Foreign Dignitaries

8/9/2019 Foreign Dignitaries

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OFFICE OF THE CHIEF OF PROTOCOL

UNITED STATES OF AMERICA

SUMMARY GUIDE

TO

WORKING WITH FOREIGN DIGNITARIES

2007


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Office of the Chief of Protocol

Summary Guide to Working with Foreign Officials

2007

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TABLE OF CONTENTS

I. Introduction

II. The Office of the Chief of ProtocolIII. Hosting Foreign Dignitaries What You Need to Know

A. Reaching out to the Visitor

Port Courtesies Security

Motorcade and Vehicles for the Dignitary and Delegation

Schedules Greeters Hotel Accommodations

B. Essential Information Regarding Delegation

Forms of Address and Introduction

Dietary Restrictions Delegation Information

Interpretation/English Language Capability

Press

Gifts Spouse Program

Local Attractions

Thank You Letters

C. Ceremonials/Receptions

United States Precedence List Flag Display Sample Invitation and Sample Menu Suggested Fonts for Invitations, Menus, and Place Cards Seating and Table Diagrams Receiving Lines

Event Planning

D. Useful Protocol Information

Leading Official Delegations Overseas

IV. Contact Info


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THE OFFICE OF THE CHIEF OF PROTOCOL

The Office of the Chief of Protocol recognizes the work you do with foreign governments anddignitaries visiting the United States and the efforts you put forth to foster and further diplomatic

relations. In accordance with our desire to provide consistent levels of professionalism and openness toall foreign visitors, we thought it would be beneficial to share some operations and ideas we haveimplemented to sustain such goals. We are aware you may already know and follow many of these

suggestions, but we hope this pamphlet will serve as a guide and answer some questions you may have

to benefit you and the visits of foreign government leaders.

Under the direction of the Chief of Protocol, the office is responsible for activities including the

planning, hosting, and officiating of ceremonial events for visiting heads of state, as well as coordinatinglogistics for the visits; managing Blair House, the President's guesthouse; and overseeing all protocol

matters for Presidential and Vice Presidential travel abroad.

There are 5 sections in the Office of the Chief of Protocol: Visits, Ceremonials, Blair House, DiplomaticAffairs and Management.

VISITS

Plan and execute detailed programs for Chiefs of State and Heads of Government meetingwith the President, Vice President or Secretary of State

Coordinate foreign media Arrange arrivals of visiting dignitaries to the United States


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Accompany the President on official visits abroad

Propose and purchase gifts to give foreign leaders and receive reciprocal gifts on behalf of the

President, First Lady, Vice President and Secretary of State Plan and execute Presidential Delegations abroad

CEREMONIALS

Arrange official entertainment by the Secretary and Deputy Secretary of State in the DiplomaticReception Rooms

Organize participation of the Diplomatic Corps in special events, Joint Sessions of Congress,inaugurations, funerals and other ceremonies

Maintain the Order of Precedence of the United States

BLAIR HOUSE

The Presidents official guest house for monarchs, presidents and prime ministers while inWashington

Four interconnected townhouses; 110 rooms totaling 70,000 square feet; across the street fromWhite House

Built in 1824; owned by the Francis Preston Blair family from 1835 to 1943

Purchased by President Franklin Roosevelt in 1943 as the Presidents Guest House

DIPLOMATIC AFFAIRS

Oversee the accreditation of foreign Ambassadors and organize the presentation of theircredentials to the President and Secretary of State

Act as the Presidents personal representative and liaison to foreign Ambassadors in Washington Determine the acceptability of foreign government personnel accredited to the United States

Resolve Diplomatic Immunity cases

Publish and maintain the Diplomatic List and the list of Foreign Consular Offices in the UnitedStates

MANAGEMENT

Administer the human resources, financial and information management systems, security andgeneral services of the Office of the Chief of Protocol

Provide guidance and support to all divisions of the office


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REACHING OUT TO THE VISITOR

Port Courtesies

The term Port Courtesies is better termed as Expedited Port Clearances.

