed to operate. Agrément gives a diplomat permission to conduct his or
her duties in the total territory of the country. The exequatur will name the regions where consular
staff may operate. Immunities for consular personnel according to the functional approach will only
apply to the officially indicated regions of a country.
5.1.4 Diplomatic Immunities and Privileges Act of a country
Every country that is a signatory to the Vienna Convention has the right to make laws that will specify
certain articles of the conventions in more detail. The national laws of countries that ratified the
convention cannot pass legislation that is contrary to the intent of the convention. The South African
Act on Diplomatic Relations of 2001, article 37 states that the family members of a diplomatic agent
that form part of his or her household shall enjoy the privileges and immunities stated in Articles 29
and 36.
Act 35 of 2008 amended Section 2(2) b of Act 37 of 2001 referring to the family of a diplomat as
follows:
i) Spouse
ii) A dependent child under the age of 18 years
iii) Any other dependent family member recognised as such by the sending country
iv) Life partner officially recognised by sending country
5.1.5 Conclusion
The Vienna Convention has had a very profound but positive impact on the way that diplomatic
relations are conducted. Unnecessary quibbling about relatively unimportant issues, such as
precedence that have the potential to become insurmountable, are now solved by the convention in an
objective way.
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INTERNATIONAL GOVERNMENT SYSTEMS
6 INTRODUCTION
Always apply protocol in an objective manner at all functions, ceremonies and meetings when official
representatives of governments are present. The Vienna Convention on Diplomatic Relations
stipulates in the preamble that all countries are equal, irrespective of their political system, culture,
size, etc. However, the government structure of a country is important as it determines the positions
and seniority of its representatives. It is important to understand all the terminology used to ensure
that status is correctly interpreted for protocol purposes.
The state is a political association that establishes sovereign jurisdiction within defined territorial
borders and exercises authority through a set of permanent institutions. These institutions are public,
administered through public funding and are responsible for the collective organisation of communal
life. Government is an institution or mechanism that has the power to make, implement and
adjudicate laws for a certain territorial area. In dealing with issues of politics and government, it is
important to understand the difference between a state and a government. Heywood (1997:85-86)
makes the following distinctions:
• The state is more extensive than a government as it includes all institutions in the
public realm (even government) and all members of the community.
• The state is a permanent and continuing entity while a government is temporary as systems
change or remodel.
• Government is the means through which the state brings authority into operation.
• The state exercises impersonal authority as it recruits and trains personnel in a bureaucratic
manner which ensures that they can resist the ideological enthusiasm of the government of
the day.
• The state, in theory at least, represents the permanent interest of society, which is the
common good or general will. Government, conversely, represents the partisan sympathies of
those in power at a particular time.
Globalisation threatens the existence of the historic state. The economic interdependence of
countries in different spheres of the globe and international bodies such as the United Nations and the
European Union diminish the ability of governments to make unilateral decisions. Privatisation of
traditionally government enterprises also influences the decision-making ability of governments. The
delegation of power from national to local levels of governments has the same effect.
Another important issue relates to the difference between a head of state and a head of government.
In protocol, a head of state enjoys the highest status in a country, irrespective of the authority that the
person exercises in the country. Therefore, there is no correlation between the authority or power of a
position and the protocol associated with that position. To illustrate the difference between a head of
state and a head of government, for protocol purposes, we distinguish between two government
systems, namely a monarchy and a republic (military regimes and dictatorships fall into this category
for this purpose).
8.1 Monarchy
In a monarchy, the position of head of state, that of king, queen, emir or whatever the traditional leader
is called in that culture and country, is a hereditary position. There are two types of monarchies:
• In a traditional monarchy the executive authority rests with the head of state. Bahrain, Bhutan,
Brunei, Jordan, Morocco, Nepal, Oman, Saudi Arabia, Swaziland, Thailand and the United
Arab Emirates are examples of this type of monarchy. There is no head of government in
these countries.
• In a constitutional monarchy the position of head of state rests within a constitution but the
executive authority does not rest in the position on the head of state. Constitutional
monarchies include Belgium, Great Britain, Denmark, Japan, Liechtenstein, Norway, Sweden
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and Spain. A head of government, usually called a prime minister, exercises the executive
authority of the government ruling the country.
8.2 Republic
A republic is a form of government in which sovereignty resides in the people entitled to elect, directly
or indirectly, the representatives who hold office for a limited period.
The head of state, mostly called a president, comes to that position by different means. The
electorate can elect him or her or the political structures of the government can elect the head of state.
In South Africa, parliament elects the president from amongst the members of the party elected by the
people. In military regimes and dictatorships, no elections are held and the head of state normally
usurps the position. The question of executive authority plays no role in the identification of this
position in a republic.
In a republic, there are three different basic structures, namely:
• In a presidential republic, the executive authority lies with the president. This president is both
head of state and head of government (USA, RSA).
