Manual on 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 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 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 /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 /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 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;

• :- (to Non-Commonwealth Countries) (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

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 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. “Their Excellencies Sir Daniel and Lady Williams”

All other staff of a resident mission must register with the Foreign The Governor-General is normally introduced as “His Excellency” and Office/Ministry and will receive Diplomatic or Official Identity Cards. addressed as “Your Excellency”, His wife as “Her Excellency”, and together “Their Excellencies”. PRIVILEGES AND IMMUNITIES

Diplomatic passports – these are issued to , Heads of State and Government, Parliamentarians and other top-level Government Officials. The list may vary from country to country. These passports are issued mainly to facilitate easy travel through states and to enable diplomats to perform their duties with as little hassle and hindrance as possible. Holding a diplomatic passport does by no means entitle one to abuse any laws or privileges. If the holder of a diplomatic passport is suspected of carrying prohibited goods, the relevant customs authorities may request that he or she be searched.

WHAT ARE DIPLOMATS ENTITLED TO?

The Vienna Convention on Diplomatic Relations and on Consular Relations are in large measure an embodiment of current customary international law on the subject of diplomatic immunities. The articles of the Vienna Convention are enforced in Grenada by the Diplomatic Privileges and Immunities Law by virtue of Section 1 of People's Law No. 93 of 1979 which came into effect on Wednesday, 2nd January, 1980. The following are some of the Privileges and Immunities:

6 47 Haiti - inviolability and immunity of premises and property - inviolability of records, documents, correspondence and archives CENTRAL AMERICA - freedom and inviolability of communications - the or pouch EI Salvador - exemption from taxation Guatemala - right to import, and exemption from customs duties Honduras - immunity from criminal jurisdiction Mexico - immunity from civil and administrative jurisdiction Nicaragua - waive of Panama - - inviolability of property SOUTH AMERICA - exemption from inspection of personal luggage - freedom of travel Argentina - diplomatic passports Bolivia Brazil VISAS Ecuador Paraguay Like other countries in the world, it is necessary for the citizens of Uruguay certain countries to obtain a visa to enter Grenada. See Appendix V for the Venezuela List of Countries which require visas to enter Grenada.

NORTH AMERICA The Ministry of National Security is the agency responsible for granting permission to persons applying for a visa to enter Grenada. Visas United States of America can be obtained from any of Grenada's Missions abroad. In certain cases, OTHER arrangements can be made for an entry visa to be issued on arrival at Point Salines International Airport. Aruba Singapore (up to 14 days) Ministers of Government and other Senior Government Officials, Norway who travel on Government Business to outside territories must ascertain Republic of Korea (up to 90 days) whether a visa is required. Application for such a visa must be made well Chile (up to 90 days) in advance of the date of travel. Costa Rica (up to 90 days) Colombia (up to 90 days)

46 7 ENTERTAINING AND BEING ENTERTAINED Albania Austria Invitations Belgium Bulgaria Invitations can be given in different forms according to the occasions. Denmark Invitations by telephone can be given to invitees to a small informal Finland function; while invitations by letter can be sent to invitees to a small but France formal function. For a large social function, an invitation by card should Germany Greece be sent. In each case, certain basic information must be given. Hungary Irish Republic How much information do you think invitees require before Italy attending a function? Netherlands Poland Prepare a draft of an invitation from your place of work to a special event. Portugal Romania When one receives an invitation, it is proper to indicate whether one Spain would be attending or not. Slovenia Sweden • What is the correct response to Third Person Note? An Turkey invitation written in the Third Person is usually a formal Yugoslavia invitation and as such the response should also be in the Iceland Third Person. Luxembourg • What does RSVP mean? Norway The correct meaning of RSVP is Repondezs'il vous plait Switzerland meaning “Please reply”. • Why is it that so many people do not respond? Some people genuinely forget, others simply do not FORMER SOVIET STATES understand the importance or significance of responding to an invitation. Estonia Latvia Role of Host / Hostess and Guests Lithuania Moldova A certain kind of behaviour is expected of one who hosts a function as Belorussia well as the guest. From the time guests begin arriving through to their Ukraine departure, the host/hostess is expected to facilitate them and to provide LA TIN AMERICA & THE CARIBBEAN 8 45 Dominican Republic South Africa appropriate courtesies throughout. Sri Lanka Swaziland Imagine you were hosting a small dinner at your home. Itemize what Tanzania your actions would be from the time your guests arrive, imagine your Trinidad & Tobago boss is the host of a reception to which about fifty persons are invited. Tuvalu What would you advise him/her about the role of host/hostess on that Uganda United Kingdom occasion? Vanuatu Samoa What arrangements would you make for having your guests properly Zambia seated? Zimbabwe As a guest at an official reception, how late could you safely arrive Associated States and Dependencies and how early could you leave, if you want to spend the least possible time? Anguilla Bermuda At a seated official function, why should guests arrive between 10-15 British Virgin Islands minutes before the scheduled start time and no later? Cayman Islands Christmas Islands Table Manners Cocos Islands Cook Islands Table manners or table etiquette varies from country to country and is Falkland Islands determined by history and culture. If you were to go to China, you would Gibralta get a pair of chopsticks with which you are expected to hold in one hand Pitcairn Islands and eat. Montserrat Niue If you were to go to the United States of America, you would be given Norfolk Island knife and fork and expected to use the fork for eating and the knife for St. Helena cutting the food. Tokelau Turks & Caicos Islands In Britain you should eat, be thankful for the meal and do not expect anything more. In other cultures you may take more once there is more on Countries for which Grenadians require Visa to enter the table. You are even offered more. With the infiltration of different cultures and table manners into our EUROPE country, there is a resultant confusion, especially among our young

