For Members: 

 

 

Protocol: Frequently Asked Questions

The protocol advice and guidelines provided are intended solely for the specific situation and based upon the previous experiences of members of our organization who are acknowledged, respected experts in the field of protocol.

QUESTION:  What is the role of the Governor-General of New Zealand?

ANSWER:  The Governor-General is the personal representative of New Zealand's Head of State, Queen Elizabeth ll of New Zealand.

QUESTION:  I am introducing my boss to several important clients at a dinner tomorrow, what do I do?

ANSWER:

  1. Always present the junior in rank to the senior in rank (i.e. “Mr. Doe, may I present ...”).
  2. The proper introduction should begin with: “I would like to introduce to you...” or “May I present ...” The younger person is typically presented to the older person.
  3. Foreign ambassadors and heads of state/government are addressed and introduced as His/Her Excellency (“Your Excellency, may I present Mr. Doe.”).
  4. Always have business or calling cards ready and in good condition. Cards should be exchanged face up and turned so that the person receiving the card can read it.
  5. The formal way of presenting your card is with both hands. Treat the card you are receiving with the utmost respect.

QUESTION:  Can you advise on a flag question? 

Scenario:
- Briefings in a conference room
- Host will be MDA/GMD's PD (Brig Gen Connor)
- Visitor is Polish CHOD
Currently we display the following flags at all times, directly behind the center conference table - US, Alaska, MDA.  For this upcoming Polish visit, I'm inclined to display the flag of Poland as well.  Is it acceptable/respectful to display visitor's flag?   End result would be the following 4 or 5 flags (in order from left to right, as facing):US, Poland, Alaska (should this one stay or go??), MDA, 1-star AF.

On a similar note, I have a German DV next week and would like to do the same (with Lt Gen Obering vs. Connor), but as of now I don't have the flag of Germany, so not sure I can pull that one off.  If I can get one, would the rules for displaying this be the same as whatever we
decide regarding Poland?

ANSWER:  Yes, it would be hospitable and appropriate to display the Polish National Flag - if you can get it.    The one caution is to make sure it is the current/correct flag.   Check the CIA Fact book website or even take a picture of it and send to your counterpart you are arranging the visit with from Poland and have them verify.  You have the order correct:  US, Poland, Alaska, MDA, 1star.   They should all be on the same poles and of the same height.     The same for your German visit.   

QUESTION: Are there are any rules for seating at dinner?

ANSWER:

  1. The place of honor is always to the right of the host.
  2. The second place of honor is to the left of the host. (These rules apply to seating, escorting, standing, etc.)
  3. The most common seating arrangement places the host and hostess at the head and foot of the table.
  4. Always give your guest of honor the best seat, place and view of the room and never with their back to the main door.
  5. Place cards are appropriate for any size seating plan. They will add a touch of class, while clarifying seating for guests and hosts.

QUESTION:  Question for you about flags --

Early in May, we will host the Secretary-General of the United Nations here in Atlanta.  At this time, we won't have an arrival ceremony but we will, in fact, hold a State Luncheon in his honor at the Governor's Mansion.  Technically, the U.N. is an international organization not a sovereign nation.  However, do I treat the display of its flag as such -- U.S., U.N., GA?  That would be my assumption.  At the press conference, my inclination is to couple the U.S. and U.N. flags behind one podium and the GA flag behind the other.

ANSWER:  I agree with you and they should be on the same poles and height, just as other nation flags.     I've attached a UN flag code just to have - very similar to our flag code.   Good luck with the ceremony! 

QUESTION:  Could you share with me your top five tips on invitations?

ANSWER: 

  1. Invitations come from the host of the event (Mr. Doe, Secretary of the Department of ... cordially invites you to…”, “… requests the pleasure of your company at ...”, “….requests the honor of your presence at ….”).
  2. Indicate who the guest of honor/guest speaker is and make sure the guests are aware of the occasion in which they are participating.
  3. The correct way of showing the time and date is to use the spoken form (i.e. “four o’clock,” “the twenty-first of January”).
  4. Always include a response number and or email address. In government and diplomatic   
    circles, R.s.v.p is spelled in lower case and not the commonly misused and all- 
    capitalized RSVP.  Sometimes it is necessary to specify a date by which the  R.s.v.p.  
    should be made
  5. Invitations should be properly distributed three weeks prior to the event or no less than a       full week.

QUESTION:  I am attending a formal dinner tonight. How do I know which bread and water are mine?

ANSWER:

  1. Silverware is positioned with forks to the left of the plate(s) and knives and spoons to the right.
  2. The bread is positioned to the top left of the plate. Drinks should be positioned top right. Remember the BMW rule, Bread, Meal, Wine.
  3. Dessert fork and coffee/tea spoon are positioned top center.
  4. Utensils are used from the outside to the inside with each meal course.
  5. Food is served from the left and removed from the right; liquids are poured and cleared from the right; and serving platters are offered from the left.

 

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