Protocol Handbook

Protocol Handbook
A Guide for Queensland

Government Officers
Protocol Queensland
Protocol Handbook
Government Officers
Protocol Queensland
PDF version and updates
available from Govnet
premiers.govnet.qld.gov.au
Revised edition May 2009
First published November 2000
Foreword
The Protocol Handbook: A Guide for Queensland Government Officers is an important
resource providing protocol advice and tools which can be used in a wide range of
stakeholder relationships.
Even in todays digital age, most day-to-day activities involve basic etiquette which
can be viewed in a protocol context.
While some protocols are steeped in diplomatic and parliamentary traditions, this
Handbook focuses on the modern application of protocol as a way to establish,
maintain and enhance relationships across the entire community.
Modern government involves developing relationships with local, national and
international communities which are directly linked to economic, educational or
cultural outcomes.
The appropriate application of protocol may impact on the success of many projects,
including the opening of a community facility or the visit of a dignitary from an
important trading partner.
The Handbook is not designed to be prescriptive or provide minute detail. It instead
provides guidelines to be considered when planning official functions, visits and events.
I hope that you find the Handbook is a useful reference to support your work in
fostering positive relationships and the delivery of Government outcomes.
Anna Bligh MP
Premier of Queensland
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Contents
Section 1 Overview 1
1.1 Importance of Protocol 1
1.2 Objective of this Handbook 1
1.3 Role of Protocol Queensland 1
1.4 When and who to contact in Protocol Queensland 2
Section 2 Offcial functions 4
General considerations 4
2.1 Scoping of functions 4
Scope of function 4
Clients 4
Host 4
Purpose 4
Desired Outcomes 5
Budget 5
Limitations 5
Staffing requirements and duties 5
2.2 Organising functions 5
Meeting with clients 5
Cultural issues 6
Date and time of the function 6
Venue 6
Menu and beverages 7
Principal speaker or guest-of-honour 7
Vote of thanks 7
Order of speakers 8
Standard of dress 8
Guest list 8
Security arrangements 8
Special equipment 9
Gifts 9
Photography 9
2.3 Protocol for functions 9
Drafting the invitation 9
Coordinating RSVPs 10
Meeting and greeting arrangements 10
Drafting the Order of Proceedings 10
Drafting acknowledgments for speech notes 10
The Master of Ceremonies 11
Preparing name tags 11
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Protocol Handbook A guide for Queensland Government Offcers
Order of Precedence 11
Seating plans 11
Toasts 12
Loyal Toast 12
Other toasts 12
Arranging media attendance 12
Smoking 12
Finalising function details 13
Briefing the client 13
2.4 Coordinating the function 13
Set-up 13
Briefing key personnel 13
Arrival of guests 14
Refreshments 14
2.5 Monitoring the function 14
Media 14
Refreshments 14
2.6 After the function 15
Section 3 Ceremonial occasion matters 17
Anthems 17
Opening a building; unveiling a plaque; ribbon cutting 17
Presenting awards and certificates 17
Religious occasions 18
Funerals 18
Wreath laying 18
Vice-Regal functions 18
Section 4 Hosting visiting dignitaries 20
4.1 Key considerations when planning and conducting Offcial Visits 20
Scoping and initial planning 20
Cultural issues 21
Airport arrival and departures 21
Accommodation and air travel 21
Transport 21
Security 21
Publicity and media coverage 21
Interpreters 21
Gifts 22
Finalising the program 23
Section 5 Flags and emblems 25
5.1 Queensland State Flag 25
Free Queensland Flag Scheme 25
5.2 Flag protocols 25
Flying of flags on Queensland Government buildings 26
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5.3 Queensland State Emblems 26
Coat of Arms 26
State Badge 26
Faunal emblem 26
Floral emblem 26
Bird emblem 26
Aquatic emblem 26
State gem 26
State colour 26
Section 6 Honours and awards 28
6.1 The Australian honours system 28
The Order of Australia 28
Australian Bravery Decorations 29
Occupation-related civilian, defence and commemorative awards 29
Public Service Medal 29
Australian Police Medal 29
Australian Fire Service Medal 29
Ambulance Service Medal 30
Emergency Services Medal 30
Other honours and awards 30
Presentation of Australian honours and awards 30
Wearing of honours and awards 30
Recipients of honours and awards 30
Use of postnominals 30