44 9 people who are not sure what is right or proper. Bangladesh Barbados In Grenada, we have inherited British table etiquette. The Queen is Belize still our Head of State, and therefore that is what we should be officially Botswana following. Brunei Darussalam Canada Some Dos and Don'ts Cameroon Cyprus For formal dinners, napkins are normally used: they are made of Dominica cloth, not paper and are to be placed on one’s lap, not one’s shirt. Fiji Gambia One is expected to finish one’s pre-dinner drink before going to the Ghana Guyana table, since at the table, wines and water will be offered. If one does not India wish to have wine, one should turn one’s glass down. Jamaica Kenya If one does not know which piece of cutlery to use first, one should Kiribati bear certain principles in mind. Lesotho • Start on the outside. Malawi • Your bread plate is on your left. Malaysia • The smaller cutlery across the front of your place are for your Maldives dessert. Malta Mauritius One should not begin to eat before the host/hostess and the guest of Namibia honour. When men sit with jackets to eat they should unbutton them, and Naura button them when they stand. New Zealand Nigeria British table etiquette dictates that one eats with knife and fork. The Pakistan knife is used to cut and to draw and push food toward the fork. The fork, Papua New Guinea not the knife, is used to put food in the mouth. St. Christopher & Nevis St. Lucia When one is finished, one should not leave the table before the St. Vincent & the Grenadines host/hostess and the guest of honour, except to go to the rest room and Seychelles return. Sierra Leone While one is eating, one is not expected to place one’s elbow on the Singapore table: neither is one expected to do anything with the hands above the Solomon Islands

10 43 The Governor-General and his wife position themselves at the doorway to bid table that would irritate others. Except the host/hostess does. It is not farewell to the Ambassador and Party. proper to smoke at a dinner table. Then, one should make sure it is ok with The Aide-de-Camp will accompany the Ambassador and Party to the car waiting all at the table. at the entrance. The Flag of the Ambassador’s Country will then be unfurled and flown on car. When one is finished, it is expected that one’s knife and fork would be placed neatly together on one’s plate. ************************************

N.B. Official Photographs will be taken at Intervals during the Ceremony Dress Code Dress. {Dark} Business Suit/National Dress Women: Business Suit/Short Dress/National Dress with Hat; Gloves {optional} On invitations, the word “dress” refers only to how men should dress. The Press will be in attendance Ladies are expected to take a cue from men’s dress. The Ambassador and Party will be offered refreshments after the Ceremony.

*************************** Examples of dress codes:

Office of Protocol (i White Tie Ministry of Foreign Affairs This is the most formal evening wear consisting of white March 1999 tie, wing collar and tail coat. It is however very rarely required today. Women are required to wear full length evening dresses.

APPENDIX V (ii Black Tie Black tie is also very formal, but used more regularly COUNTRIES EXEMPT FROM VISAS FOR than white tie. Black tie consists of a tuxedo with bow GRENADA tie. Jackets are traditionally black with grey striped pants. Here again women are required to wear below the All Commonwealth countries knees full length evening dresses.

Antigua & Barbuda (iii Lounge Suit Australia This refers to a matching jacket and pants (a suit). The Bahamas jacket should be tail less. A function at which men are required to wear lounge suits should be attended by women also formally dressed, not partly dressed (i.e. spaghetti straps and back out). Women are required to wear evening length dresses.

42 11 (iv Day or Morning Dress The Governor-General descends the stairs followed directly by his wife. This refers to attire worn to formal official functions The Aide-de-Camp announces the Governor-General’s presence. which are held in the daytime. Women wear knee length ORDER OF CEREMONY dresses, usually in pastel shades, while men wear suits (tail coat or regular) in lighter shades grey, cream or When all the participants are in their positions, white for example. the Chief of Protocol will bow and present The Ambassador-Designate with the following words:- (v “Semi-formal” At semi-formal functions, men may wear a blazer or “Your Excellency, I have the honour to present shirt without tie, while women may also dress less The Ambassador of {Country} His/Her Excellency, {Name} formal. Day length dress or wide legged pants are The Ambassador-Designate, remaining where he is, will then bow and deliver acceptable. Semi-formal does not mean casual. his speech. On conclusion, he will hand his notes to the Chief of Protocol who will, in turn, hand over his Letters. (vi Elegantly Casual Persons sending out invitations for an elegantly casual The Ambassador-Designate will step forward, bow and present the Letters to the function expect their guests to dress comfortably (not Governor-General. “half naked”). The Governor-General accepts while shaking the Ambassador’s hand.

