The Lord Chamberlain's Rules To be observed by holders of The Royal Warrant of Appointment June 2015 CONTENTS Page Glossary of Terms 2 Introduction 4 General 10 Royal Warrant Classifications 16 Class I: The Product 16 Class II: Stationery 18 Class III: Marketing Communications 19 Class IV: Premises 23 Class V: Vehicles 25 Annex A - Guidelines for Dealing with the Media and the Public 26 Annex B - Code of Best Practice for Royal Warrant Holding Companies 27 Index 1 GLOSSARY OF TERMS Annual Verification Process The written confirmation to be provided on an annual basis of the Warrant Holder's company and contact details, and such other information as the RWHA may reasonably require from time to time. Application Form The form to be completed by applicants for a Royal Warrant as part of the application process. Change Form The form to be completed by Warrant Holding companies when there is a change in circumstances (e.g. Change of Grantee, Company Name or Status and Legend). Counterfoil Copy This document is issued as part of the Royal Warrant of Appointment and details the extent to which the Royal Arms may be used by the Warrant Holder. It is the Grantee’s responsibility to review and confirm with the Lord Chamberlain’s Office that all the details recorded in the Counterfoil Copy are correct. Grantee The individual nominated by the Warrant Holder who has responsibility for Royal Warrants and for ensuring use of the Royal Warrants in compliance with these Rules. The Grantee is the first point of contact for the Lord Chamberlain's Office and the RWHA. Grantor(s) HM The Queen, HRH The Duke of Edinburgh and HRH The Prince of Wales, who grant their Warrants. Legend The text which must accompany any display by a Warrant Holder of the Royal Arms which must include the following: details of the Grantor, trade description, name and head office address of the company as notified on the Royal Warrant Counterfoil Copy. The Lord Chamberlain’s The Lord Chamberlain’s Office is the Department Office within the Royal Household which is responsible for organising elements of The Queen's programme. It also has responsibility for all matters concerning the Royal Warrant and organises the RHWC. Royal Arms Individual Royal Crests of Grantors Royal Household Warrants The RHWC is chaired by the Lord Chamberlain and Committee (RHWC) considers applications for and renewals of Royal Warrants. Correspondence connected with Royal Warrants is handled by the RWHA. 2 Royal Warrant Display This document, which will be sent directly to the Document Grantee by the Lord Chamberlain’s Office, provides evidence of the authority to use the Royal Arms. It will not be issued until the final form of the Counterfoil Copy is settled by the Lord Chamberlain’s Office. Once issued, it may be displayed at any one of the premises nominated on the Counterfoil Copy. The Royal Warrant Holders The RWHA is not part of the Royal Household but Association (RWHA) assists the Lord Chamberlain’s Office in carrying out all initial clerical work in connection with applications for new Royal Warrants and changes to existing Royal Warrants. It is also responsible for maintaining on behalf of the Royal Household an up-to-date record of contact details of existing Warrant Holders. The RWHA is the first point of contact for prospective Warrant Holders. Royal Warrant of A mark of recognition that a Warrant Holder is a Appointment regular supplier of goods or services to one (or more) Grantor or their respective Households. Trading Review Form The form to be completed by applicants for a Royal Warrant which, amongst other things, sets out details of the applicant's supply of goods and services to the Royal Household. Sustainability Criteria The criteria applicable from time to time, which prospective or existing Warrant Holders will be required to meet prior to the initial grant, or on the review of a Royal Warrant prior to its expiry as applicable. Warrant Holder The company, partnership or sole trader that is granted a Royal Warrant of Appointment. 3 INTRODUCTION 1. Grantors A Royal Warrant of Appointment is granted as a mark of recognition that the Warrant Holder is a regular supplier of goods or services to one (or more) of the following: Her Majesty The Queen; His Royal Highness The Duke of Edinburgh; or His Royal Highness The Prince of Wales, or their respective Households. In these Rules references to the Grantor are to one of the above. 