The term "expedited port clearance" refers to the procedure by which certain designated persons andtheir personal effects may enter the United States duty-free and be entitled to expedited inspection

procedures at the first port of entry. The Office of the Chief of Protocol arranges for "expedited port

clearance" with the United States Customs Border Protection (CBP).

Persons who are eligible for "expedited port clearance" through federal inspection areas are thosepersons designated as high ranking officials or distinguished foreign visitors. High ranking officials

include chiefs of state, heads of government, cabinet members, and other senior government personnel.

Distinguished foreign visitors include the immediate family members of Chiefs of State and Heads of

Government, members of royal families, and other distinguished foreign visitors as designated by theDepartment.

If you have any questions about port courtesies, please call the Office of the Chief of Protocol portcourtesies number at (202) 647-4074.

Security

Working with United States Secret Service and the United States Department of State Dignitary

Protection Division

The men and women of the United States Secret Service (USSS) and Diplomatic Security (DS) are some

of the most able minded and professional individuals you will have the pleasure to work with. Theyensure the security of the foreign leader and the venues in which they visit and maintain a level of

vigilance that is respected around the world.

If you are in the position to work with the USSS and DS, make sure you afford them the courtesy ofgoing through the schedule, venues and other event information in advance. More than likely, the USSS

and DS will already have a working scenario of the event but your added input to the dignitarys visit

will add to the security, communication and success of an event.

The USSS and DS will go over many items with you and they will be reaching out to state, county and

local law enforcement. It is at times best to let the law enforcement experts work these trips out with oneanother due to the nature of their profession and responsibilities.


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If you have any questions in regards to dealing with a foreign security team, please contact the Office of

the Chief of Protocol at (202) 647-1277.

Motorcade and Vehicles for the Dignitary and Delegation

If the foreign delegation has protection provided by the United States Secret Service or United States

Department of State Dignitary Protection Division, you will not need to worry about the foreign leaders

vehicle but the delegation members will need to have transportation available to them. If that is the case,

you will need to work with or allow the foreign delegation to assemble its own vehicles.

If the foreign dignitary is not traveling with a U.S. security agency or a foreign security agency, please

be sure you or the foreign delegation has the necessary contacts to arrange vehicles.

Handicap requirements of the delegation. Will you need a van for wheelchair, etc.? Size and shape of vehicles. If you are going to be pulling into a parking garage, some vans do not

meet the height restrictions.

Determine number of vehicles and manifest. Who is going and in what car?

Water in each of the vehicles. This is preferable but not necessary.

If you hire drivers or have volunteers, make sure they are present before any departures takeplace.

Have an emergency number for the rental company in case there is an issue with one of the

vehicles.

Identification for vehicles / access to event site. Do they have ALL ACCESS passes?

Determine who will drive the vehicles, obtain a background check on drivers and verify that they

have a cell phone with them at all times. Ensure that the drivers have directions to the event sites, know the routes and are familiar with

the area. Ask if the drivers have done a dry run of the route; if not, ask that they do so.


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Do you need to have a coat check on site?

Are there gifts presented on arrival and departure? What is it and who is presenting?

Have an advance staff person on site that knows the event and what is going on and who can leadthe VIP and delegation to their seats, etc.

Confirm Greeters (for arrival and/or departure).

Confirm that a person will be on site to assist with delegation movements.

Have a copy of the program for the dignitary and her/his delegation.

Confirm VIPs and number of attendees. Do you need to consult with the dignitary on who is inthe audience? You may need to have a check list of who is in the audience to account for the

necessary acknowledgements.

Determine that the meeting participants are favorable to the purpose of the event. Have a seating chart.

Determine length of program and when it will actually start. Know the restroom locations.

Ensure that tent cards have correctly spelled names and phonetics.

Check the height and type of podium. Is it well lit? Consult with the dignitary if there are anyspecial needs with the podium.

Consider a photographer for archival purposes.

Determine if there will be a receiving line (if so, confirm when, where, number of clicks, etc.)