PROTOCOL GOVERNING THE OFFICE * A fanfare of trumpets is sounded * OF THE GOVERNOR-GENERAL The Ambassador then steps back to his original position. 1. Guests attending a function at which it is known that the {The Governor-General hands the Letters to his Aide-de-Camp} Governor-General and his wife will be present should make a The Governor-General then responds to the Ambassador’s speech. point of assembling before Their Excellencies arrive. Similarly it is not considered courteous, except for compelling reasons, to After his speech, the Governor-General, on behalf of Her Majesty the Queen, leave a function before the Governor-General does. offers congratulations to the Ambassador on his appointment.

2. At functions whether official or otherwise, everyone should stand when the Governor-General enters and should remain standing The Ambassador will then approach the Governor-General and beg leave to until he sits. present his/her/spouse and the person(s) accompanying.

3. For meals, or whenever refreshments are served at a function, the The Governor-General then presents his wife to the Ambassador and Party. Governor-General is served first. The Governor-General will then invite the Ambassador and Party to the Courtesy 4. Invitations to the Governor-General or his wife should always be Room to converse for a period not exceeding twenty minutes. sent in the form of a letter written to the Private When the time set aside for conversation between the Governor-General and the Secretary/Personal Assistant. It is not correct to send only a Ambassador has elapsed, the Chief of Protocol will advise the Governor-General 12 accordingly41 . printed invitation card, although a specimen of the card may ORDER OF PROCESSION accompany the letter for information only. The above does not Police Outrider: apply, of course, to private invitations sent to their Excellencies by their family or close personal friends. First Car:

Police Security Officer (when Ambassador-Designate is not 5. The Governor-General always occupies the seat of honour in a accompanied by spouse) car, i.e. behind the ADC except when in an act of courtesy, he The Ambassador-Designate (spouse) with Chief of Protocol yields the seat of honour to a distinguished guest, e.g. a visiting (The Chief of Protocol will hold the Letters of Credence) Head of State. Second Car: 6. At a dinner or luncheon at Government House when there are Person(s) accompanying the Ambassador-Designate Toasts, the Governor-General himself always proposes the Toast PERSONS PRESENT AT CEREMONY to the Queen. In a hotel, private home or in the official residence of any person other than the Governor-General the Toast is Governor-General Governor-General’s Wife proposed by the host, even if the Governor-General is present. Chief of Protocol Aide-de-Camp Ambassador Spouse Person(s) accompanying the Ambassador 7. It is incorrect for individuals to approach either the Governor- General or his wife in person (even Privately) with a request to WITNESS TO THE PRESENTATION undertake any official functions, either when they meet them Personnel from the Ministry of Foreign Affairs and members of the socially, by telephone or by seeking an interview. All such Governor-General’s Staff applications should be channeled through the Governor- General’s Office. Upon arrival at the Governor-General’s Residence, the Chief of Protocol, Ambassador-Designate (and Party) are received by a Police Officer as they alight from the car(s) at the bottom of the stairs. 8. The Governor-General and his wife do not attend functions given At the top of the first flight of stairs, the Ambassador-Designate will be invited by commercial houses, Banks, etc., on business occasions, nor to sign the visitor’s book. can their names be associated with commercial advertising. They The Ambassador-Designate (Party) and Chief of Protocol proceed to higher level may however be personal friends of the head of a commercial and are greeted by the Governor-General’s Aide-de-Camp. The Chief of Protocol undertaking and be entertained privately by him. indicates to the Ambassador-Designate his position, his spouse’s position and party on the oriental carpet on floor. 9. The Governor-General and his wife do not attend functions given in honour of other persons, this, of course does not apply to *Ten O’Clock* Royalty or a visiting Head of State for whom the Prime Minister * A fanfare of trumpets is sounded * or Government gives a party, The Governor-General may (depending on the occasion) be present.

40 13 proper, together with the : EVER CONSCIOUS OF GOD WE 10. The Governor General and his wife only extend their patronage to ASPIRE, BUILD AND ADVANCE AS ONE PEOPLE. national charitable and voluntary organizations or to functions arranged in aid of a charity or voluntary concern. An organization is first required to be well established and working satisfactorily before either His Excellency or Her Excellency will agree to APPENDIX IV become its patron. It is not desirable, but sometimes unavoidable, that both the Governor-General and his wife should be connected PROCEDURE FOR PRESENTATION with the same organizations as Patrons. OF LETTERS OF CREDENCE TO 11. The Governor-General and his wife are often requested to extend HIS EXCELLENCY SIR. DANIEL C. WILLIAMS, G.C.M.G., Q.C. their patronage to a special function organized in aid of a GOVERNOR-GENERAL particular charity. Their consent to do so does not necessarily imply that they will be at the function. The fact that they have The Ambassador-Designate will be escorted from the Ministry of Foreign Affairs, Financial Complex, at 9:45 a.m. given their patronage and that fact is published, is an indication of the standing of the occasion.

12. It is not considered necessary for an organization of which the Governor-General or his wife is Patron to seek their Patronage for individual functions arranged for the organization.