6.2 Other Awards 31
Australian of the Year Awards 31
Queenslander of the Year Awards 31
Premiers Literary Awards 31
Premiers Awards for Excellence in Public Sector Management 31
The Premier of Queenslands Export Awards 32
Premiers Awards for Queensland Seniors 32
SMART Awards 32
Queensland Greats Awards 32
Smart Womens Awards 32
Queensland Government Reconciliation Awards for Business 32
Queensland Multicultural Service Awards 33
Premiers Multicultural Photographic Awards 33
Royal Humane Society of Australasia Awards 33
Section 7 Congratulatory letters 35
Section 8 Titles 37
8.1 Use and Retention of the title Honourable 37
8.2 Forms of Address 37
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Section 9 Further information 39
9.1 Protocol areas in other government and non-government organisations 39
Government 39
Non-government 39
9.2 Parliament House, Queensland 39
9.3 Government House, Queensland 39
Section 10 References 41
10.1 Publications 41
Books and Texts 41
10.2 Websites 42
Section 11 Attachments 44
Attachment 1 A protocol guide to Forms of Address
1.1 Royalty and Vice-Regal
1.2 Government and Parliament
1.3 Judiciary
1.4 Local Government
1.5 Diplomatic and Consular Corps
1.6 Military
1.7 Religious
1.8 Honours recipients
1.9 Sister States
Attachment 2 Standard invitation
Attachment 3 Standard RSVP form
Attachment 4 Order of Proceedings
Attachment 5 Standard seating plans
5.1 Round table seating
5.2 Rectangular seating plan
Attachment 6 State Order of Precedence
Attachment 7 Australian Order of Precedence for Honours and Awards
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Attachment 8 Awards in Order of Australia
8.1 Nomination information
8.2 Nomination form
Attachment 9 Australian Bravery Decorations
9.2 Nomination form
Attachment 10 Public Service Medal
10.2 Nomination form
Attachment 11 Request for congratulatory letters
11.1 Information sheet
11.2 Request form
Attachment 12 Gift authority form
Attachment 13 Functions planning checklist
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Section 1 Overview
1.1 Importance of Protocol
Protocol was established to encompass certain formalities and courteous modes of behaviour. These
behaviours are still widely accepted as necessary and useful in todays modern society, particularly when
dealing with dignitaries and VIPs.
Throughout history, and across cultures, special importance has been placed on dealing with people in
particular positions of influence and importance. Due deference was paid to those in authority as a mark
of respect for the position those individuals occupied. This mark of respect has been accorded to royalty,
tribal elders and leaders, government officials and those who occupied positions considered important at
various times throughout history. Certain occupational groupings have also been historically accorded similar
privileges, including the legal, medical, religious and military professions.
The Macquarie Dictionary defines protocol as, the customs and regulations dealing with the ceremonies
and etiquette of the diplomatic corps. The principal role of diplomats and the diplomatic corps is to foster
mutually beneficial relations between nation states. Protocol is therefore about building relationships and
facilitating positive outcomes for the parties involved.
The philosophy of this definition can be extended to more general matters relating to government occasions
and functions. For practical purposes protocol is about following correct procedures. It is the art of
ensuring 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. The importance of protocol in fostering positive relations and outcomes should not be
underestimated or overlooked.
Each State in Australia has a protocol branch or unit to ensure correct protocol is applied in the delivery of
activities such as state occasions, visits, ceremonies and functions. In Queensland, this role is performed by
Protocol Queensland, within the Department of the Premier and Cabinet.
1.2 Objective of this Handbook
This publication was designed with two objectives. Firstly, to provide guidance to Queensland Government
officers who have been tasked with planning, organising and conducting various functions and protocol-related
activities throughout Queensland. Secondly, to provide a whole-of-Government standardised reference for
protocol-related matters in Queensland, together with contact details for further advice on specific matters.