You should provide background notes on the country, leader and the event so that yourdelegation can be properly prepared to meet their counterparts.

Make sure your caterer is on site to help service meeting rooms, hold rooms and green rooms.

Greeters

Greeting/Farewell Committees Be sure to consider who will greet the dignitary upon arrival anddeparture. This list should be in proper rank order and include honorific, full names and titles.

Hotel Accommodations

Hotels are inclusive and customer service oriented so most of your work is done for you. Many times, a

foreign delegation will already have their hotel chosen but you should have a list of hotels you could

suggest to a delegation. Here is a brief check list on what a foreign delegation would consider to supporttheir leaders overnight:

Walk through of the hotel rooms. Check on the delegation about any smoking or nonsmoking requirements (allergic reactions or smoking needs).

Business Center (computers, Internet access, printers, copiers, etc.).

Monetary exchange.

Shuttle Service to and from airports.


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Hours of Operation (i.e. when are the check-in/check-out times?).

Local attraction information.

Determine if the delegation needs a Control Room to work out of (if a Control Room isnecessary, please be advised that equipmentcomputers, phones, etc.may need to be

ordered).

Key pick up on arrival to the hotel should be as smooth as possible. Work out the logisticsand timing of the key pick up, i.e. credit card for incidentals, etc.

Information on luggage call (location), restaurant hours and location and room listing of thedelegation may be posted in their rooms.

Do you need a filing area for the press or a room to host meals for the delegation?

Check the exercise room and make arrangements if the foreign leader has specific requestsabout exercise equipment.

Should prayer time and location be considered during the stay at the hotel? Whatarrangements need to be made?

Billing should be handled in advance of the delegations arrival.

Cultural sensitivities should be adhered to at all times. The honor bar or movies on demandmay need to be removed or blocked.

Where is the motorcade parked at the hotel? Do you need to reserve parking spaces?

How are group meals being arranged and or paid for?

The Office of the Chief of Protocol does not engage with hotel arrangements with foreign delegations

but if you are providing the arrangements, be sure to confirm when the rooms will be ready for check-in

and do a walk-through of the hotel prior to the delegations arrival.

ESSENTIAL INFORMATION REGARDING DELEGATION

Forms of Address and Introduction

The proper title and spelling of a foreign leader and delegation is of paramount importance. Before yougo to print on programs, schedule, engravings or media announcements, you MUST consult with the

foreign delegation on the proper spelling, title, abbreviations and honorifics.

Dietary Restrictions

If there are any meals being served during a visit, it is essential that you determine what the foodpreferences and, if any, allergic reactions (flowers, smoking) are for the foreign dignitary and his/herdelegation.

Make sure you work with your foreign counterparts on the preferred meal of the delegation whether it isbreakfast, lunch or dinner. It may be necessary to have them provide you with a list of things not to

serve or that they are allergic to. Religious customs must be followed so when scheduling an event, you

may want to consult a religious calendar on holidays, etc. In addition to holidays, you may want to


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inquire on any birthdays, celebrations or anniversaries in your planning. If you decide to have any

surprises, please consult with the foreign delegation and or staff.

Delegation Information

When hosting a delegation, be sure to confirm that you have the correct information for all of thedelegation members, meeting participants, and essential staff. You should ask for a list of all official and

accompanying delegation members to include honorific, full names, titles and phonetics in rank order.

Having such a list that is approved by your foreign guest will help you in determining meeting

participants, seating charts, tent cards, gift cards, and identifying delegates in photo opportunities. Thelist should also include the photographer, interpreter, and security (if any).

Identification of delegation at event sites or in security sensitive areas

If there are certain areas that require identification or lanyards (credentials) please be sure to determine

who and how many need them. If the credentials require names, please double check that the names arespelled correctly. Often times, the dignitary does not wear credentials because of their significance to the

visit so check ahead of time on what is deemed appropriate.

Each delegate has an official and access related credential. Is it ALL ACCESS?

How do the delegates receive their credentials?

Do these credentials require a photo?

Press Credentials?

If possible, please have additional credentials available if one is lost or a guest is added at thelast minute.