13. The Governor-General and his wife do not give autographs or autographed photographs to individuals with whom they are not personally acquainted. The Government Information Service maintains a stock of approved photographs of Their Excellencies which may be purchased by the public.

14. The Governor-General or his wife should not be invited to adjudicate in competitions, nor should Her Excellency be asked to assist in selling tickets for charitable functions or raffles. It is embarrassing for persons who either don’t desire to purchase a ticket, or perhaps cannot afford it, to have to refuse the Governor- General’s wife.

14 39 Growing from the vegetation on the right side of the Shield is a stalk of 15. The Governor-General and his wife do not attend public Maize flowering and bearing three ears of ripened cobs and on the left a functions in casual wear, nor do they wear fancy dress or Banana tree bearing a full bunch. These fruits all represent our traditional disguises of any kind in public. link with an agricultural economy; the cradle of our heritage. 16. The Governor-General and his wife do not accord interviews to The Helm is a Royal Helm, a gold Helmet facing front and having the press or to representatives of commercial organizations, seven gold bars across the visor; the interior lined purple. A symbolic magazines, etc. They cannot make statements on Government of our hopes, aspirations and ideals is placed to the forefront. The Crest is Policy, the exception to this is the Throne Speech in which His made up of seven roses, representative of our seven parishes and set Excellency enunciates his Government’s Policy. between two sprays of Bougainvillea, our national flower. 17. Public Officers are not accorded interviews with the Governor- The are, on the right, a Tattoo or Armadillo (Dasypus) and General on matters relating to their conditions of service or to air on the left a Ramier (Columba Squamosa) representive of the fauna of our their grievances, nor are they provided with letters of islands and are shown in their natural colours. recommendation by the Governor-General, or, in the case of domestic servants, by his wife. These are handled otherwise. Our Motto- “Ever conscious of God, we aspire, build and advance as one people” is itself sufficiently eloquent on the subject of those high 18. Complaints and petitions received by the Governor-General from ideals and principles upon which our nation is founded. members of the public are referred to the appropriate Ministry for necessary action. The Governor-General cannot intervene in a Heraldic description of the Coat-of-Arms: matter which is appropriately the responsibility of a Minister.

FOR ARMS: Quarterly Gules and Vert on a Cross Or between a Lion 19. When citizens of Grenada are nearing their 100th Birthday or the passant guardant also Or in the first or fourth quarters and a Lily Flower Celebration of their Diamond Wedding, early notification of the slipped and leaved Argent between the horns of a Crescent also Or in the fact should be sent to the Personal Assistant if official recognition second and third quarters a representation of the ship “Santa Maria” of the event is desired, supporting evidence in the form of a proper and for the Crest on a Wreath Argent and Gules, seven roses set baptismal and/or marriage certificate must be made available. one three and three Gules between two sprays of Bougainvillea proper and for Supporters to the dexter in front of a stalk of Maize flowered and fructed with three cobs of a nine-ringed Armadillo all proper and the Sinister in front of a Banana tree fructed and flowered a Ramier all also proper the whole upon a representing two grassy Mounts PROTOCOL GOVERNING THE OFFICE OF THE PRIME MINISTER between which and in centre a lake between in dexter a sprig of Cocoa with pod and in sinister a Sprig of Nutmeg with pod bursting with Nut all 1. In order of precedence, the Prime Minister is recognized after the

38 15 Governor-General. incorporating important historical and indigenous features of Grenada, Carriacou and Petite Martinique, in a design approved by the College of 2. Invitations to the Prime Minister or his wife should always be sent Arms. in the form of a letter written to the Executive Secretary. It is not correct to send only a printed invitation card, although a specimen It should be mentioned that what is commonly known as a Coat-of- of the card may accompany the letter for information only. The Arms is more properly called an Achievement of Arms which comprises: above does not apply, of course, to private invitations sent to the Prime Minister and his wife by their family or close personal 1. The Livery Coat or colour on a Shield; friends. 2. Charges or Devices on the Shield; 3. The Helm of special design; 3. For meals, or whenever refreshments are served at a function, the 4. The Mantle which covers the Helm; Governor-General is served first followed by the Prime Minister. 5. The wreath to hold the Mantle in place; 6. The Crest; 4. The Prime Minister always occupies the seat of honour in a car, 7. Supporters; i.e. behind the security except when as an act of courtesy, he 8. The Motto. yields the seat of honour to a distinguished guest, e.g. a visiting Head of Government. It will be noted that our national colours of red, gold and green, which comprise our Flag are used on the Shield where the same symbolism is 5. At official functions the Prime Minister should be seated on the front row on the left side of the centre isle. attached to them. The ship “Santa Maria” at the centre point of the Shield and golden cross represents Grenada’s discovery by Christopher 6. At funeral services the Prime Minister and the other Government Columbus, and our continuing link with yachting and tourism. The Officials in attendance should be seated on the right side and the golden cross itself is significant of God consciousness which underlines family on the left. our national effort. The lion in the first quarter of the Shield and repeated in the fourth, symbolises strength, and our unswerving determination to 7. Requests can be made for official photographs of the Prime Minister, and these can be made available for a fee. face the challenges of nationhood with courage and resourcefulness. The Madonna Lily resting between the horns of a Crescent, (inspired by EXTENSION OF DIPLOMATIC COURTESIES AND Murillo's famous painting of the Immaculate Conception) indicates that PROTOCOLARY SERVICES Grenada has since its discovery by Columbus been dedicated to Mary of the Immaculate Conception and in whose honour the island was named Courtesies and Protocolary Services will only be extended to persons Conception Island; the Shield itself rests in a valley between two who are entitled to receive same but the level of Protocol will be mountains, representing the spectacularly picturesque topography of our synonymous with the rank and position of the Dignitary and in accordance with the List of Precedence. islands. The Grand Etang Lake is also represented amid luxuriant green vegetation in the foreground of which is placed a sprig of Cocoa, with a COURTESIES AT THE AIRPORT ripe pod balanced by a sprig of nutmeg also showing the ripe fruit.

