PROTOCOL DEPARTMENT THE PROTOCOL DEPARTMENT is tasked with the responsibility of ensuring relations between Malaysia and other

countries are conducted in accordance with international protocol practices and adjusted accordingly to Malaysias local customs and the principle of reciprocity. As coordinator and adviser on matters related to International Protocol for the Government of Malaysia, the Department of Protocol provides support for all State and Official Visits to Malaysia and the visits of His Majesty the Yang di-Pertuan Agong abroad. The Department of Protocol is also responsible for the Presentation of Credentials for foreign Ambassadors and Malaysias Ambassadors-Designate, ceremonial arrangements and protocol assistance to other Government agencies. The Department of Protocol is also tasked with granting privileges and immunities to assertively Foreign Diplomatic Missions and International Organisations in Malaysia in accordance with the related international laws and the Vienna Conventions. The Department facilitates the issuance of visa/stay permit, tax exemptions, customs clearance and allocation of vehicles registration number for foreign missions in Malaysia.

The Protocol Department is responsible for planning and arranging incoming and outgoing State Visits, as well as certain other incoming official visits. The other main task is to maintain contacts with foreign Diplomatic Missions, Consulates and Offices of International Organisations in Sweden.
The Protocol Department also deals with the accreditation of foreign ambassadors and exequaturs for foreign consuls as well as the interpretation of the Vienna Conventions on Diplomatic and Consular Relations. Under the headings to the left, you will find the staff of the respective sections of the Protocol Department.

Historical Overview on the Rules of Protocol and Etiquette We start with a historical overview about how the terms Protocol and Etiquette spread among people and ancient civilizations and how they have developed over the years. Studies on international relations among ancient nations reveal that there were commonly accepted conventional practices being followed. These relationships were guided by rules, principals and standards that were created as a result of negotiations led by envoys who were sent for the exchange of diplomatic messages. These civilizations practised many different manners of the standards associated with Protocol and Etiquette. Several examples are given below: 1. The diplomatic relations that existed between Egypt and Babel, which started in 1450 B.C., included highlights on the application of standards for Protocol and Etiquette that were related to both diplomatic immunities as well as receptions and ceremonies. 2. In the ancient cities of Greece, there was a significant spread of Protocol and Etiquette standards especially associated with the immunity of ambassadors and to the principals of managing their affairs. The same was evident even later during the Roman era, in both the Western Roman Empire and the Eastern Roman Empire in Constantinople (also known as the Byzantium Empire). 3. In Arabia, during and following the Umayyad Caliphate era, there were protocols for rulers and ministers. In the first Abbasid period, Al Jahiz wrote his famous book "Principles of Communication with Kings" (altaj fi akhlaq elmelouk) which included information on how to receive, greet, sit, talk and eat with kings. It also contained the etiquettes of messengers and envoys and guidelines for the king's reception of the public during feasts. 4. With the aim of improving diplomatic and social relationships, Protocol and Etiquette practices have recently adopted simplicity and practicality, moving away from old, rigid and overstressed customs while still maintaining basic rules and civility. In addition, these standards are no longer limited to diplomats as they have extended to ordinary people as well. Compared to other countries, Europe gave a lot more importance to Protocol and Etiquette rules and was more involved with developing standards to govern their practice while improving and developing them further over time. This was the scenario in Europe until finally all countries worldwide agreed on the Vienna Convention on Diplomatic Relations in 1815 and the Aix-la-Chapelle Protocol in 1818 which consisted of all the applicable rules for this field. The 1961 Vienna Convention reaffirmed what was composed in the first Vienna Convention of 1815. In 1963, the Vienna Convention on Consular Relations was established to organize the exchange of consular missions among countries and to highlight the duties, rights, precedence, privileges, and immunity of consular delegates. About the Vienna Conventions (1961-1963) The Vienna Conventions (1961-1963) represented a notable shift in the course of work of diplomatic and consular sectors especially on the grounds of organizing relations among countries. The conventions established clear principles for these relations thus exceeding those previously stated under the Vienna Convention of 1815. They set the ranks and status of political delegates and diplomatic agents and prevented competitiveness amongst them in the Order of Precedence. The 1961 Vienna Convention of Diplomatic Relations assured that its most important purpose is to ensure that diplomatic missions perform their best as representatives of their countries. The Convention has 52 articles that regulate all aspects of diplomatic relations among countries worldwide. The first Article assigns certain meanings to expressions and terms used for the purpose of the Convention such as head of the mission, members of the mission, members of the staff of the mission, members of the diplomatic staff, 'diplomatic agent' and other expressions. The Third article states the functions of a diplomatic mission. Article (18) addresses the procedures to be observed at each State or country for the reception of heads of missions in respect of their class. Article (21) requires that the receiving State or country facilitate the necessary accommodation or acquisition of territory for the sending State to carry out its mission. Article (22) stipulates that the premises of the mission shall be inviolable. The agents of the receiving State may not enter them, except with the consent of the head of the mission.