• In a constitutional republic, the position of head of state is ceremonial and carries no executive
authority (Israel, Germany). The head of government exercises the executive authority.
• In a combination of these two forms certain executive powers lie with the head of state and
others with the head of government (France, Namibia).
9 INTRODUCTION
As humans we always find it difficult to make objective decisions when people we either like or dislike
are part of the picture. In protocol it is very important to objectively assess seniority as it is used to
determine where people sit, the order of speeches at a function, the order of arrival of guests at formal
and ceremonial functions: basically who does what, when and where.
The basic principle is always to place the host first. This is not an indication of the host’s seniority but
simply indicates the role that the person will play at the function. The host becomes the centre stage
of a function with the guest of honour on the right-hand side of the host. When working with a guest
list it should appear as follows:
1. Host
2. Guest of honour
3. Guests according to the National Table of Precedence and other guests in order of seniority
10 HISTORY
The interaction of people and countries necessitated the formulation of rules regarding precedence.
Squabbles over precedence within the diplomatic community became the order of the day in early
diplomatic relations and sometimes it even led to physical violence! The situation deteriorated to the
point where the peace accord of the Seven Years’ War could only be negotiated after five years of
arguing about the seating arrangements at the peace table. (Do not forget our own struggles to start
the Codesa negotiations!)
By 1504, the situation was so bad that Pope Julius II decided to step in. He felt that as the most
important Christian on earth it was his responsibility to afford precedence to Christian kings and rulers.
He decreed the Ordo Regum Christianorum and declared that his precedence be accepted as a
matter of course. The precedence of monarchs was determined by the age of their monarchy.
The position was the following:
France AD 481 Denmark AD 1015
Spain AD 718 Two Scillies AD 1130
England AD 827 Sweden AD 1132
Austria AD 1000 Portugal AD 1139 etc.
In 1564, Pope Pius IV decreed that the Ordo Regum Christianorum should also apply to
ambassadors. This relieved the situation only for a short period. It was, for example, unacceptable for
an ambassador of Austria who had been in a country for a number of years to be junior to an
9
ambassador of France who was new to the court. In 1661, the situation further deteriorated after the
ambassadors of France and Spain to England actually fought a dual at the harbour to have the honour
of escorting a new ambassador to the king. Both countries recalled them after the king threatened
their monarchs with war. The precedence of ambassadors came under discussion again and the
Pacta de Famille was signed on 15 August 1761 at Vienna. This pact between diplomats determined
that the ambassador accredited to a specific court the longest would be the most senior.
The Vienna Convention determines that the date and time of the Credentials ceremony determines
seniority amongst ambassadors and high commissioners. The use of the word Rubric to indicate the
different groups or categories in an Official Table of Precedence was taken from the usage in old acts
to have headings in the colour red (ruby in Latin) to group ideas together.
11 EXAMPLES OF PRECEDNECE
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Archbishop of York
The Prime Minister (if male)
Lord High Treasurer
Lord President of Council
Speaker of the House of Commons
Lord Privy Seal
Ambassadors and High Commissioners, and many more.
There is also seniority in the Peerage and it is as follows Duke, Marques (Marqui), Earl (Comte,
Count), Vicount and Baron. Baronet does ot form part of the Peerage and is a hereditary rank.
11.4 France
The French order of precedence is a symbolic hierarchy of officials in the Government of France used
to direct protocol.The current order of precedence was established by presidential decree number 89-
655 of September 13, 1989.
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12 STRUCTURES WITHIN DIPLOMATIC MISSIONS
The ranks of heads of mission are defined in Article 14 of the Vienna Convention on Diplomatic
Relations. When two countries with diplomatic relations accredit new diplomats, their respective ranks
in the mission will be negotiated and recorded on or in his or her diplomatic identity card or book. The
ranks are Ambassador or High Commissioner, Apostolic Nuncio or Pro-nuncios, Minister, Chargé
d’Affaires en titre, Chargé d’Affaires ad interim, Counsellor, First Secretary, Second Secretary, Third
Secretary and Attaché. Members of the Department of International Relations and Cooperation of the
sending state usually form the line management of a mission. Article 19(2) indicates that
administrative and service staff can, if there are no diplomatic staffs, also act as head of mission.
Article 17 states that the head of a mission must notify the Ministry of International Relations and
Cooperation of the precedence of the members of the diplomatic staff of the mission. The most
common precedence is:
• Ambassador or High Commissioner
• Minister (normally acts as Chargé d’Affaires a.i.)
• Counsellor
st
• 1 Secretary
nd
• 2 Secretary
rd
• 3 Secretary
• Attaché
13 INTRODUCTION
There is a distinction between a “from of address” and a “title”. A title is always used with a name (first
name or surname). A title is used in accordance with rules that apply to that specific title (Sir is
used with only first name “Sir John” in verbal address) while a form of address has very few rules,
example the title for the monarch of Great Britain is Her Majesty in third person and You Majesty
in first person but the form of address used for the sovereign id “ma’am”.