If further information is required on any matter discussed in this Handbook, or any other protocol-related
issue, please contact Protocol Queensland. Consultation may also be required with the relevant agency or
organisation as directed in this Handbook.
1.3 Role of Protocol Queensland
Protocol Queensland has responsibility for an extensive range of protocol matters. These include planning,
organising and facilitating official diplomatic visits to Queensland; facilitating visits to Queensland by
Heads of State, Heads of Government and senior Ministers; administering the Free Queensland Flag Scheme;
assisting with Consular Corps activities in Queensland; organising various State Occasions and Ceremonies;
administering honours and awards within the Australian honours system; and organising State Funerals.
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Protocol Queensland also provides expert advice to its clients, including the Premier, Cabinet Ministers,
Government departments and members of the community. Advice has been given in recent years on wide
ranging subjects, including use of the title Royal; heraldry matters; contact details for members of the
Royal family; wording for plaques for building openings; how and when to fly flags; Queensland State
emblems; official use of the Coats of Arms; the use and retention of the title Honourable; and how to ensure
Queenslanders receive recognition within the Australian honours system.
Due to the range of functions held in Queensland and the distances between community centres in the
State, Protocol Queensland is unable to become involved in every function that may occur in the State.
Departments are encouraged to organise their own activities as they have knowledge and understanding of
local issues. However, in these cases, Protocol Queensland can provide expert advice to other departments.
Protocol Queensland is located at Level 4, Executive Building, 100 George Street, Brisbane. The postal address
is Protocol Queensland, Department of the Premier and Cabinet, PO Box 15185, City East, Qld 4002. The
Director of Protocol Queensland can be contacted on telephone (07) 3239 3731 or facsimile (07) 3224 6502.
Officers of Protocol Queensland are also contactable via email on protocol@premiers.qld.gov.au.
1.4 When and who to contact in Protocol Queensland
In relation to functions, visits and official protocol-related activities, Protocol Queensland should be
contacted as early as possible in the planning process. Seeking Protocol Queenslands advice at an early stage
will minimise the risk of difficulties or problems arising at later stages of the activity.
Useful contacts:
Protocol Reception 3224 5921
Director, Protocol Queensland 3239 3731
Manager, Protocol Queensland 3224 4822
Principal Visits and Protocol Coordinator 3224 4780
Functions and Protocol Coordinator 3224 4773
Queensland Room bookings/Official Gift Range 3224 7586
Facsimile 3224 6502
Email protocol@premiers.qld.gov.au
Internet www.premiers.qld.gov.au
Postal Address PO Box 15185, City East Q 4002
Location Level 4, 100 George Street
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Section 2 Offcial functions
General considerations
There are many types of functions that may be held such as morning and afternoon teas, luncheons, dinners,
cocktail parties and informal functions. While these functions have quite distinct formats and requirements,
the major considerations for planning are the same for each type of function. However, special consideration
will need to be given to the suitability and availability of venue; menu details; standard of dress; seating
arrangements; the time the function is to be held; and the function program, which may differ for each type
of function. Attachment 13 provides a detailed functions planning checklist.
Many of the particular requirements for each type of event will be self-evident, for example, black tie is
unlikely to be the standard of dress required for a morning tea function, nor is alcohol or a three-course meal
likely to be served. Further assistance in relation to each of these specific types of functions can be provided
by Protocol Queensland.
2.1 Scoping of functions
Scope of function
The scoping of each function is an important step in the overall planning process. Scoping should clearly
identify:
theclients;
thepurposeofthefunction;
thedesiredoutcomes;
thebudget;
anylimitationsthatexistormayhavebeenimposedonplanning;and
staffingrequirementsandduties.
This information should be recorded in writing, formally endorsed by the client and retained for easy
reference throughout the planning of the event.