Article (31) maintains that the diplomatic agent should enjoy judicial immunity except in special cases. Additionally, he/she cannot be forced to make his/her testimony. Article (34) mentions that diplomatic agents are exempted from all personal, public or private fees and taxes, with some exceptions in certain areas and districts. Article (41) of the Convention confirms that, without prejudice, the members of the mission should respect the laws and regulations applicable in the receiving State/ host country. They must also abstain from obligations and involvement with regard to the internal affairs of that State.

Concluded in 1963, the Vienna Convention on Consular Relations represented a new step towards the enhancement of international relations in the consular field. This Convention consisted of 74 articles focusing on the different aspects of consular functions in detail. Article (1) includes the relevant definitions; Article (3) explains the exercise of consular functions; Article (5) shows the consular duties and responsibilities and Article (9) points to the classes of heads of consular posts.

One of the aspects also covered in Article (16) of this Convention, is the precedence among the heads of consular posts. Article (24) gives details regarding the notification of the receiving State/ host country for the appointment and termination of members of the consular post. Article (31) covers aspects regarding consular premises. Article (35) includes the freedom of communication requiring that the receiving State /host country permit and accept this type of freedom for official purposes of the delegations. Article (49) addresses the exemption of Consular Officers and employees from taxes. Article (50) discusses their exemption from customs duties and inspection. Article (70) elaborates on the consular functions exercised by diplomatic missions. Article (72) highlights that for the proper application of the Convention's provisions, the receiving State should not discriminate among States/ countries.

The League of Arab States Covenant (1945): If Vienna Conventions (1961-1963) represented a major step towards the enhancement of Diplomatic and Consular relations worldwide, the League of Arab States Covenant represented a similar step among Arab nations. Relevant and common Arab customs became chronicled before and after the Covenant's publication. The Covenant consists of an introduction, 20 articles and 3 annexes. Annex (1) addresses the Palestinian issue and ensures the right of the League of Arab States to elect a delegate to represent Palestine and take part in the League's activities until Palestine becomes independent. Annex (2) relates to the cooperation with the occupied Arab States who are not members in the League Council. Annex (3) gives details regarding the appointment of the minister delegated in the Egyptian Ministry of Foreign Affairs as the first Secretary General of the League of Arab States for two years. The introduction undertakes that the respective countries approve charters to enhance the relations and ties of Arab States within a framework that respects the independence, sovereignty and common interest of Arab States.

On March 22, 1945, the Covenant was signed by the delegates of Arab nations except for KSA and Yemen who signed the charter much later. This day became the anniversary of the League of Arab States.

Alexandria Protocol represented the most important instrument that was used for the establishment of the Charter or Covenant of the League of Arab States. The political subcommittee that was recommended to be formed under the Alexandria Protocol, together with the delegates of Arab States who signed the Alexandria Protocol, participated to prepare this Charter. The committee also included delegates of KSA and Yemen while delegates from the Palestinian parties attended as supervisors. After sixteen meetings held at the headquarters of the Egyptian Ministry of Foreign Affairs, from 17 February