Use the correct title of a person and the correct abbreviation of that title. English grammar rules
dictate that if an abbreviation ends with the same letter as the word being abbreviated then no
punctuation is used; for example, the abbreviation of Advocate takes a full stop as it ends on a
different letter than the word - Adv. but “Mr” ends on the same letter and therefore no full stop is
used.
It is the prerogative of a woman to choose if her marital status is part of her identify and which title she
will use, example the use of Mrs or Ms. The title Ms is sometimes used as a counterpart for Mr.
(The pronunciation of Ms is “Miz”)
When using The Hon, Mr, Mrs, Ms or Miss is omitted and any other title is placed in front of The Hon.
Dr The Hon John Smith
Mr and Mrs, however, are used with His of Her Excellency, for example
HE Dr/Mr/Mrs/Ms/Miss A B Surname.
Positions do not become titles that can be placed in front of names. If you refer to a President it will be
either Your Excellency (if that is the correct honorific for that country) or Mr (Madam) President or
Mr (Ms or Mrs) Surname.
Letters denoting abbreviations of orders and decorations follow the name of the bearer using the
address in the letter and on the envelope, for example
Rev. H.J. Hendrickse, GCOB.
The abbreviations for Member of Parliament (MP) and Member of the Executive Council (MEC) or
Member of the Provincial Legislature (MPL) are used on the envelope, in the salutation of a letter,
on a programme, etc. and are placed behind the name of the member. The name of the spouse
follows the name of the official on the card. A husband’s initials identify a married woman when
he is the office-bearer, for example:
Male official: Mr A B Surname and Mrs A B Surname
Female official: Mrs A B Surname and Mr Surname
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On invitations the names appear as follows:
if the husband is the official, the husband’s initials and surname are used to identify both persons Mr
and Mrs A B Surname. If the wife however has a different surname it will be Mr AB Surname and
Ms Other Surname.
If the wife is the official, her initials are used to identify only her and the surname is used for both
persons, for example:
Female official: Mrs (Ms) A B Surname and Mr Surname
DO NOT USE Minister A B Surname when addressing a minister in person. This is only done in third
person (when referring to the minister) in the English language. The correct form to use is Mr
(Madam) Minister or Mr (Mrs/Ms) Surname. The above applies to the President, Deputy
President, Deputy Ministers and Premiers.
Do not use initials to identify judges. If two judges in the same rubric have the same surname, add the
initials to the name of the junior judge.
Note the difference between Madam and Madame. Madam is used in English-speaking countries and
Madame is used in French-speaking countries. Please replace this form of address in the
following pages as required. When using this form of address it is usually abbreviated to ma’am
(pronounced “mam” like in Pam).
Academic titles replace Mr, Mrs, Ms or Miss. Honorary academic titles, for example Honorary Doctor,
are only used when participating in an academic function.
When an envelope is addressed to a person in office, the spouse is not included on the envelope even
if the letter or card includes the name of the spouse.
Basic grammar rules in English determines that if a word and its abbreviation begins and ends in the
same letters of the alphabet there is no punctuation after the abbreviation:
Mister (Mr), Doctor (Dr) but Advocate (Adv.) and Professor (Prof.). Remember in the USA American is
used and rules differ from English!
In acronyms there is also a difference between English and American. American tend to place a full
stop between the letter U.S.A. and in English it would be USA.
OFFICIAL VISITS
14 INTRODUCTION
By following the guidelines set for official visits the interaction between countries is made easier and
regulated so everybody knows what to expect and what can be expected. These rules set the basic
scenario from which there can be negotiated to accommodate the cultures, practices and policies of
both countries. In the business environment, similar rules have been compiled as codes of conduct
which all employees, from chief executive officer to junior manager, are expected to honour.
15 DESCRIPTION OF VISITS
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of the head of state, are expected to follow the same programme as the principal dignitary. The B-
suite is the responsibility of the local embassy and need not follow the same programme as the VIP.
The A-suite will be the gusts of the hosting government and the B-suite is the responsibility of the
visiting government and/or the local embassy.
15.1.1 Press arrangements
Arrangements for the accommodation and transport of accredited and visiting journalists will be the
responsibility of the foreign embassy. Details of equipment should be provided by a carnet (card with
all the relevant information) and presented to custom officials on arrival in and departure from the
visiting country.
The compilation of a programme for the accompanying official press delegation is the responsibility of
the foreign embassy.
15.1.2 Local transport
The hosting government will provide suitable vehicles for members of the A-suite. The B-suite will be
the responsibility of the visiting government and/or foreign embassy and the expenses connected to
their travel will be for the account of the embassy or visiting government.
