The University of Queensland Vice-Chancellor's Protocol Guidelines

Functions which fall into either of the following categories must be notified to Protocol by completing the Protocol Advice/Assistance Request Form:

1.     Any function proposed to involve the participation or attendance of the Chancellor and/or Vice-Chancellor (a minimum of six weeks’ notice is required)

2.     Any function proposed to involve a member of State or Federal Parliament, Diplomatic or Consular Corps, the Chief Justice, the Governor or Governor General (see also When to involve Protocol)

These guidelines apply to ALL faculties, schools, institutes, centres, university-owned entities and general administration divisions:

Invitations

·       All invitations to members of State or Federal Parliament, diplomats, the Chief Justice, the Governor or Governor-General are to be drafted by Protocol.  These will be submitted by Protocol to the Vice-Chancellor for consideration and signature.  Late requests for invitations cannot be considered (a minimum of six weeks’ notice is required). 

·       All invitations to events to be hosted by the Chancellor or Vice-Chancellor must be approved by the Office of the Vice-Chancellor via Protocol.

Communications

·       All follow-up communications with the dignitaries listed above are to be conducted by Protocol, including any briefings regarding their participation or attendance.

Event management

·       If the function is a significant University ‘showcase’ event and includes high profile dignitaries, Protocol will manage the entire function including invitations, program details, speakers, audio-visual requirements and catering.

·       If the function is not classified as a significant University ‘showcase’ event, Protocol will give advice rather than take a lead role.  In these cases, Protocol will need to be provided with the event details at least six weeks prior to the event to allow sufficient time to provide guidance and avoid any perceived problems.  The details provided should include drafts of invitations and proposed guest lists prior to distribution.

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