UNIT 6- State ceremonies Flashcards
State Visits and Diplomacy
One of the most significant forms of diplomacy is the state visit by a Head of State to another country with which it has diplomatic relations.
Types of Visits:
- State Visits: Official, following a formal invitation by the host Head of State.
- Courtesy Visits: In response to an international event invitation.
- Interest Visits: To supranational institutions of special relevance.
- Private Visits: Personal in nature, requiring less formal organization.
Entourage in State Visits
Types of Entourages:
- Official Entourage:
- Includes 10-15 individuals such as ministers, ambassadors, and royal staff.
- Host state covers their expenses.
Technical Entourage:
- Comprises logistics, protocol, communication staff, and interpreters.
- Expenses covered by the visiting state.
Service Entourage:
- Includes personal service staff (e.g., stylists, assistants).
- Expenses also covered by the visiting state.
Planning a State Visit
Preparation Process:
- Initiated months in advance.
- Diplomatic missions coordinate the initial program.
- Includes modifications based on cultural or logistical needs.
Exploratory Visit:
- Conducted about 2 months prior.
- Reviews locations, logistics, and media arrangements.
- Security protocols coordinated between host and visiting states.
Four types of precedence
- Precedence among heads of diplomatic missions
- Individual precedence within a mission
- Individual precedence at formal functions
- Precedence within the national order of precedence
- Precedence among heads of diplomatic missions:
Based on rank:
- Ambassador, High Commissioner, Apostolic Nuncio
- Envoy Extraordinary and Minister Plenipotentiary
- Chargé d’Affaires (en titre or ad interim)
Determined by:
- Date of presenting credentials or notifying arrival
- Alphabetical order or time of day (if same date)
- Individual precedence within a mission - Ranking of mission members:
- Minister Plenipotentiary
- Minister-Counsellor
- Counsellor
- First Secretary
- Second Secretary
- Third Secretary
Specialist attachés are ranked by mission preference.
- Individual precedence at formal functions
Hierarchy at Formal Functions:The order in which individuals are recognized, introduced, or seated based on their rank or position. This system ensures clarity and respect for diplomatic, social, or organizational norms.
General hierarchy:
1. Apostolic Nuncio (if Doyen ex officio)
2. Ambassador, High Commissioner, Apostolic Nuncio
3. Envoy Extraordinary and Minister Plenipotentiary
4. Chargé d’Affaires (en titre)
5. Chargé d’Affaires (ad interim)
6. Other diplomatic ranks (as per mission).
- Precedence within the national order of precedence
Diplomatic List: official record used in international protocol to document the members of the diplomatic corps in a host country. It serves as a reference tool for governments, embassies, and other entities involved in diplomatic relations.
Details on the list:
- Heads of diplomatic missions and their ranks
- Mission addresses and residences
- Family details (in some countries)
- National days of represented states
Used as official reference by governments and missions.
Types of diplomatic events:
- State visits
- Credential presentations
- National day receptions
- International summits and conferences
- Signing ceremonies
- Diplomatic funerals
- State Visits
Purpose: Strengthen bilateral relations and address key issues.
Protocol:
- Reception at the airport with guard of honor and national anthems.
- Courtesy calls to the head of state, prime minister, or other senior officials.
- Formal dinners, cultural events, and bilateral meetings.
- Credential Presentations
Purpose: Formal recognition of a new head of mission.
Protocol:
- Presentation of credentials to the host country’s head of state.
- Accompanied by a protocol officer, the ambassador delivers a signed letter of credence.
- The event includes ceremonial procedures, such as the playing of national anthems.
- National Day Receptions
Purpose: Hosted by embassies to celebrate their country’s independence or key anniversaries.
Protocol:
- Invitations extended to government officials, diplomats, and local dignitaries.
- Flags, national symbols, and traditional music or attire are prominently displayed.
- Speeches by the ambassador and key dignitaries.
- International Summits and Conferences
Purpose: Address multilateral issues with state and non-state actors.
Protocol:
- Adherence to rules of precedence when seating, speaking, and organizing.
- Display of country flags in alphabetical order or based on a rotating presidency.