16 37 34. All government-owned ships, defense craft and light-houses The Chief of Protocol will be responsible for extending courtesies to should fly the Flag. All Government-owned aircraft and motor the following: vehicles should bear a representation of the Flag. • The Governor-General and Spouse • Prime Minister and Spouse • The Chief Justice APPENDIX III • Visiting Heads of State • Visiting Heads of Government

The Staff of the Protocol Division will be responsible for extending courtesies to the following:

SIGNIFICANCE OF THE COAT-OF-ARMS • Ministers of Government • The President of the Senate Our Coat-of-Arms like our Flag, represents the distillation of a • The Speaker of the House national effort to produce armorial bearings for an Independent Grenada, • The Leader of the Opposition • Ambassadors and High Commissioners • Visiting Ministers and Government Officials accompanying the Minister • OECS Justices

Access arrangements will be made for the persons listed below who are entitled to use the VIP Lounge, assistance can also be requested from personnel at the Airport Tourist Office for these persons.

• Members of the Privy Council • Knights of the Queen • Former Prime Ministers • Chairman of the Conference of Churches • Bishop of St. George’s

• Grenada’s Heads of Missions and Resident Heads of Missions • Parliamentary Secretaries

Protocolary Services will be provided for all persons who are in

36 17 attendance at Government Functions in accordance with the List of should face the Flag and stand at attention. Persons in uniform Precedence. should salute. Men should remove their hats.

Requests for Protocolary Services must be made in writing to the 26. When the National Flag is flown with other flags it must be the Permanent Secretary, Ministry of Foreign Affairs at least two weeks in first to go up and the last to come down. It must never be lowered advance of the activity. Consideration will be given to activities where the while other flags are flying or are being hoisted. Governor-General, Prime Minister and Ministers are in attendance. All others will be considered according to the nature and type of activity. 27. The Flag should be flown on all Government and Municipal buildings and offices, on or near the main administrative building, EXTENSION OF TRANSPORTATION COURTESIES but it is recommended that if possible each day it should be lowered at sundown and raised at 8.00 a.m. The following designations are entitled to a car driven by a Police Officer for official functions: 28. The Flag should be flown on all Government-aided Schools when the school is in session. • A Head of State • A Head of Government 29. At the beginning and end of each term there should be a special • Secretary-General of CARICOM Flag Raising and Lowering Ceremony so organized that • President of the Caribbean Development Bank performance in the Ceremony should be regarded as a special • President of the Eastern Caribbean Central Bank privilege. • Secretary-General of the OECS • Head of International Organizations 30. It would be appropriate for any school to have a special Flag A personal security officer will also be assigned to the designations Raising Ceremony on the Anniversary of Independence. All listed above. Youth Camps, Clubs, and Institutions for young people should fit similar ceremonies into their schedule. Additionally, a chauffeured driven vehicle will be provided for all Ministers, Ambassadors, High Commissioners and other Government 31. The Flag may be flown on private buildings on all national and Representatives on Official visits. state occasions and should always be flown on any private building on the occasion of official visits by the Governor-General and the Prime Minister.