Interpretation/ English Language Capability

This is a very important factor to the overall success of the trip. We always confirm the languagecapability of the entire delegation and whether or not they need additional interpretation or interpreters.

The staging of the interpreters is one matter to discuss and the other is if simultaneous or consecutive

interpretation will be necessary for the meetings, bi-lats, press conferences and press statements.

Prior to the arrival of the foreign leader and delegation, it is incumbent upon you to check with the

foreign delegation and advance staff concerning the needs of all delegation members on their English

speaking capabilities. There is a lot of planning, staff and cost involved with covering interpretation.Dependant upon the requirements for both the leader and the delegation and the type of coverage

needed, you must consider the following:

Determine if interpretation is required for head delegate and/or the delegation.

Locate interpretation services in your area. Consider local universities as a possible resource.

Simultaneous Interpretation requires an interpreter (sets) for each language.


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Simultaneous Interpretation requires an interpreters booth (area) and earpieces for members ofthe delegation, essential staff and press. Microphones will be required for the leaders to speak

through in addition to a sound system so that members of the delegation not requiringinterpretation can hear what is being said.

Consider the needs of the press in terms of interpretation (i.e. will the press need headsets?)

Consecutive Interpretation requires that there are breaks within sentencesfor this reason,Consecutive Interpretation takes twice as long as Simultaneous Interpretation. Therefore, you

should prepared to double the amount of time for Consecutive Interpretation into your schedule.

For Simultaneous Interpretation, make sure you have additional ear pieces on site and that theyhave been tested and charged.

Determine whether the interpreter needs to be seated next to the delegate or delegation.


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Press

In any event, considerations should be made for press at all times, whether it is an open or closed pressevent. Careful planning must be made with the visiting delegation concerning what events are open to

the press, who handles press releases, press handouts, and how the press will be set up to cover an event

(i.e. lighting, sound, mult box, chairs, staging, backdrop, etc.).

Determining the location of an event has implications. If you are outside, weather can become anissue, so a rain site should be considered. If you are inside, consider when the space is available,

overtime charges, user fees, etc.

The size of the venue determines both how much audio is necessary and the necessary proximityof the press to capture the event. (NOTE: a camera throw shouldnt be more than 75 feet)

Determine whether guests will be seated or standing and whether there is a section for disabled

guests. You should also consider the length of the program and how long individuals would bestanding for.

Work with security in matters involving the delegation, attendees and press.

Consider what the back drop will be and whether or not you need a stage. If you do have a stage,the stage should be in compliance with in-house or local regulations on height, railings and

accessibility. FYI the stage should be the same height as the press platform so that the camerais on equal height to the guest. Avoid white or light backdrops.

If the event is open to the press, consider a press area with phone lines, a mult box, powersource, chairs, etc. You may want to do a walk through with an audio-visual vendor.

Determine if a podium or podiums are needed for joint remarks, press conferences, etc. Podiumsshould be of the same make and when dealing with height issues, make sure you can adjust the

height of the podium or speaker if necessary (speaker box). Check to make sure there is enough

light on the podium so remarks can be read and have water close by.

If flags are being used for the event, ensure that proper flag protocol is followed.


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Gifts

Please confirm if the foreign dignitary and or his/her delegation plan on giving any gifts. It is importantthat gifts be discussed in advance so that both parties can have a detailed timeline of when and how gifts

are to be handled. This will avoid any surprises but assure that presentations, whether they are protocol

to protocol or leader to leader, are done correctly.

Gifts are typically presented in a protocol to protocol exchange; meaning gifts are handled between staff

members assigned to handle the gifts of two or more leaders. At times, the foreign leader and his/her

U.S. counterpart may decide to do a leader to leader gift exchange. Please be sure to negotiate prior tothe gift exchange so the appropriate measures are taken to ensure a smooth gift presentation.