to 3 March 1945, the Charter draft was finalized. The Charter was approved on March 19, 1945 at Zaafaran Palace, Cairo after having added the relevant amendments. Following is an overview on the most important principles included in the Protocol: - The League of Arab States shall be established with independent Arab States as members who accepted to join it. This League shall have a Council in which the member states shall be represented equally. - Duties of the League's Council are to consider the execution of agreements of member states, hold periodical meetings to enhance the relevant relations, coordinate the political plans to achieve cooperation, maintain the League's independency and sovereignty from any attacks using political means, and considering the affairs of Arab states in general. - The Council's decrees shall be binding for those who approved it, except where there are cases of conflict between two member states, in which case it shall be directed to the Conflict Resolution Council for settlement. In these scenarios, the Council's decrees shall be binding and effective. - Resorting to power and force to settle disputes between two member states is prohibited. This also applies to foreign policies which will have negative effects on the policy of the League or any member state. - Among each other, member states may enter into special agreements without conflict to these provisions. - Finally, members must respect and acknowledge the sovereignty and independence of the organizing states within their existing borders.

Definition of Protocol (Marasim- Tashreefat) and Etiquette The terms Protocol (Marasim- Tashreefat) and Etiquette may have conflicting interpretations. Therefore, the researcher should consider the meaning of each word separately to understand the difference in connotation. Following is a brief definition and explanation of these terms: (Protocol Marasim) Protocol is an English word which means the code of correct conduct and principles of compliments as applicable in international occasions, according to the Oxford Dictionary. It is originally a Greek word that was derived from the name of a tree whose leaves were glued to important agreements to indicate their content and application. Eventually, the word was used in the context of explaining how to behave and communicate diplomatically during official dialogues to reach mutual agreements, how to organize any event or occasion for this purpose, and how to manage the needs of guests and organizers. The word (Marasim) is the Arabic word for Protocol and is used to refer to standards and procedures to be followed in mutual relations and associations amongst countries during different official events. (Tashreefat - Etiquette) Tashreefat is the Turkish translation of the English word Protocol (protocole in French) and the Arabic word Marasim. Etiquette is originally a French word that was used to refer to a paper slip or card that is placed on a package or bottle to indicate its contents. This word was also used to refer to the cards that were distributed to guests of Royal French palaces. The cards had instructions to comply with when meeting the King and other key figures of the palace such as princes and ministers. This was extended to include courts, official ceremonies and banquets. Therefore, it is clear that all of these terms (Protocol, Marasim, Tashreefat, and Etiquette) have one common interpretation that represents the written and non-written rules and principles that help organize the manner of communication and exchange in different aspects of life.

Although these rules and standards are important, contemporary diplomacy in many countries has minimized their application thus moving away from old diplomacy practices which were dominated by complicated formalities. Today, simplicity is preferred over rigidity in most protocol standards.

Characteristics of a Successful Protocol Officer A protocol officer should not only have knowledge, education, strong personality, presence of mind, and awareness of all matters relating to one's country (e.g. history and general knowledge), but should also be characterized by the following: 1. 2. 3. 4. 5. 6. 7. 8. 9. Having an expression that is pleasant and friendly; Being presentable and well-groomed as this affects the first impression of others; Having good conduct and manners when dealing with others; Being courteous to others; offering appropriate compliments while avoiding exaggerations Mastering one or two foreign languages (or English language, at least); Having a flair for expanding ones knowledge and education; Having team spirit; Having the ability to make ongoing follow-ups; Having the ability to prepare and plan ahead for various occasions;

10. Giving special attention to the update of the VIP lists including ministers, ambassadors and public officers; and 11. Abiding by administrative and positional ranks and hierarchy

Vision: The Home of Hospitality;The Icon of Protocols

Mission: Manage and organize local and international protocols for H.H. the Vice President and Prime Minister of UAE and Ruler of Dubai as well as members of the Ruling Family, VIPs and official visitors of the country. We shall establish these protocols in accordance with the highest international standards which reflect the image of Dubai and the cultural heritage of the UAE community.