COURTESIES EXTENDED BY OVERSEAS MISSIONS 32. The Flag should be flown at the official residence of the Prime Minister when he is in residence. Overseas Missions are expected to extend courtesies to persons listed from Nos. 1 - 15 on the List of Precedence and all other Government 33. The Flag should be flown on the Governor-General’s and Prime Minister’s cars. 18 35 Government authority. It should not be printed on or reproduced Officials on Government Business. on articles of clothing or furniture without permission as stated above. The Ambassador/High Commissioner will be responsible for extending courtesies to the:- 17. The Flag should not have placed on it or attached to it any mark, insignia, letter, word, figure, design, picture or drawing. • Governor-General and Spouse • Prime Minister and Spouse 18. The Flag should not be used as a receptacle for receiving, holding, • Cabinet Ministers carrying or delivering anything. • President of the Senate • Speaker of the House of Representatives 19. The Flag should not be tied in a bowknot or rosette or used as drapings. If the Ambassador/High Commissioner cannot go to the airport, a senior officer from the Embassy must accompany the driver to the airport. 20. The Flag should not be displayed, used or stored in a manner as would permit it to be easily torn, soiled or damaged. Senior Embassy Staff will be responsible for extending courtesies to all other persons. 21. The Flag should not be allowed to touch anything beneath it. GUIDELINES FOR THE USE OF AND ACCESS TO THE 22. Flying the Flag at Night: RESTRICTED AREAS OF THE POINT SALINES The National Flag should not be flown after sunset, except inside INTERNATIONAL AIRPORT a building. However, on important ceremonial occasions the Flag may be displayed in the open after sunset, when it should be The VIP Lounge is reserved for the exclusive use of the following: floodlit if possible. • persons listed on the Table of Precedence Nos. 1 - 17 (see attached list) 23. The Flag should be flown at half-mast as a sign of official • visiting Heads of State/Government/Officials of Foreign mourning when so declared by the Prime Minister’s Office for a Governments period determined by this Office. • visiting Ambassadors/High Commissioners • Heads of Regional and International Bodies 24. The Flag when flown at half-mast, should be first hoisted to the • Heads of Grenada’s overseas Missions and other guests of peak for an instant and then lowered slowly to the half-mast Government position. It should be again raised to the peak before it is lowered. • Others - as decided by the Ministry of Foreign Affairs.

25. During the Ceremony of hoisting or lowering the Flag or when the The VIP Lounge is not available for use by Resident Diplomats Flag is passing in a parade or in a review, all persons present

34 19 travelling on official/private business, members of their families and friends. Resident Diplomats are only allowed in the VIP Lounge when 7. When the National Flag and any other flag or flags are displayed meeting a visiting Official from their country/organization. The Ministry from crossed staffs against a wall the National Flag should be on of Foreign Affairs must be notified so that authorization could be granted. the right with its staff placed in front of any other staff.

When the Governor-General or Prime Minister is leaving or entering 8. The Grenadian flag should never be smaller than any other Flag the country, the following persons will normally be allowed in the VIP flown at the same time. When the Flag becomes worn and must be Lounge: replaced, it should be burnt and not used for any other purpose than that for which it was designed. • Governor General’s Staff • Prime Minister’s Staff 9. No other Flag should be placed above or to the right of the • Commissioner of Police Grenadian Flag, except at Foreign Embassies, Consulates and • Chief of Protocol Missions. • Members of the Royal Grenada Police Force (RGPF) • Officials of the Foreign Ministry 10. Except at Foreign Embassies, Consulates and Missions no • Officials of the Prime Minister’s Office Foreign Flag may be flown publicly, unless the is • Members of Parliament • Members of Staff, Houses of Parliament also flown. • Manager, Staff, Point Salines International Airport • Others - as decided by the Ministry of Foreign Affairs 11. All merchant ships of Grenadian registration should fly the Flag. A restricted number of persons will be allowed in the Lounge at any 12. The Flag when carried in procession with another flag or flags one time. should be on the marching right, or, if there is a line of flags, in Resident Diplomats will not normally be allowed in the VIP Lounge front of the centre of that line. except when the Governor-General, Prime Minister, Minister of Government or other Official of Government is travelling to/from the 13. The Flag should not be draped over vehicles of any sort except on Diplomat’s country/organization. Military, Police and State occasions.

Only the Head of Mission and up to two members of his/her Mission 14. The Flag should be flown in or near every Polling Station on will normally be allowed in the VIP Lounge to welcome and/or bid election day. farewell to his/her guest for official visits. Other members of the Mission may assist beyond the immigration area and with customs facilities. 15. The National Flag should not be dipped to any person or thing.

Diplomats are not allowed on the apron at any time (except when part 16. The National Flag should not be used for purposes of adornment of an official welcome party). Guests must be welcomed in the VIP or advertising without the prior permission of the appropriate Lounge or beyond the Immigration area. 20 33 1. Dimensions of the National Flag. Diplomats are not allowed in the Security Areas of the airport when The dimensions of the National Flag shall be in the following not performing official duties. Duty-free shopping is not allowed when proportions:– not a member of the travelling public.