Clients
The scoping process begins by identifying the client, who will usually be the group or person seeking the
organisation of the function or the host. The client will frame the function outcomes and will determine who
will be consulted during the planning of the event to ensure the outcomes are met.
Host
In many cases the client of the function will be the host. When coordinating a function for the Premier or a
Minister, they will be the host and client liaison will occur with the relevant Ministerial Office. The hosts name
appears on the invitation. The host will have special seating requirements and normally meets and greets guests.
Purpose
Part of the scoping process includes identifying the purpose of the function. Once the purpose has been
determined, the direction and extent of the subsequent planning process becomes much clearer.
For example, if the purpose of the function is to open the new local school, the matters that need to be considered
are quite different to a function for the purpose of welcoming an international Head of State to Queensland.
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Desired Outcomes
Closely aligned with clarifying the purpose of the function, is determining the desired outcomes from the
function. Outcomes are the positive effects the client wishes to create as a result of the function. For example,
an outcome might be to encourage investment in the State, increase tourism or to raise awareness of a new
initiative. These outcomes will be key considerations which both shape the function and determine whether
the function has been successful.
Consultation with the client will be necessary to establish and clarify the desired outcomes.
Budget
Cost is a very important factor in relation to planning functions. It is imperative that the budget for the
function is determined early along with a cost breakdown. For example, it may be necessary to apportion
costs between the State and the Commonwealth, between agencies or between the government and
the private sector. This will necessitate early consultation to avoid any conflict in later planning and
organisation. Determining the budget early in the planning process will also provide guidance as to the
extent, location, format and size of the function. Written approval from the parties providing the funding (or
the client, as the case may be) in relation to the budget, is also vital.
When determining the budget, consideration should also be given to the impact of Fringe Benefits Tax (FBT)
incurred if Queensland Government employees attend the function as guests. FBT implications should be
checked with your finance section.
Limitations
There may be specific limitations imposed on the planning or delivery of a proposed event. These limitations
may include time, budget, venue, guest list, and other key matters that will influence the planning of a function.
A general limitation on functions is the need to ensure that it does not serve more than one purpose. While
it may seem practical, economical or logical to combine events, there are very few circumstances where it is
appropriate that this should occur. For example, it is considered inappropriate to combine functions if one
purpose is to honour a particular person. Combining another purpose within the function would be perceived to
dilute the honour to, or even insult, the individual. From a protocol perspective, this situation is to be avoided.
Staffng requirements and duties
To ensure that the function and its planning are able to be successfully delivered, consideration must be
given to the human resources available to the organiser to plan and complete the function.
A detailed plan allocating duties to relevant officers along with key milestones and timeframes is essential
to ensure the success of the function. The detailed duty allocation and key milestones program may also be
useful to support funding submissions.
When the duty allocation is in place, regular reporting and monitoring is necessary to ensure the function
proceeds as efficiently as possible.
2.2 Organising functions
Meeting with clients
Where possible and practicable, a meeting should be arranged between the clients and the organisers of the
function. This meeting should occur as early as possible in the process. At this meeting, the client and the
organisers will negotiate an agreement and discuss the organisations details and a brief for the function,
taking into consideration the issues addressed in Section 2.1. The meeting and agreement should establish
clear expectations and responsibilities of all parties and provide important contacts for ongoing planning
and implementation.
The parties who should attend the meeting may depend on the systems in place within the agency. For
example, while the Minister may be the client, internal protocols may dictate that the meeting occur with the
Ministers senior media or policy advisers. Internal protocols and policies should always be observed.
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Cultural issues
Cultural issues can impact on the success of a function. Such issues may provide constraints on where the
function may be held; who should be invited; who should speak; when the function should be held; and what
food and drinks should be served.
To ensure cultural issues are addressed, the organiser must firstly consider all details of the function,
particularly the guest list, and determine if there will be specific cultural issues involved. The organiser
should then seek advice on those issues from local key stakeholders or other bodies such as consular
representatives, Multicultural Affairs Queensland, or the agency responsible for Aboriginal and Torres Strait
Islander Partnerships. You should also undertake research in publications or websites (Section 10) on the
issues. Care should be taken to ensure the sources are authoritative and the information is not outdated or
outmoded.