It should also be recommended that both parties speak of what the gifts will be so that surprises or the

appearance of a surprise be avoided.Ex: If you know the foreign leader enjoys reading, perhaps consider a series of books to his/her taste. If

you know the foreign leader enjoys working out, consider running shoes, jogging suit or a work out bag.It is appropriate to have a state seal and or name of the leader on such items as long the name and title

are approved by the foreign delegation.

Gifts for a delegation member can also be given but need to be thought through on whom of the

delegation should get a gift. At times, gifts are given only to individuals involved in the events or

meetings.

Spouse Program

Be sure to ask whether there will be a separate spouse program for the dignitarys spouse. We typically

assign a Protocol Officer to support the spouse program as many of the same issues are involved. Be

prepared to recommend activities that may be of interest such as visiting businesses, visiting schools andother suggestions that may be of interest to him or her personally.

Local Attractions

Have a suggested list of local attractions, places to eat, etc. for the dignitary and delegation. There may

be some specific things they would like to see or do so have packets of information available to them.

Thank You Letters

Thank you letters on behalf of the lead government official to the foreign leader and his/her delegation is

extremely important to the diplomatic process. More often than not, you could be either visiting theleaders country or receiving future guests with whom you have established relations in the past.


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CEREMONIALS/RECEPTIONS

United States Precedence List

American guests are placed according to the United States Order of Precedence. The observanceof the Order of Precedence is one of the cardinal rules of protocol.

Members of Congress rank according to length of continuous service. When two or morerepresentatives are attending the same dinner, the highest rank is given to those who have served

the greatest number of consecutive years. However, leadership ranks higher, i.e. Speaker of theHouse ranks just below the Vice President (refer to Precedence List).

The Cabinet (other than the Secretary of State who ranks higher), is ranked according to the dateof establishment of the department. The Secretary of the Treasury and the Secretary of Defense

rank the highest after the Secretary of State.

Protocol of foreign guests is determined from the foreign government (although there is typicallyset precedence for chiefs of state, heads of government, foreign ministers, Chiefs of Mission etc.)

Flag Display

Whether it is the United States flag, country flag, state flag or city flag, there is a protocol mechanism inplace that addresses the proper set up of flags when more than one person or country is present on stage.

Regardless of the country or state, flags should be flown on separate staff of equal height and the flag(s)

should be of equal size. This is particularly important when you have foreign flags on stage along withthe United States flag. The U.S. flag and foreign flag should be of equal staff height and size.

The order of precedence for flags generally is National flags (US first, then others in alphabetical order

in English), State (host state first, then others in the order of admission) and territories (Guam, PuertoRico, etc.), Military (in order of establishment: Army, Marine Corps, Navy, Air Force, Coast Guard),

then other.


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Sample Invitation


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Sample Menu


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Suggested Fonts for Invitations, Menus, and Place Cards

Our basic fonts include Edwardian Script ITC (Xwtw|t fv| \gV


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Round Table Seating

For other seatings, such as at a round table, the place of honor is to the right of the. If the host is married, the spouse would sit directly across from

as the co-host. If the guest of honor is married, their spouse has equal rank and could beseated either next to the host or next to the hosts spouse, depending on which the host

would like to do. Many times men and women ar

person would be to the left of the host.

host him or her to serve

e alternated. The next highest ranking

Sample Seating Card

\


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able DiagramsT

Formal place setting

des a seating chart and pen and note card.Working Lunch inclu


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Receiving Lines

Is it appropriate to always have a receiving line?

The main purpose of a receiving line is to allow the guests to meet the host and guest ofhonor.

If properly executed, a receiving line is the most efficient and effective way for everyoneto have an opportunity to interact with the host.

Times when a receiving line might not be appropriate would be, for example, if theguests had been in a conference all day and had already met the host or hostess. There are

events where the nature of the event dictates whether a receiving line would be

appropriate. Time Factor: At many large receptions, the decision is made to not have a receiving line

because of the time allowed. Depending on the number of guests and the number of

er or not a receiving line can

Photographs: If you are having photographs, you need to consider the time thephotographs will take. For instance, are they posed photos or just candid? A posed photo

can take up to 30 seconds and when you multiply that by 300 or 400 guests, the process

could take at least a couple of hours.