For Flags flown on land: five to three (5:3). The following vehicles will be allowed to proceed and park on the Tarmac: For Flags flown at sea: two to one (2: 1). • Governor-General’s and Security 2. The following code should be observed in relation to the Flag: The • Prime Minister’s and Security Flag is to be regarded as the sacred emblem of the nation to be paid • Acting Prime Minister in the absence of the Prime Minister due reverence and devotion by all its citizens. • Commissioner of Police • Personnel from the Royal Grenada Police Force for security 3. The Flag should never be allowed to touch the ground or floor nor purposes should it be flown or used for purely decorative purposes on anything • Vehicles and Security for visiting Heads of State/Government that is for temporary use and likely to be discarded, except on State Ministers vehicles, the President of the Senate, the Speaker of the House and Ministry of Foreign Affairs vehicles will be allowed to occasions. proceed to the VIP area drop off their occupants and proceed out to 4. Display of the National Flag with other flags and emblems: the staff parking lot where they will remain. No other Flag, colour, standard, ensign or other emblem should be When Ministers, the President of the Senate, the Speaker of the displayed above or to the right of the National Flag, that is the House, Ambassadors/High Commissioners and other high ranking observer’s left facing it. All other flags flown together with the officials arrive in Grenada, the vehicles will be allowed on the Tarmac National Flag of Grenada should be placed to the left of it. after the completion of clearance with immigration and customs, these dignitaries will then be picked up and the vehicle will proceed out of the area. 5. When the flags of two or more nations are displayed together they ALL REQUESTS for the use of the VIP Lounge MUST be lodged in are to be flown from separate staffs of the same height and all the writing with the Ministry of Foreign Affairs who in turn will notify the flags should be as far as possible, of the same size. The Flag of one Airport Authority. nation should not be displayed above that of another. Diplomats are not allowed access to the sterile area of the Point Salines International Airport, unless properly screened by Airport 6. When the National Flag is flown in a group with local flags, Security. standards, ensigns, or emblems, such as those belonging to our City, boroughs, institutions, societies, organizations, etc., it For Official Visits, welcoming parties (designated persons) are should be at the centre and at the highest point in the group. allowed on the Tarmac and in the Arrivals Area close to the VIP Lounge,

32 21 according to prearrange programmes. The movement and activities of all other persons will be limited to the general/public area of the Airport. THE SIGNIFICANCE OF THE NATIONAL FLAG Diplomatic Missions are reminded that all personnel visiting the Airport must report their business to Airport Security and subject The National Flag of Grenada like our Coat-of-Arms, represents the themselves to security screening. distillation of a national effort to produce an emblem of our nation which is to stand for all time and which incorporates simplicity of form, a All personnel from Diplomatic Missions and from the Ministry of pleasing visual quality and not least, is symbolic of the confidence, hopes Foreign Affairs must ensure that they wear their Airport passes on their and aspirations of a courageous people accepting the challenge of persons when in a restricted area of the Airport. nationhood.

The Airport Restricted Car Park is available to all Diplomatic The components of our Flag have the following significance: Missions and Ministry of Foreign Affairs Personnel when on official business ONLY. Red: represents for us the fervour of our people, our courage and vitality–our burning aspiration to be free. The red border is Diplomatic Personnel are requested to adhere to all parking indicative of our dedication to preserve our harmony and regulations and arrangements at the Point Salines International Airport. unity of spirit. Diplomatic Personnel having to conduct business in areas where his/her pass does not permit access, must be accompanied by an Airport Gold: the colour representative of wisdom also holds significance Security Officer. for us as a representation of the sun, our islands in the sun, the warmth and friendliness of the people. Permission must be obtained from the Airport Authority for the placing of banners and other forms of decoration in the restricted areas of Green: symbolises the fertility of our land, our lush vegetation and the Airport. our islands’ agriculture.

N.B. The above is not intended to cause disruption in the functioning of Diplomatic Missions nor activities of their personnel, but The Seven Golden Stars: represent the seven parishes of our country and only to ensure and consolidate the security of the Point Salines the hopes, aspirations and ideals upon which International Airport. our nation is founded. SECURITY AND MAINTENANCE OF THE VIP LOUNGE The Nutmeg: represents our reputation as the Isle of Spice and its * The Grenada Airport Authority is responsible for the Security of the traditional link with our economy. VIP Lounge and must ensure that it is secured at all times, especially after use. ETIQUETTE

* The Lounge must always be kept clean, the Airport Authority must 22 31 ensure that it is clean prior to its use and after its use.

* Persons using the Lounge must take responsibility for ensuring that it APPENDIX II is left in a decent state for other users.

* It is the responsibility of the Airport Authority to make sure that the facilities at and furnishing of the VIP Lounge are at a standard befitting that of a Lounge of that nature.

* The Ministry of Foreign Affairs will have full managerial responsibility for the functioning, operation and use of the VIP Lounge for all official activities.

* The Ministry of Foreign Affairs is responsible for maintaining a stock of courtesy drinks and snacks as well as ensuring that the amenities for the washrooms are provided.

* The Ministry of Foreign Affairs is also responsible for ensuring that there is proper glassware, china, etc., for use in the Lounge.

* All users of the VIP Lounge must secure permission from the Ministry of Foreign Affairs and such permission will only be granted to those Dignitaries approved by the Cabinet.

* Users must clearly state the purpose for the use of the Lounge and must provide a list of names of persons who will want access to the area.

* The Ministry of Foreign Affairs will authorize the Airport Authority to make the VIP Lounge available. * The Airport Authority will issue appropriate instructions to its security personnel and gatekeepers accordingly.

* The Reception Room would be made available to Sporting Organizations, Service Clubs, etc., who may need to extend courtesies when receiving high-ranking Officials.