15.1.3 Security arrangements
The hosting country is responsible for the safety of the visitors and security profile of the visits will be
established together with the visiting country’s recurity.
Submit the following details for the importation and clearance of firearms of security staff to the state
and official visits office of the Department of International Relations and Cooperation:
• Full name
• Full passport details
• Name and make of firearm
• Serial number
• Number of rounds
Do not assume that permits for firearms will be issued automatically as permits are subject to new
legislation on firearms. Permits for firearms should be presented to security officials on arrival and
handed back to the hosting country authorities on departure.
15.1.4 Personal staff
Ladies-in-waiting, aides-de-camp and personal valets have guest status. It is the prerogative of the
visiting government and/or foreign embassy to decide whether these people comprise part of the A-
suite or B-suite. Should they be part of the A-suite they will not be considered an addition to the
twelve members already stipulated.
15.1.5 Official functions
Personal staff usually does not attend official functions such as state banquets, official dinners and
official meetings. Where the attendance of any personal staff is imperative, foreign embassies should
take the matter up with the state and official visits office of the relevant department.
Both the host and the visiting head of state hold state banquets. The dress code is normally dark suit
but hosts may indicate black tie or traditional dress. Should this be the case, delegations must be
informed before leaving so that they can pack accordingly. The expectation is that both heads of state
will make speeches for approximately five minutes followed by a toast. The exchange of gifts is
usually done through the Protocol office, except at specific functions which require the direct
presentation of a gift to the other party. The prerogative of presenting any gifts (and the number of
gifts) lies with the visiting country and is decided by the foreign embassy in liaison with the state and
official visits office.
15.1.6 Private aircraft
The following information must be reported to the VIP guest section, Department of International
Relations and Cooperation in order to obtain clearance:
• Overflight and landing clearance
• Type of aircraft
• Registration number
• Call sign
• Day and time of arrival in hosting country
14
• Day and time of departure from hosting country
Security pertaining to access to the aircraft is the responsibility of the visiting government. Airports will
be responsible for the overall security of the parked aircraft at the relevant airport. Payment and
arrangement of refuelling and related aircraft services will be the responsibility of the visiting country
and/or foreign embassy and should be directly arranged by the visiting country and/or foreign
embassy with a local handling agent.
15.1.7 Ceremonies
It is only considered the official arrival of a visit when the visiting head of state meets the hosting head
of state. This can take place at the airport or the head of state’s office or residence. At the airport:
• A red carpet is used and must be well secured.
• A guard of honour is only used if it is the official arrival.
• The military band plays the national salute for an official arrival.
• The national flags of both countries are displayed. Many countries use the visiting country’s
national flag as decoration throughout the airport and city.
If the official arrival will take place at the hosting head of state’s office or residence, a high ranking
politician (minster) meets the visiting head of state at the airport. The A-suite is taken to their
accommodation thereafter the heads of state meet to officially start the visit.
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16 PRACTICAL PROGRAMME ARRANGEMENTS
Your department invites an overseas company to officially visit South Africa. As the International
Liaison Officer, you are advised of the proposed visit and requested to deal with all relevant
arrangements. Here is a practical guide how to:
1. Get organised.
2. Open a file (electronic and hard copy) which will contain every bit of information on the visit
from day one until the visit concludes.
3. Start to assimilate relevant information.
Provide a semi-final draft for comment to the delegation approximately two weeks before their
departure. This allows for any changes that might be needed. If the motivation and objectives for the
visit are clear from the beginning, then minimum changes should be necessary.
16
Three days before the arrival date, double check the programme and confirm all appointments and
arrangements.
18 TRAVEL ARRANGEMENTS
18.1 Introduction
The success of travelling starts with the arrangements. Arrangements can be made through a travel
agent or the secretary may make the arrangements. The most effective way to make travel
arrangements is to keep a checklist.
18.2 Checklist
User-friendly checklists are a great blessing to the user. Every aspect of the trip must be displayed on
the checklist template, with an indication of the recommended timeframe for that action. Due dates
can then be filled in at an early planning stage (see example at the back of the document).
NATIONAL SYMBOLS
19 INTRODUCTION
Most countries in the world will have at least an Anthem, National Flag and a Coat of Arms or Emblem.
In many instances the National (Royal, State) Seal will be added to the group. In some countries
photos of certain people will also be regarded as a national symbol.
20.1 Introduction
The study of flags is known as vexillology, from the Latin vexillum meaning flag or banner. Flags were
initially used in time of war to identify the different armies and their continguents. Later it was also
used as signals from ships, in battle or to identify if there was any infectious desease on land on on
ships. Today flags are mistly used for partiotic reasons to identify countries, states, cities, schools and
even businisess.
The rule regarding the display of flags during state and official vists are as follows: the hosting country
flag takes precedence and will be diaplyed to right hand side of the host (left hand side of the
spectators).
