GRENADA Manual on Protocol Procedure Ministry of Foreign Affairs Government Printery, St. George’s, W.I. Contents Page No. Introduction 1 Functions of the Protocol and Consular Division 1 The Diplomatic Mission 4 Protocol and Procedure 5 Protocol Governing the Office of the Governor-General 12 Protocol Governing the Office of the Prime Minister 16 Extension of Diplomatic Courtesies and Protocolary Services 16 Extension of Transportation Courtesies 18 Courtesies Extended by Overseas Mission 19 Guidelines for the use of and access to the restricted Areas of the Point Salines International Airport 19 Security and Maintenance of the VIP Lounge 23 Conferences 24 State/Official Funerals 24 Official Funerals for Spouses 26 Official Funerals without Expenses 27 Conclusion 27 Appendix I Table of Precedence for Grenada 28 Appendix II The significance of the National Flag 31 i Appendix III Significance of the Coat-of-Arms 37 Appendix IV Procedure for presentation of Letters of Credence 40 Appendix V Countries exempt from Visa for Grenada 43 Appendix VI Forms of address and guidelines for preparing Invitations 48 ii INTRODUCTION The Protocol and Consular Division of the Ministry of Foreign Affairs is the most visual department of the Ministry, hence most people think that meeting and greeting people and wearing nice clothes is what Protocol is all about and hence what Foreign Affairs is about. The term Protocol is applicable to diplomatic formalities, i.e., official ceremonials, precedence, immunities, privileges, courtesies, etc. Protocol is defined as the set of rules prescribing good manners in official life and in ceremonies involving governments and nations and their representatives. It is the recognized system of international courtesy. FUNCTIONS OF THE PROTOCOL AND CONSULAR DIVISION KEY TASKS · To direct and co-ordinate the activities in the Protocol Division. · To be responsible for and to service the Diplomatic Corps/Regional and International Organizations accredited to Grenada in accordance with the Vienna Convention. · To be responsible for all Consular matters. · To make all necessary arrangements for the appointment of Honorary Consuls. · To advise on and co-ordinate State and Ceremonial Events/Functions. · To have responsibility for maintenance of an updated information data base in the Protocol Division. · To maintain a stock of National and other Flags, Emblems, Anthems and other related material. 52 1 · To prepare weekly and annual reports on the activities of the Mrs. Jennifer Brown & Spouse. Division. · To advise on Protocol, Ceremonial and Consular matters in accordance with the Vienna Convention and National Laws and Regulations. Notes · To Supervise and Manage Protocol Staff. SPECIFIC TASKS PROTOCOL • A r r a n g e f o r t h e P r e s e n t a t i o n o f L e t t e r s o f Credence/Introduction by Foreign Ambassadors/High Commissioners. • Arrange for the accreditation of Foreign Diplomatic/Consular Representatives. • A r r a n g e f o r t h e a c c r e d i t a t i o n o f G r e n a d a ' s Diplomatic/Consular Representatives. • Arrange for the Travel Abroad of the Governor-General, Prime Minister and Ministers. • Arrange for visits of Foreign Dignitaries to Grenada. • Arrange for National Social Events hosted by Government. • Participate in and advise on • State and Official visits • State and Official funerals • Signing Ceremonies • Independence Celebrations • Thanksgiving Celebrations • Remembrance Day Parade • Passing Out Parade • Provide Airport Courtesies to the Governor-General, Prime Minister, Ministers, former Prime Ministers and Guests visiting Grenada. 2 51 • Ensure that the relevant Government Departments adhere to Mr. John Brown the articles of the Vienna Convention as it relates to members General Manager of the Diplomatic/Consular Corps. Gittens Agencies • Keep Grenada's Overseas Missions and Consulates informed. & Mrs. Brown • Work closely with the Security forces to ensure the safety of Scott Street all visiting Dignitaries. ST. GEORGE’S. • Assist and guide other Departments of Government in the The invitation card should read planning of meetings and other events. (a) Mr. John Brown & Mrs. Brown or CONSULAR (b) Mr. & Mrs. John Brown • Oversee the issue of diplomatic and official passports, and visas for Ministers and Government Officials. In the case where the holder of the post is female - it reads like this • Arrange for the repatriation of Grenadians overseas. • Assist in the location of Grenadians missing overseas. Mrs. Meryl Forsyth (Julius) - Permanent Secretary, Ministry of Finance, • To seek the interest of Grenadians abroad as it relates to Financial Complex arrests, imprisonment, etc. • Provide notarization service to members of the public. Julius in brackets, denotes the name of Mrs. Forsyth’s husband. (marriage, birth, death and school certificates) • Arrange for the visits of research ships, naval vessels and In addressing the invitation you should use this format: aircraft. • Arrange for the exchange of convicted offenders. (Please