- Security and logistical coordination with host and participating states.
- Signing Ceremonies
Purpose: Formalize treaties, agreements, or declarations.
Protocol:
- High-level officials or representatives sign the document at a designated location.
- Flags of participating nations and official seals are prominently displayed.
- Speeches often precede or follow the signing.
- Diplomatic Funerals
Purpose: Honor deceased dignitaries or heads of state.
Protocol:
- Flags flown at half-mast at diplomatic missions.
- Heads of missions attend in formal attire (often in national or official dress).
- Condolence books are opened at embassies for signing.
Hierarchy at formal functions - Application at Events:
- Seating Arrangements: For banquets, the highest-ranking individuals are seated closest to the host or at prominent positions.
- Introductions: Individuals are introduced in descending order of precedence.
- Speaking Order: Higher-ranking individuals usually speak earlier.
Application at events: Cultural sensitivities:
- Precedence systems may vary by country or event, influenced by cultural, religious, or political norms.
- In some nations, religious figures or representatives of the Holy See may hold the highest rank regardless of their diplomatic status.
Hierarchy at formal events, application at events: Consistency in Application:
- The protocol must be applied consistently to avoid diplomatic offenses.
- Disputes or ambiguities are usually resolved by the protocol office of the host country.
Understanding and respecting the formal function hierarchy is critical in diplomacy, as it reflects the values of mutual respect and recognition essential for international relations.
Protocol Guidelines for Diplomatic Events: Dress code:
- Specified on invitations (e.g., black tie, formal national dress).
- Diplomats often wear traditional attire or military uniforms as appropriate.
Protocol Guidelines for Diplomatic Events: Seating arrangements:
- Reflect precedence, with the most senior officials seated closest to the host.
- Round tables or alphabetical arrangements may be used for multilateral meetings.
Protocol Guidelines for Diplomatic Events: Introductions and speeches:
- Begin with the highest-ranking official or host.
- Speeches are concise, formal, and culturally sensitive.
Protocol Guidelines for Diplomatic Events: Use of flags:
- National flags of host and visiting countries are displayed equally and prominently.
- Institutional or multilateral organization flags may also be used (e.g., UN, EU).
Protocol Guidelines for Diplomatic Events: Security, Logistics and Cultural Awareness:
- Coordinated between the host state and diplomatic missions.
- Includes transportation, escorts, and secure venues.
- Translators + culture and accent bias awareness
Dress Code
Types of attire for diplomats:
1. Morning Coat: Daytime ceremonies
2. Tailcoat (White Tie): Formal evening events
3. Dinner Jacket (Black Tie): Semi-formal evenings
4. National Dress: during specific formal or ceremonial occasions, as it reflects cultural identity and heritage
Flag
- Use of National Flag:
- Flown at mission premises and official cars
- At half-mast during national mourning - Flag Etiquette:
- National flag occupies the place of honor
- For visiting dignitaries: guest flag on right-hand side.
Positioning the Visiting State’s Flag: Place of honour:
- The place of honour for the visiting state’s flag is usually on the right-hand side (from the perspective of someone facing the display or stage).
- For example, if two flags are displayed side by side, the host country’s flag is on the left, and the visiting state’s flag is on the right.
Positioning the Visiting State’s Flag: Multiple flags displayed:
- When multiple flags are flown, they are often arranged in alphabetical order (using the host country’s official language) with the host state’s flag in the center or at the highest-ranking position.
- The visiting state’s flag will be placed closest to the position of honor.
Positioning the Visiting State’s Flag: Ceremonial uses:
- On Vehicles: The flag of the visiting state is flown on the right-hand side of the vehicle, as seen from the driver’s seat.
- At Receptions or Meetings: When flags are displayed behind speakers or in meeting rooms, the visiting state’s flag is placed on the right of the host, signifying respect and partnership.
- State Ceremonies:
- Planned by the Protocol Department
- Include inaugurations, visits, national anniversaries
- Official Mourning:
- Declared by sending/host state
- Flags at half-mast, subdued attire, and decorum
- Condolence books available at embassies.