The Vienna Convention on Diplomatic Relations determines that only the Head of Mission may display
the flag at home. The head of state and head of mission may also display the country flag
17
20.2 General rules regarding flags
The rules regarding the display of flags are very similar for all flags although there will be some
differences. Flags are used by countries internationally and if every country has different rules it will
become a source of contention and strife.
20.2.1 Flagstaff
Flagstaffs which are erected outside a building should be placed either on the roof or in front of the
building to give the greatest possible prominence to the national flag, according to circumstances.
Flagstaffs should as far as possible be fitted with a truck equipped to carry a double set of halyards to
prevent failure to hoist the national flag at the specified hour. Flagstaffs should also be erected and
fixed in such a manner that they can be lowered for painting or repairs.
Flagstaffs used indoors must be placed as prominently as possible in entrance halls, conference
rooms and in offices. These flagstaffs need not be equipped with hoist ropes as the flags are not
hoisted and lowered daily.
18
c) any other flags, which are not national flags and are on separate flagstaffs, the national
flag must be in the middle or on the right side of the speaker or at the highest point of the
group;
d) any other flags on the same flagstaff, the national flag must be at the top;
e) any other flag on crossed staffs, the national flag must be to the speaker’s right and its
staff must be in front of the staff of the other flag; and
f) flag(s) in procession, the national flag must be on the marching right (that is, to the right of
the soldiers marching).
5. Officers responsible for flying the national flag should:
a) decide, using their own discretion, whether the storm flag be used during stormy weather
when a larger flag, the halyards or flagstaff may be damaged;
b) be familiar with these instructions;
c) ensure that flags, halyards and flagstaffs are well maintained and not carelessly handled;
d) ensure that flags which are not in use are carefully rolled up and placed in a holder
specially provided for this purpose;
e) make sure that wet flags are property dried before they are put away; and
f) return flags which are unfit for further use to the original office of issue for repair or
replacement. Worn, faded or frayed flags should be disposed of by burning and without
ceremony. It is not considered an act of disrespect to burn an unserviceable flag.
6. When national flags are used together, either the French or English names of countries are
used alphabetically to determine precedence or the flags are hoisted accordingly. At the
Olympic Games, South Africa enters the arena high up on the list, as in French the name of
our country is Afrique du Sud.
7. If countries’ flags are displayed with towns’ or companies’ flags, rule 3(c) applies. The flags of
countries are displayed first and then those of towns or companies.
8. At the signing of agreement ceremonies, place a table flag of the signatory’s own country in
front of him or her and the national standard size flag of the other country behind the signatory
from that country.
• Table flag (There is no standard size for a table flag.) 15cm x 10 cm (suggested)
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authority is given to every document with an impression of the Great Seal on it as this means that the
president has approved it.
Crest A figure or symbol affixed to the top of a helmet, usually derived from or relating to the
arms on the shield. The crest sits on the torse, a wreath created by twisting the primary
colour and metal together.
Mantle Derived from the cloth worn over the helmet as protection from the sun. The outer
colour is traditionally the primary colour in the arms, while the lining is traditionally the
primary metal.
Helm Deriving from the helmets worn in battle, the stylized helm sometimes signifies the rank
of the person whose arms it accompanies.
Crown Present only in the achievement of those entitled to bear it, the crown represents the
rank of a noble.
Shield The main part of the achievement, the shield is also called the coat-of-arms, arms, or
armorial. The design of the arms is exclusive to the individual to whom they are granted,
although the arms of individuals within the same family often are highly similar.
Supporters Originally decorative in nature, supporters came to be considered part of a specific
individual's achievement. They now appear only in the arms of governments, titled
families, and those in positions of authority.
Insignia A person who had been knighted by one of the various British and European Orders
would usually display the insignia of the order (often the collar or badge) around or
behind the shield in their armorial. None are present in the example above.
Motto Mottos are not exclusive to an individual or family, but are rather chosen by the
individual to express an ideal, goal, or admonition. They are often in Latin, although not
necessarily so.
An emblem would only have the shield and sometimes a motto at the bottom.
Logos are more informal and would normally be associated with business and products used for
identity.
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22 THE NATIONAL ANTHEM
22.1 Introduction
Wikipedia defines a national anthem as follows: A national anthem (also national hymn, song etc.)
is a generally patriotic musical composition that evokes and eulogizes the history, traditions and
struggles of its people, recognized either by a nation's government as the official national song, or by
convention through use by the people.
OVERVIEW OF ETIQUETTE
23 DEFINITION
Etiquette is a code of conduct accepted as the standard of behaviour within a group by the majority of
the group. Therefore, etiquette is good manners within a group. If you call etiquette a set of rules you
lose sight of the fact that humans are social beings first; to make our existence and participation in a
group easier, we create a framework to satisfy human social, cultural and physiological needs.