2. Grantees a. Whilst the privileges associated with a Royal Warrant of Appointment may be enjoyed by the Warrant Holder (which may be a company, partnership or sole trader) the Royal Warrant itself is always granted to a nominated individual, the Grantee. It is the personal responsibility of the Grantee to ensure that: (i) these Rules are observed by the Warrant Holder and any other persons to whom the Rules may apply; and (ii) effective communications are maintained between the Warrant Holder and the Royal Household (including the Grantor's Household) and the Royal Warrant Holders Association (RWHA). (Paragraph 27 refers to marketing communication responsibilities.) b. Responsibility for the Royal Warrants (and use of the Royal Warrants in compliance with these Rules) ultimately lies with the Grantee who is nominated by the Warrant Holder. Normally this will be an individual holding one of the following positions: the Chief Executive Officer, Managing Director or Sole Proprietor. If this is not practical, the Grantee must be a person actively involved in the day-to-day operations of the Warrant Holder, and hold a senior management appointment with direct access to the Board of Directors (or equivalent). c. If the Royal Warrant is granted to a subsidiary company within a group of companies, the Grantee must be employed in (and by) that subsidiary company. d. Unless expressly notified otherwise in the Counterfoil Copy, where a Royal Warrant is granted in relation to a brand or brands the Grantee must be a full- time employee of the Warrant Holder which in turn must have overall responsibility for, and control of, the management of the relevant brand(s). 4 e. Where the Grantee is not resident in the United Kingdom, or travels widely, a person must be delegated to act on the Grantee's behalf on both account management and administrative issues. That person must be resident in the United Kingdom and must have ready access to the Grantee at all times. The Grantee must notify the RWHA in writing upon the appointment of any delegate (or replacement delegate). f. When the Grantee ceases to hold a position described in paragraph 2.b, a Change Form must be completed and returned to the RWHA. Failure to notify the Lord Chamberlain's Office may place the Royal Warrant in jeopardy. g. The Lord Chamberlain's Office (LCO) is the final arbiter on the appointment of the Grantee. Where a Warrant Holder has any doubt over such appointment they should consult the Secretary of the RWHA. 3. The Royal Warrant Holders Association (RWHA) a. The RWHA represents Warrant Holders and assists with the correct interpretation and implementation of these Rules. The RWHA also serves as a link between the Grantees and the Royal Household. b. The main objective of the RWHA is to ensure the continued existence of the Royal Warrant as a respected institution. Further information about the RWHA is available on the RWHA's website (www.royalwarrant.org). c. The RWHA is not part of the Royal Household but has a role in assisting the Lord Chamberlain's Office in carrying out the initial clerical work in connection with applications for new Royal Warrants and changes to existing Royal Warrants. It is also responsible for maintaining an up-to-date record of contact details of existing Warrant Holders. d. Warrant Holders will receive a letter from the Secretary of the RWHA inviting them to join the Association. Membership is optional. e. The Royal Warrant Holders Association is located at 1 Buckingham Place, London SW1E 6HR Tel: 020 7828 2268. Email: [email protected]. (i) Application forms for new Royal Warrants and for any change to existing Royal Warrants are available from the RWHA. (ii) Irrespective of whether a Warrant Holder is a member of the RWHA, the Secretary of the RWHA is available for advice over anything to do with Royal Warrants (e.g., alteration of name of company, Grantee or products and services description, and guidance on these Rules). (iii) Notwithstanding whether a Warrant Holder is a member of the RWHA or not, the Grantee, on behalf of the Warrant Holder, must complete the Annual Verification Process. Warrant Holders (whether as members of the RWHA or not) may also be required to complete other returns from time to time. 5 4. Application a. An applicant for a Royal Warrant of a particular Grantor should have made a continuing, direct and significant supply of satisfactory goods or services, ordered and paid for by the Household of that same Grantor over a minimum trading period of five years within the last seven and should include trade within twelve months prior to the date of application. ‘Significant supply’ shall be determined by the Lord Chamberlain's Office in its discretion and with reference to the type of goods or services provided. Excellent communication and excellent service standards, which reflect those given to the public, must also be in evidence. Please also note the following: (i) Royal Warrants are only granted to businesses that provide goods or services to the Household of the Grantor. Goods purchased for re-sale by, for example, souvenir shops run by Royal Collection Enterprises or the Private Estates of the relevant Grantor (by way of example, Sandringham, Balmoral and Highgrove) do not qualify.