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Protocol and VIPs

Workplace support Services & topics Protocol and VIPs

For assistance or guidance with Protocol or VIPs please complete this request form and a member of the External Engagement Team will review and be in touch. 

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

 

What is protocol?

Protocol includes:

  • Forms of address
  • Order of Precedence
  • Advice on scoping and organising functions
  • Order of Proceedings
  • Consideration of cultural issues
  • Etiquette
  • Seating arrangements
  • Speeches
  • Invitations, briefs and communications with speakers, host and key event stakeholders
  • Ceremonial matters (including flags and emblems)
  • VIP requirements (including security and parking)

VIPs

If you intend to engage with VIP/s, you are advised to inform the External Engagement team prior to commencement via this form. 

Please involve External Engagement as early as possible so there is ample time to provide cultural advice and logistical support, and to ensure that all relevant University areas are advised of the occasion. A minimum of eight weeks prior to the event is required to ensure adequate time for approvals, consideration, diary management and briefing. Late requests will be considered at the Vice-Chancellor’s discretion. 

 

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 is considered a VIP?
  • Current or former Heads of State and their representatives (including governors-general and governors, ambassadors, high commissioners, consuls general and diplomatic and consular officials)
  • Members of Federal and State Parliament
  • Lord Mayor of Adelaide
  • Mayors of South Australian LGAs
  • Regal or Vice-Regal guests
  • Australian Vice-Chancellors, Deputy Vice-Chancellors
  • Heads of churches
  • Corporate and industry partners eg Chief Executive Officers
  • Prominent alumni, donors and bequestors
  • Holders of honorary doctorates from Flinders University
  • Other local figures whose presence could impact the profile of the University

Who to contact?

VIPs and Protocol Support - For support please fill out this form. For any questions please contact protocol@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. OCME 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.

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Last Updated: 05 Oct 2022
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