Social etiquette, conversely, is the reflection of the culture of the people operating in a specific
situation. It may have changed from how the same group practised a ceremony two decades ago but
it still portrays that culture. If the English, Americans, Australians and Japanese invite you to tea, you
will have four different scenarios to tell your grandchildren.
People are in the habit, even if it is unintentional, of interpreting and judging every action someone
else performs. They observe and judge using from their own experiences, attitudes, social system,
cultural background and communication skills. The other person, in turn, does the same from his or
her experiences, attitudes, social system, cultural background and communicating skills. This process
can lead to misinterpretation, friction and hostility because of a possible clash in culture, experience
and attitudes. So, it is obvious that a society or working group needs a standardisation of action
without the individual losing his or her own identity. We achieve this by observing internationally
accepted business practices.
When you decide to join an organisation you leave, to a large extent, your own culture at home and
subscribe to the culture of your organisation. Most organisations have a written code of conduct that
determines the way staff interacts with management and other organisations.
Globalisation has led to business etiquette becoming more standardised, irrespective of culture. Many
business executives operate on an international scale, and therefore, know what accepted behaviour
in most countries is.
The social scene is part of the business arena, and therefore, your social graces contribute to your
professional image and attitude. There should be no distinction in the way you treat junior and senior
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colleagues. Good manners must be an integral part of your make-up as it is part of the way that you
advertise yourself.
Entertaining is an art and the secret lies in the natural, relaxed approach of the host or hostess.
Nothing makes guests more uncomfortable than sitting alone in the lounge while you scuttle between
the kitchen and the dining room.
When planning a meal you should remember that guests, no matter how eminent, shrink from an
ostentatious show. The way you present yourself and the meal must seem effortless to guests.
Always aim to put your guests at ease. The most important aspect of the function to the host must be
the enjoyment derived by others from coming to the function.
Protocol and etiquette go hand-in-hand and cannot be separated. Therefore, you must understand
the difference between protocol and etiquette to be able to decide if and when you can change the
rules. Protocol rules facilitate logistics to make sure that everybody receives the ceremonies that their
position entitles them to. By changing these rules unilaterally, you could offend the people to whom
you want to show courtesy. This will reveal that you do not understand the standard rules of official
interaction. Etiquette rules relate more to individual behaviour, and therefore, breaking the rules
reflects on the individual and not the organisation. At a an official function the greeting action (shaking
hand, kissing on cheeks, bowing) will be connected to culture of the person but the words
accompanying the action will be protocol (Your Majesty, Your Excellency, Madam Minister) and is the
same in all countries. The allocation of seating at a dinner table is done according to seniority
(protocol) but the food maybe cultural and the way of eating (etiquette) will be according to the
accepted norm within the group.
26 THE HOST
The success of an event rests on two pillars namely, accurate planning and faultless performance.
Consider the number of guests you want to invite and the purpose of the event. Separate the guest of
honour and the spouse. Seat the female guest on the right side of the host and the partner on the
right side of the hostess.
Behaviour during the meal often indicates the confidence or insecurity of the host. After the serving of
the meal, the host always starts to eat first and finishes last.
Greeting is as old as humanity and it important to understand the different gestures that people use
when greeting to be able to interpret the gesture correctly and to respond appropriately.
28 BODY LANGUAGE
More communication takes place through gestures, attitudes, posture and distances than through any
other form of communication. Non-verbal communication in direct contact has many implications.
Non-verbal communication is an intricate process that involves facial expression, voice tone and
physical movements of the body. Sixty-five percent of face-to-face conversation is non-verbal.
22
Information is distributed verbally while interpersonal relations are non-verbal. A non-verbal message,
such as a look, may sometimes be more effective than any number of words.
Culture should always be remembered when considering body language as the same gesture or
posture may have different cultural meanings for different groups; for example, eye contact in German
culture shows respect while in African cultures it is considered disrespectful.
28.1 Gestures
28.1.1 Universal
There are some basic human communication gestures recognised throughout the world, such as
smiling, frowning, a nod with the head to say “yes” and the lifting of the shoulders to show that you do
not know. When travelling in foreign countries it is best to avoid signs if you do not know the exact or
regional meaning.
28.1.2 Cultural meanings
The impact of body language is so great and there are so many criteria to study that it is impossible to
deal with at length in this context. The aim here is to alert you to some implications of body language.
A very enlightening way to study body language is to take fifteen minutes every day and just sit and
watch people.
29 INTRODUCING PEOPLE
Introduce people in the following order: younger to elder, single to married, man to lady and junior to
senior. Men should stand up and shake hands. Ladies may remain seated and may choose if they
want to shake hands. When introducing a younger woman to an elderly lady, the younger person will
always stand. When introducing a person to a VIP, ask the VIP’s permission: “May I introduce Mr A
Surname, Manager of Bush Bank?”