Capricia Penavic Marshall

Chief of Protocol OFFICE OF CHIEF OF PROTOCOL

Term of Appointment: 08/03/2009 to present Share on facebookShare on twitter

Ambassador Capricia Penavic Marshall was sworn in as Chief of Protocol of the United States, with the rank of Ambassador, on August 3, 2009. As the Chief of Protocol, Ambassador Marshall leads the Office of Protocol in its mission to advance the foreign policy of the Obama Administration by creating and fostering an environment for successful diplomacy. As the first hand that welcomes Kings, Queens, Presidents and Prime Ministers to the United States, Ambassador Marshall serves on the front lines of diplomatic engagement building bridges and fostering understanding between people and governments. With an acute attention to detail, Ambassador Marshall oversees the work of the six divisions of Protocol Visits, Ceremonials, Diplomatic Affairs, Diplomatic Partnerships, Blair House and Management in setting the stage for diplomacy and ensuring that international protocol is executed to the highest standard. She serves as the primary liaison for visiting dignitaries meeting with the President, Vice President, Secretary of State and other Administration officials, and manages and executes protocol arrangements for Presidential travel abroad. Since assuming her post, Ambassador Marshall has executed several State Visits, multiple major international conferences, and hundreds of bilateral meetings between foreign leaders and President Obama, Vice President Biden, Secretary Clinton, Mrs. Obama and other high-ranking officials both in the United States and abroad. Ambassador Marshall uses her deep knowledge and understanding of the nexus of culture and foreign policy to foster international goodwill and cultivate relationships. Utilizing traditional tools of diplomacy, and new and innovative methods of communication and conversation, Ambassador Marshall launched a new division in the Protocol office, Diplomatic Partnerships. Through programming under this division she has introduced the foreign Diplomatic Corps to business, government and community leaders across America creating positive and substantive partnerships and relationships. Ambassador Marshall has worked in a variety of capacities for President and Secretary Clinton before joining her team at the State Department. From 1993 to 1997, Ambassador Marshall served as Special Assistant to the First Lady in the White House. She traveled extensively with the First Lady coordinating her agenda, meetings and public appearances. In 1997, Ambassador Marshall was appointed Deputy Assistant to the President and Social Secretary to the White House. At age 32, she was the youngest Social Secretary in modern times and was responsible for the planning and execution of all White House international and domestic events. A native of Cleveland, Ohio, Ambassador Marshall is a first-generation American born to a father of Croatian descent and a mother of Mexican heritage. She graduated from Purdue University in 1986, and

received a law degree in 1990 from Case Western Reserve University School of Law, where she served as Student Bar Association President. Ambassador Marshall is married. They have one son.

Directory of the Protocol Department

Chief of Protocol:
Ambassador Jn Egill Egilsson

Deputy Chief of Protocol:

Jna Gra Valdimarsdttir

Contact Information for the Protocol Department

Telephone: +354 545 9920 (during working hours) / +354 545 9925 (after working hours) Fax: +354 552 6247 E-mail: protocol@mfa.is

Functions of the Protocol Department

The main responsibilities of the Protocol Department in relation to the Corps Diplomatique are the following:

Appointments
Diplomatic Missions notify the Protocol Department of the arrival and departure of members of Diplomatic Missions and their family members. The Department issues Identity Cards and publishes the Diplomatic List and List of Honorary Consuls in Iceland on the Ministry website. The Department also deals with immigration queries affecting the members of Missions and private servants and their family members and acts as a liaison with the appropriate Icelandic authorities.

Accreditation and Presentation of Credentials

Requests to the Government of Iceland for agrment for new Heads of Mission are submitted to the Protocol Department for presentation to the President of Iceland. The Protocol Department arranges for the presentation of credentials in cooperation with the Office of the President of Iceland. The ceremony takes place at an audience with the President of Iceland at the Official Residence, Bessastair. The Department provides Missions with a detailed description of the procedures in advance of the ceremony.

Privileges and Immunities

The Protocol Department ensures that Missions and their staff are granted the privileges and immunities to which they are entitled under the Vienna Convention on Diplomatic Relations. The Department publishes the Diplomatic Handbook on the Ministry website. The handbook outlines, in a summary form, how Iceland approaches its obligations to persons accorded privileges and immunities and describes how Missions and individuals may claim their various entitlements. The handbook also aims to describe the standards of behaviour expected of entitled persons in Iceland. The Department handles general enquiries about the Vienna Convention, as well as pursuing complaints involving members of Missions. It handles enquiries and complaints from Missions, members of the public, other Government Departments, solicitors and the police. The Department authorizes the duty-free release of alcohol and tobacco. The Directorate of Administration and Consular Affairs of the Ministry (Rekstrar- og jnustusvi), however, is responsible for the refund of VAT, petrol duty and the duty-free release of vehicles.