note, Mr. Forsyth is only being invited because his wife is Permanent Secretary in the Ministry of Finance) OTHER In addressing the envelope you should use this format: • Arrange training seminars for members of the Protocol staff Mrs. Meryl Forsyth and Public Service/Civic Organizations. (At the latter’s Permanent Secretary request) Ministry of Finance & Mr. Julius Forsyth STAFFING Financial Complex ST. GEORGE’S The Division comprises three permanent members of staff, namely the Chief of Protocol, an Executive Officer and a Protocol Officer. If the name of the husband is not written on the invitation list, and the woman is listed as (Mrs.), you should first try to find out if she is divorced or the name of her husband. If you are unable to find out, it is safe to write - 50 3 There are fifteen volunteer officers who assist the division from time On the invitation list it is written: to time, particularly during State and Official functions, Regional and International meetings. Mr. John Brown (m) - General Manager, Gittens Agencies, Scott St., THE DIPLOMATIC MISSION (m) - denotes Mr. Brown is married - it is not necessary to know Mrs. Brown’s first name. A diplomatic mission consists of a diplomatic representative who is In writing up the invitation (envelope) - you should write like this: nominated by one State and accepted by another, together with his staff, and established in the diplomatic capital of the State. The functions of the mission are reflected in its structure. The pattern below is typical of most diplomatic missions; • Head of Mission:- Ambassador (to Non-Commonwealth Countries) High Commissioner (to Commonwealth Countries) Charge d' Affaires/Acting High Commissioner (where no Ambassador or High Commissioner is present) • Chancery:- Administration Secretarial and Archives Security Commercial Section Consular Section Press and Information Section Military, Naval, Air and other Communications and Technical Services Local staff Accounts THE DIPLOMAT The diplomat needs to acquire all the normal attributes of his/or her compatriots who are successful businessmen, administrators or civil 4 49 servants. He or she must also understand other countries, cultures and Prime Minister - “Dr. The Rt. Honourable Keith Mitchell and Mrs. societies and have an appreciation of what makes them tick. The diplomat Mitchell”. must acquire skills in negotiating, observing and reporting, communication, interpersonal and cross-cultural skills, among others. Ministers of Government - “Honourable Roland Bhola, Minister for Youth and Sports” He or she must also possess specialist expertise like political awareness, personal acceptability and intellectual curiosity. “Senator the Honourable Nigel Stewart, Minister for Legal Affairs” PROTOCOL AND PROCEDURE High Court Judge - “The Honourable Mr. Justice Lincoln James” ORDER OF PRECEDENCE Court Judges - “His Honour Judge Lincoln James” Each country maintains a precedence list by which Government INTRODUCING PEOPLE officials from the Governor-General right down to public servants are A gentleman is normally presented or introduced to a lady, and a junior is addressed in a particular order. See Appendix I always presented to a senior, e.g. FLAGS “Mrs. Fraser may I introduce Mr. Alexander” Heads of Mission are entitled to fly their national flag on their Similarly: residence and the premises of their mission at all times. “Your Excellency {Ambassador} may I present Mr. Carter, Traditionally, flags are raised first thing in the morning and lowered at Counsellor in the Venezuelan Embassy.” sunset. When a number of flags of different countries are flown from When introducing two persons, the simple presentation of one to the individual flagstaffs, the place of honour should be assigned to the other by name is rarely adequate. If, as at a cocktail party, they may be National flag, the others being arranged alternatively to right and left of expected to embark on a conversation, it is essential to give a brief this central point (i.e. looking outward from the site) in the alphabetical description of their respective functions. order of the countries represented. See Appendix II COAT-OF-ARMS The Coat-of-Arms or Crest as it is sometimes called is the National GUIDELINES - ADDRESSING OF INVITATIONS emblem which signifies the heritage of the country. When the Coat-of- Arms and Flag are placed together, the Coat-of-Arms has precedence Example: over the Flag and is placed on the left side. See Appendix III 48 5 Permission must be sought in writing from the Office of the Prime Minister for the use of Grenada’s Coat-of-Arms and National Flag. APPENDIX VI ACCREDITATION FORMS OF ADDRESS When an Ambassador/High Commissioner arrives in the state for the It is important to address dignitaries properly, using their correct name first time, or is accredited to a specific country, he or she presents Letters and title. of Credence (Credentials)/Letters of Introduction to the Head of State or Head of Government, at an official ceremony. See Appendix IV E.g.