Avoid introducing somebody to more than four to six people at a time. It is embarrassing for the guest
if he or she cannot remember all the names later during the function. Add some information regarding
the person you are introducing, for example, mention if he or she is a visitor to the country or region or
has certain interests, if applicable. The idea is to give people a subject to start a conversation with.
At a cocktail reception line, you must introduce yourself to the host and guests of honour when
standing in the receiving line. If you arrive late, go and introduce yourself to the host and guest of
honour. Circulate among the guests and introduce yourself.
30 A GOOD GUEST
31 CONVERSATION
The weather, the season and current events are always a good starting point.
Do not talk too much, and consequently, dominate the conversation.
Be sensitive to the topics you introduce.
Avoid discussions about religion, politics and sex.
Do not tell ethnic jokes.
If you want to get a conversation going, do not ask questions to which other people can answer
yes or no.
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32 SEATING
Table plans must be provided if more than eight guests are present. The ideal situation would be to
have a table plan at the entrance and seating cards at each place. Seating cards should be filled in on
both sides to enable all guests to read the name.
Wait for seating instructions at the table or follow the instructions on the table plan.
Men take their places after all the women have been seated.
A man should pull out the chair for the woman next to him and help her to be seated.
Sit upright and on the edge of the chair.
33 SERVING
Traditionally, food was served on platters; waiters presented these platters from the left and guests
served themselves. When garnish became paramount, especially with the introduction of nouvelle
cuisine, food came to the table plated and now waiters serve plated dishes from the right-hand side of
the person seated at the table. The table is also cleared from the right side.
It is important to remember:
• The plate is served from the right if the food is already dished up on the plate (plated).
• It is served from the left if you must help yourself.
• Empty plates must be removed from the right.
• Leave the cleaning of the table to the waiters. Do not even push your plate back.
• Waiters should clear the table of salt and peppershakers, unused and used plates and glasses
before serving dessert. Only glasses with wine or champagne, serviettes, flowers, candles,
place cards and dessert spoons and forks must be on the table.
It helps the flow of a function if speeches, toasts and other ceremonies are performed after the main
course but before dessert is eaten. Cheers, prost and skol are typical toasts. Presenting a toast
means extending good wishes to someone; you are not a praise singer!
A toast at official occasions should be performed in the following manner. The programme director
requests the guests to see that they have a filled glass to participate in the toast. Next, the
programme director announces the person that will propose the toast. The key to remember is that
you are not invited to deliver a speech, just to propose a toast. The following words may be used to
introduce the toast “Ladies and Gentleman I invite you to join me in a toast to The President of the
Republic of South Africa, Mr Jacob Zuma.” Everybody, except the person being toasted, rise, take
their glasses and wait for the person toasting the president to say “The President” and then everybody
repeats in unison “The President”. Glasses are extended towards the person being toasted and then
a small sip is taken and everybody sits down. The person that is toasted never stands and never
drinks a toast to himself or herself.
Speeches delivered at official social occasions must be kept to the minimum and the time allocated by
the organisers or host should be respected.
35 SMOKING
Never smoke at a luncheon or dinner table. Smokers must inquire if it is permissible to smoke. In
South Africa, smoking is only allowed in a closed area of the restaurant. Many countries have
regulations regarding smoking in public places and restaurants. If there are no ashtrays around, it is
usually an indication of no smoking.
36 PRAYERS AT DINNER
The host may wish to say a prayer or ask for a moment’s silence (a few seconds and end it with a
phrase such as “enjoy your meal”) before dinner is started. At the end of the meal the host may again
ask for a moment silence and end the silence with something like “hope you enjoyed your meal”.
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37 EATING HABITS
25
INVITATIONS
38 INTRODUCTION
An invitation to a function gives the host the opportunity to tell the guests more about the function. It
can also suggest the theme of the function by using a specific colour, form or wording. Invitations to
launches are part of the launch and carry the theme of the launch; dinner dances can be more
colourful and artistically inventive but official invitations should look official and the wording should be
official. This must not be interpreted as boring, just official!
Pre-printed cards or cards printed for the occasion can be used. If pre-printed cards are used the
reason for the function may be typed on a strip of paper and pasted to the top left corner of the card.
Do not use a stapler to attach the slip. When the majority of the guests are foreigners that might not
know the name of the host, then you can include the name and then the designation in smaller font.
39 INFORMATION REQUIRED
Always extend an invitation in the third person and write the name in black ink. Design the invitation
card to provide the following information to guests:
39.3 Address
The complete address of the venue where the function is to be held must appear on the invitation
card, for example, room number, floor, building, street number, street, suburb and town. Include a
map if necessary.
If an invitation is delivered by hand, the words “By Hand” must be written on the envelope and the
physical address must appear on the envelope. Let the receiver sign to acknowledge receipt when
you deliver the invitation.
39.4 Date
Make sure you indicate the day of the week as well as the date. Make sure that they correspond.