Ceremonial
The Protocol Department co-ordinates the arrival and departure arrangements of Heads of Missions and gives general advice to Missions on ceremonial, protocol and precedence queries, memorial services and other related matters. In conjunction with the Office of the President of Iceland, other Government Departments and the Althingi, the Department arranges for the attendance of Heads of Missions at the following official functions: - National Day Celebrations - Opening of the Althingi - Inauguration of the President of Iceland

Security
In liaison with the National Police Commissioner (Rkislgreglustjrinn), the Protocol Department deals with the protection of diplomats and diplomatic premises, security arrangements for official and private VIP visits and security for international conferences. The Department liaises with the police on the level of protection provided for Missions and their staff. Police officials also maintain direct contact with Missions and provide appropriate advice. The Department also coordinates police arrangements in relation to demonstrations outside Missions or in connection with visits and conferences.

Security during VIP Visits

All security aspects of a VIP visit, including requests for protection, are dealt with by the Protocol Department, which liaises, as necessary, with the police authorities.

VIP Facilities
The Protocol Department is responsible for the use of the VIP facilities at the Leifur Eirksson Terminal at the Keflavk International Airport and also for access of Missions to the Terminal.

Office of Protocol of Canada

Diplomatic Gateway to Canada
Welcome to Canada and to your new diplomatic mission or consular post or international organization. The Office of Protocol facilitates the presence in Canada of approximately 8,000 foreign representatives and their dependents. This includes planning, coordinating and implementing all official visits to Canada, events in Canada and abroad, and international travel by the Prime Minister and other Canadian government officials. We hope that these pages will be helpful in providing you with easy access the information and resources you need to facilitate your stay and your mission in Canada. Chief of Protocol of Canada Diplomatic Corps Services Official Events Official Visits Management Services

PROTOCOL SECTION The Ministry continues to be committed to the long term objectives to maintain, improve and establish relations through diplomatic channels with international counterparts and bodies. The Protocol department has been rigorously carrying out its duties and focusing on the development and management of sound protocol standard procedures and practices whilst advising the Government and the Kings Office on the requirements of International law; and Swazi custom on the treatment of dignitaries of representation status and; members of the diplomatic corps resident and non-resident in the Kingdom and most particularly on State Visits, National ceremonies and every public event attended by either Their Majesties or The Head of Government. The Department of Protocol directs all State protocols, domestic and foreign. Co-functions of the Department:

Facilitates and co-ordinates both domestic and international programmes of the Head of State, the Prime Minister, the Deputy Prime Minister, the Minister of Foreign Affairs and other Swazi dignitaries; Processes requests for accreditation of both Swazi and Foreign Heads of Missions and handles ceremonies of presentation of credentials by Foreign Heads of Missions; Organizes ceremonies of commissioning of Swazi Heads of Missions; Facilitates the conduct of relations between the Government and the Diplomatic and Consular Missions located in and accredited to the Kingdom of Swaziland; Ensures that members of the diplomatic and consular corps understand and comply with local laws and regulations, Develops and implements protocol policies and procedures in line with the Government's policies and with international practice, Advises Swazi Missions abroad on matters related to Swazi protocol and diplomatic privileges, immunity and protection; Ensures that Swazis at posts abroad display the same standard of conduct as is expected of Foreign Missions in the Kingdom of Swaziland; Co-ordinates the practical arrangements for conferences held in the Kingdom of Swaziland when required, and advises the Ministry of its conference commitments.

The Protocol Department, under the direction of the Chief of Protocol, directly advises, assists, and supports the King's Office, the Prime Minister's Office, and the Deputy Prime Minister's Office on official matters of

national and international protocol, and in the planning, hosting, and officiating of related ceremonial events and activities for visiting heads of state. The Protocol Department serves as the coordinator within and between the Ministry and the King's Office on all protocol matters for Their Majesties, The Prime Minister and the Foreign Minister's travel abroad.