Protocol and VIPs

Protocol

Active engagement with business, industry, government and the community is central to our mission to improve lives and address the needs of society. Protocol is important to us as it ensures a coordinated and professional approach to the University’s interactions with dignitaries and elected representatives, regardless of the area initiating the interaction. It ensures that official (and unofficial) occasions, visits, meetings, and functions are planned and conducted in accordance with a set of rules that are formally, socially, and culturally accepted and expected by the parties involved. Fostering productive partnerships with key external stakeholders is necessary for Flinders University to enhance its identity, strategy, and reputation, therefore protocol considerations should not be underestimated or overlooked.

In partnership with the host area, External Engagement can support your event by providing:

• Guidance and facilitation on invitation format and approval
• Recommendations of appropriate high-profile guests to approach
• RSVP management
• VIP event briefings (internal and external)
• Coordination of campus tours and meeting
• Facilitation of follow-up action items

VIPs

Engaging with and inviting high-profile visitors to campus is a great way to showcase our facilities and to promote our excellent research and teaching.  Flinders University nurtures partnerships with many sectors, groups, and individuals so it is essential that protocol is utilised to deliver expected event outcomes.

Support for VIP engagement may include:

• Issuing formal invitations on behalf of the Vice-Chancellor (or other appropriate representative of the University)
• Providing background briefings, including information relevant to existing relationships and areas of mutual interest
• Coordination of other events to extend or enhance a visit
• Determining if additional members of the Senior Executive Team or relevant stakeholders should be in attendance
• Providing additional resources to manage and host the event
• Undertaking or coordinating any follow-up actions

Who to contact?

VIPs and Protocol Support - For support or any questions please contact externalrelations@flinders.edu.au

Media - The Media team can help ensure coordinated communication to the media to raise the profile of your VIP event. The Media team is the sole point of media-related liaison (including inviting media) with the offices of Ministers and other dignitaries. If you have been approached directly, please contact newsdesk@flinders.edu.au. The media team will issue all University press releases in connection with the activity, as well as wider distribution of news stories via our Social Media platforms and/or Flinders in Touch.

If the Vice-Chancellor is required to make a speech, this will be written by the Media Team who will liaise directly with the host area for required information. The host area is responsible for writing speech/MC notes for other members of the University’s senior executive team.

Event Support - If you need advice or assistance with an upcoming event, please see more information on how the Events and Engagement team can support here. To request support, please complete the event support form or contact events@flinders.edu.au with any questions. 

Security - Flinders University Security should be advised of all events involving Ministers and other dignitaries requiring additional levels of security. They can also be contacted regarding reserving car parks for guests when required. Email security@flinders.edu.au or call (08) 8201 2880.