University Protocol
The University of Melbourne conducts events on an almost daily basis which reflect the overall image and reputation of the University. It is therefore crucial that the highest possible level of professionalism is brought to the planning and management of such events.
Where the Chancellor, Vice-Chancellor, distinguished guests or media is involved it is essential that requirements outlined below are met. This will assist in developing strategic approaches to issues and risk management, fostering key external relationships, and developing maximum media coverage of the event.
The following protocol outlines the procedures for planning a major event.
Protocol
- Protocol requires that invitations to VIPs (see definition below) to attend any University event be issued by the Chancellor or Vice-Chancellor.
- The protocol also applies if the Chancellor or Vice-Chancellor is expected to have an official role or to host the event.
Procedures
- When planning an event likely to involve the Chancellor and/or Vice-Chancellor a review of other University events (see 'Principal Dates' at http://www.unimelb.edu.au/unisec/PDates/ and the 'Events Calendar' at http://events.unimelb.edu.au/) should be undertaken to ensure that as far as possible no clashes occur with other major University events. In addition, checks should be made against the Chancellor or Vice-Chancellor's diary.
- The Manager, Protocol and Events, should be contacted and provided with a synopsis of the event prior to the event. Ideally this should be well in advance of the date of the event. The synopsis should include the purpose of the event, proposed date, time, duration and venue for the event, as well as anticipated attendance figures and special arrangements.
- If the event is being hosted by the Chancellor or Vice-Chancellor, the invitation format and wording, and the proposed guest list should be forwarded to the Manager, Protocol and Events, for approval prior to invitations being issued.
- Letters inviting VIPs to participate in any University event should be signed by either the Chancellor or Vice-Chancellor, as appropriate. Sufficient time should be allowed for the letter to be sent to their office, signed and returned for mailing. At a minimum this should be six weeks prior to the event.
- A security review should be undertaken in consultation with the Security Communications Coordinator.
Campus Operations Group
Tel: 8344 9765
Email: nramzan @unimelb.edu.au
Definitions - Major Events and VIP
Major Events are events that may involve:
- VIPs (see also VIP categories below)
- Functions likely to attract significant media/public interest or generate controversy
- Functions likely to pose a security risk, including events which may generate large audiences
VIP categories:
- Government (Members of Parliament including Victorian Government Ministers, Federal Government Ministers, Shadow Ministers, local government and international politicians)
- Diplomats and Senior Public Servants
- Royalty, Vice-Regal Representatives and International Dignitaries
- Chairpersons/Chief Executive Officers of major companies and organisations
- High profile and notable Academics (Nobel prize winners, Presidents, Chancellors, Vice-Chancellors or equivalent of other universities)
- Religious leaders/Heads of Church
For further information regarding University protocols contact:
Ann Knight
Manager, Protocol and Events
Marketing and Communications Division
Tel: 8344 4121
Email: a.knight @unimelb.edu.au