Determine cultural and diplomatic sensitivities of your foreign leader, delegation andguests.

Who should be in the receiving line and what is the lineup?

The most traditional receiving line consists of the host, guest of honor, hostess and spouse ofguest of honor

Order: A protocol officer typically facilitates the order and gives instructions to the guest, i.e.,please give your name and your spouses name

The Chief of Protocol or someone else makes the introductions to the Host/Hostess (the Guest ofHonor is introduced first and then their spouse)

The direction that you feed into the receiving line can vary

ing Line

Pushers and Pullers to make it easy for guestsple are necessary for pulling guests off the receiving line and directing them where to

low of the receiving line as guests are sometimes confused after

nce as to what to do next.

people in the receiving line, the time factor can dictate wheth

happen.

Facilitating the Receiv

- Peogo. This helps with the f

going through the line and need guida


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Purse holder

Tw h

Announce cards:

- A ay seem unnecessary

Sample An u

o p otographers

- Better than nametags

ssist host in identifying guests, even though it m

- Help with photo identification after event

no nce Card

Special Amenities to Consider with Receiving Lines

to get drinks before going through the line

vent Planning

Waiter with tray

Hot towelsHand sanitizer

E

e encouraged

Giv t

There i aknow w ximity to the host or guest

In business and social settings, it is the responsibility of the host to take the initiative to start the program,

make op

When Hosting Events:

Place cards or toe cards are a nice touch and ar

e a least very clear direction on where to sit or stand

s a reason why people are placed in precedence order you know your counterpart, or at leho the highest ranking people in the room are based on their pro

honor.

ening remarks, etc.

Mr. Bryan J. Langleytant Chief of Protocol for Visitsand Mrs. Gwen Langley

Assis


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Menu Planning

Be sure food is appropriate for your guests, (i.e. serving kosher foods to adhere to dietary laws ofJudaism)

Colors can also be very important in setting the tone for an event. For example, white flowershave the connotation of death in Asian countries, which would be an important thing to knowwhen deciding on flowers for a luncheon or dinner. Colors can also be used to add a special

to ye r, the chocolate brown ink on the invitations and

menu ca . You can also try to somehow tie in the country colors of the visiting delegation.

USEFUL PROTOCOL INFORMATION

uch. For example, for a State dinner last a

rds matched the table linens

Leading Official Delegations Overseas

The f n traveling outside of the United Statein regards to passport and visa requirements. It is extremely important to research countries before travelin

to them te Department website for country updates and background notes.

CultureGrams.com is a website where you can learn the proper etiquette, dress, etc. for different countries.ry to learn the language (at least the basics it will be appreciated).

tion

O fice of the Chief of Protocol can assist if you have a delegatio

. Refer to the Sta

T

Helpful Informa

und Notes

ww.state.gov/s/cpr/what/c18027.htm

https://www.cia.gov/cia/publications/factbook/index.html

Country Backgro

http://www.state.gov/r/pa/ei/bgn/

Protocol Frequently Asked Questions

http://w

World Factbook


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Office

Chief o d States

mbassador Nancy G. Brinker 202.647.4543

eputy Chief of Protocol of the United States

202.647.4121

eremonials Amy Little 202.647.1735ladys Boluda 202.647.1985

anagement (Acting) Shirley Stewart-Coates 202.647.1700

Blair House Manager Randall Bumgardner 202.566.8001

Public

Yale Scott 202.647.2299

Gifts

Tiffany 202.647.1161

Cu m

Jessie Johnson

CONTACT INFO

of the Chief of Protocol 202.647.2663

www.state.gov/s/cpr/

f Protocol of the Unite

A

D

Raymond P. Martinez

Deputy Chief of Protocol of the United StatesCharity Wallace 202.647.4616

Assistant Chiefs of Protocol:

Visits Bryan Langley 202.647.1277CDiplomatic Affairs G

M

Affairs/Press

Divis

sto s

202.647.4074

Documents

Foreign Dignitaries