39.5 Time
State the time clearly. The first time indicated on an invitation is the time of arrival of guests, in other
words 12:30 for 13:00 means arrive at 12:30 for pre-lunch drinks and start the lunch at 13:00. State
the starting and ending time of a cocktail reception example 18:00 to 20:00. Do not use the letter “h”
when indicating time as it is no longer the correct format to indicate time.
26
The French abbreviations are commonly used but you can also use the English for clarity:
• RSVP – répondez s’il vous plaît - Please reply
Give the name of the person and telephone number. If it is a very large function it is a good
idea to include a telephone number, fax number and e-mail. It is very helpful if guests can
reply at any time, also after hours.
• p.m. – pour mémoire - To remind
If someone has already accepted a verbal invitation and the card only acts as a reminder,
draw a line through RSVP, if printed, and write the abbreviation p.m. above it.
• Regrets only
Use for large functions and only people who cannot attend should answer. Think carefully
before you use this as people tend to forget to phone or they may not have received their
invitations. It may entail that you cater for too many guests. Consider using “Acceptances
only” where only guests who will be coming to your function answer. This sounds more
positive and will ensure that your guests respond.
• Confirmation of attendance
All guests must confirm their attendance or non-attendance before (fill in a date approximately
5 days before the function).
27
after 6:00 p.m. This attire may be also worn for morning coffee parties, luncheons, afternoon tea and
receptions, sherry parties, garden parties, evening outdoor receptions and evening receptions.
39.7.3 Day suit
This indicates a suit (jacket and trousers are made of the same material and the same colour) with a
tie shirt, matching tie and shoes. It is worn during the day but not to a functions commencing after
18:00 or later (except cocktail receptions when so indicated).
39.7.4 Jacket and tie required
At informal occasions when suits are not recommended but a certain degree of formality still exists, a
blazer, slacks, shirt and tie can be worn. A polo neck shirt or “Madiba shirt” will also be acceptable.
This shirt must have long sleeves and worn with all buttons fastened.
39.7.5 No jacket and tie required
This dress code is usually used at barbecues and all gatherings where the host wants an informal
function.
SUNDAY 18 MARCH
16:35 Delegation arrives at Johannesburg International Airport Flight SA293
Proceed through Immigration and Customs
Met and accompanied by Ms Linda Mumba, Assistant Director, International Liaison Office,
Johannesburg
Depart for hotel
Evening at leisure
MONDAY 19 MARCH
07:45 Assemble in the Blue Room 12th Floor
Introduction to the Board of Executives, Miashu, Johannesburg
Briefing on programme arrangements
08:15 Business breakfast with captains of industry and commerce
th
Venue: Blue Room, 12 Floor, Sandton Sun International
28
09:30 Breakfast concludes, depart for Miashu Headquarters, Johannesburg
Venue: Miashu Headquarters, 456 Anderson Road, Sandown
Tel: (011) 462 7866
Fax: (011) 462 7843
10:00 Meeting with Mr Gary Anderson, CEO Miashu, Johannesburg and Board of Directors
th
Venue: Boardroom, 5 Floor
11:15 Financial briefing presented by Mr Reg Mahlulu, Director Financial Services
th
Venue: Boardroom, 5 Floor
12:30 Depart for lunch
Venue: The Blue Mariner, 32 Bucks Avenue, Rosebank Tel: (011) 452 6157
12:45 – 14:15 Lunch hosted by Ms Edith Grammer, CEO, Anglo American, South Africa
(Include the guest list here)
14:30 Depart for the Department of Trade & Industry
Venue: DTI Building, 598 Schoeman Street, Pretoria
Tel: (012) 341 2367
15:30 Meeting with Mr Reg Nkosi, Director Trade Relations, Asia, Department of International
Relations and Cooperation
Venue: Union Buildings
Tel: (012) 351 1000
16:30 Meeting concludes, return to Johannesburg, Sandton Sun International
18:00 Depart hotel for Korean Consulate
18:30 – 20:30 Cocktail hosted by Mr Yung-tek Chung, Trade Counsellor, Embassy of Korea
Venue: Consulate of Korea, 67 Oriental Street, Bryanston Tel: (011) 777 5555. Return to Hotel.
29
An example of checklist that can be used for travel arrangements:
Special needs:
Reservation no:
(room type/no smoking/fax facilities/longer bed/dietary requirements)
Onward travel information: Flight: Date: Time:
SECOND STOP: ACCOMMODATION
Transport from airport Car hire company:
Driver’s licence information: Reservation no:
Name of hotel: Date in: Date out:
Address: Method of payment:
Telephone: Fax:
Special needs:
Reservation no:
(room type/no smoking/fax facilities/longer bed/dietary requirements)
RETURN TRAVELTO SOUTH AFRICA
South African Embassy or High Commission: Contact information for back-up in the office:
Address: Telephone:
Telephone: Fax:
Fax: Mobile:
30