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 certain requirements 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. The definition of a 'major event' and VIP follow.
Protocol
- Protocol requires that invitations to VIPs (see definition) 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
- 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.
- If the event is being hosted by the Chancellor or Vice-Chancellor, the invitation format and wording, and the proposed guest list should be approved by the Manager, Protocol and Events, prior to invitations being issued.
- A synopsis of the event should be forwarded to the Manager, Protocol and Special Events prior to the event. The synopsis should include the proposed date, time, duration and venue for the event, as well as anticipated attendance figures and special arrangements.
- 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.
- Consider and review security issues in consultation with the Security Communications Coordinator.
Definitions - Major Events and VIP
Major Events are events that may involve:
- VIPs (see also VIP categories)
- 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 1757
Email: a.knight @unimelb.edu.au