* The Airport Authority should ensure that all furnishing, utilities and 30 23 equipment are kept in functional order and all malfunctions and 22. Permanent Secretary (Finance) disrepair are speedily remedied. 23. The Attorney-General (when a Public Officer) CONFERENCES 24. The Solicitor General Notice must be given in writing to the Ministry of Foreign Affairs when Government Departments and other Private Sector Organizations 25. The Director of Public Prosecutions are planning Conferences/Seminars, especially if the Governor-General, Prime Minister and members of Cabinet are to be invited, as well as 26. The Director of Audit visiting Prime Ministers and Ministers. A member of the Protocol division should sit on the organizing committee or perform an advisory 27. Permanent Secretaries (other than at 21 or 22) role on matters related to the provision of Protocolary Services at the Conference. 28. Commissioner of Police

STATE/OFFICIAL FUNERALS 29. Heads of Regional Bodies with Diplomatic Status

A State Funeral involves 30. Charge d'Affaires and Acting High Commissioners, Deputy High Commissioners and Counsellors in Embassies, High – Informing other States Commissions and , Consuls General – Uniformed Units of the Royal Grenada Police Force including the Police Band 31. Heads of Educational Institutions (University of the West Indies, – Lying in State St. George's University, Others) – Draping of Casket with National Flag – Handing over of National Flag to Family 32. Consuls - Chefs de Poste

An Official Funeral involves 33. Chairmen of Statutory Bodies

– Uniformed Units of the Royal Grenada Police Force 34. Heads of Government Departments including Chief Technical including the Police Band Officers of Departments integrated in Ministries There are five categories of State/Official Funerals. These are:- 35. Honorary Consuls, Vice-Consuls in Embassies, High – State Funerals with unlimited expenses Commissions and Legations – State Funerals with expenses not exceeding $6,000.00 36. Other Government Officials (according to salary, and dates of – Official Funerals with expenses not exceeding $3,000.00 appointments when salaries are the same)

– Official Funerals for Spouses with expenses not exceeding 24 29 $3,000.00 4. Ministers of Government – Official Funeral without expenses. 5. The President of the Senate STATE FUNERALS WITH UNLIMITED EXPENSES 6. The Speaker of the House of Representatives State funerals with unlimited expenses should involve “Lying in State” 7. The Leader of the Opposition and should be reserved for: i) Governors-General - Present and Past 8. Members of the Privy Council ii) Prime Ministers - Present and Past

9. Knights of the Queen STATE FUNERALS WITH EXPENSES NOT EXCEEDING $6,000.00

10. Former Governors-General and Prime Ministers State Funerals with expenses limited to a maximum $6,000.00 should be available to: 11. Chairman of the Grenada Conference of Churches i) Chief Justices - Present and Past 12. Bishop of St. George's ii) Cabinet Ministers - Present iii) President of the Senate - Present 13. Ambassadors and High Commissioners iv) Speaker of the House - Present v) Leader of the Opposition - Present 14. The Puisne Judges vi) Commissioner of Police - Present vii) Commissioner of Prisons - Present 15. Parliamentary Secretaries viii) Judges of the Supreme Court - Present ix) Magistrates - Present 16. Deputy President of the Senate x) Attorney-General - Present xi) Chairperson, Grenada Conference of Churches - Present 17. Deputy Speaker of the House of Representatives OFFICIAL FUNERALS WITH EXPENSES NOT EXCEEDING $3,000.00 18. Members of the Senate Official Funerals with expenses limited to a maximum $3,000.00 19. Members of the House of Representatives should be available to: 20. Chairman of the Public Service Commission i) Past Cabinet Ministers 21. Secretary to the Cabinet ii) Parliamentary Secretaries - Present and Past iii) Deputy President of the Senate - Present and Past

28 25 iv) Deputy Speaker of the House - Present and Past • Past means that the person need not die in office to qualify. v) Members of the House and of the Senate - Present and Past vi) Judges of the Supreme Court - Past • If a person falls within more than one category, he will be entitled to vii) Magistrates - Past the rank in the higher or highest of such categories. viii) Chairperson, Public Service Commission - Present and Past ix) Chairperson, Public Service Board of Appeal - Present and past x) Cabinet Secretary - Present xi) Permanent Secretaries including Solicitor General, DPP, CONCLUSION xii) Director of Audit, Registrar of Supreme Court - Present xiii) Attorneys General - Past The Protocol Division of the Ministry of Foreign Affairs, hopes that xiv) Past Commissioners of Police the information enclosed herein will serve as a guide on all matters related xv) Past Commissioners of Prisons to Protocol in Grenada. xvi) Deputy Commissioner of Police - Present xvii) Assistant Commissioners of Police - Present xviii) Privy Counselors xix) Knights of the Queen Ministry of Foreign Affairs October, 2000. OFFICIAL FUNERALS FOR SPOUSES

Official Funerals with limited expenses should be available to the Spouses of: APPENDIX I i) The functionaries list in Category 1 TABLE OF PRECEDENCE FOR GRENADA OFFICIAL FUNERALS WITHOUT EXPENSES

Official Funerals without expenses should be available to: 1. The Governor-General

i) Present Members of the Disciplined Forces 2. The Prime Minister ii) Past Members of the Disciplined Forces above the rank of Inspector 3. The Chief Justice

• Present means that the person should die in office in order to qualify.

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