Matters such as greeting, seating and eating customs are of great importance. For example, if guests are
followers of the Muslim or a number of other religions, an awareness and acknowledgment of dietary and
other cultural customs will prevent embarrassment. In such cases, even offering alcohol may give offence. A
number of Asian countries bow the head in greeting as a sign of respect, the response to which is a bow that is
lower than that offered. You can avoid potentially embarrassing your client and their guests by identifying and
advising of the appropriate cultural protocols to be applied.
Indigenous cultural matters should always be given due consideration. Matters include: Indigenous representation;
appropriate acknowledgment of the Traditional Owners where an event is taking place; and affording the
opportunity for a Welcome to Country if appropriate. The Welcome to Country, also known as the Traditional
Welcome, allows the Traditional Owners to give their blessing for the event to take place on their land.
Speakers acknowledging the Traditional Owners can use a general acknowledgement such as: I would like
to respectfully acknowledge the Traditional Owners of the land on which this event is taking place and the
elders past and present. It may be possible to actually name the traditional owners but this should only be
done after consultation with the nearest office of the Aboriginal and Torres Strait Islander Partnerships.
Protocol Queensland can be contacted for assistance in relation to general cultural issues.
Date and time of the function
The confirmed date and time of the function are critical requirements for function planning as most of the
subsequent planning depends on this information. The date and time may be specified by the client; may
be indicated by the nature of the event itself; or will be determined by the availability of a particular guest
or speaker. However, the organiser may be required to recommend a proposed function date and time for
further consideration and approval by the client. The availability of special guests or key contributors, the
availability of a special or required venue and the availability of the host, should be assessed prior to seeking
client endorsement.
If the Premier or a Minister has a critical role to play at the function, a briefing through the appropriate
Director-General or Ministerial Office must be submitted. Contact with the relevant Personal Secretary
responsible for appointments should also be made to assist with the selection of an appropriate date and time.
Whether Parliament is sitting may also be a consideration. The earlier the date and time for the function can
be confirmed, the earlier detailed planning can commence.
Venue
Venue selection is a critical requirement. The venue will often be dictated by the function, the invitees, total
number of attendees or the client. For example, a building opening is usually confined to the building that is
to be formally opened.
If people with disabilities are to be invited, a venue with suitable access and facilities must be selected.
A venue will need to be selected to suit the particular occasion. This may involve creating a short-list of suitable
local venues for consideration and approval by the client. Careful consideration should be given to matching the
venue to the type and format of function. Other considerations include whether it is appropriate to conduct the
function where guests are being accommodated; and, if the event is to be held during a parliamentary sitting
period, Parliament House should be considered as a venue if Members of Parliament are to attend.
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The organiser should inspect the proposed venue as to its suitability. If the venue is in another city or
country, a representative of the organiser may need to conduct this inspection.
An early venue inspection will also allow the organiser to identify the advance set-up requirements
(Section 2.4) such as the positioning of equipment and furniture ranging from public address systems through
to registration or name tag tables.
If an outdoor event is planned, a wet weather contingency plan should be prepared. This would include alternative
means of access, umbrellas and other coverings for the guests comfort to enable the event to continue.
Confirming the venue, date, time, hospitality arrangements and standard of dress, will be necessary to enable
the organiser to prepare and send out invitations.
Menu and beverages
The food and drinks selected at the function will be determined by factors such as budget, availability,
format of the event, type of occasion and its purpose, the time that the function is to be held, any cultural
or religious considerations, and the venue selected. Specific matters to consider when selecting the menu
include the appropriateness and cost, given the nature or purpose of the function and its attendees, of serving
alcohol. Government events should where possible serve Queensland wines if alcohol is being provided. Other
considerations include whether the attendance of members from certain religions and cultures will prohibit
consumption of particular food; and if the event is to be held on a public holiday (there may be additional
surcharges which will increase the cost of food and drinks). Dietary requirements for special guests and hosts
should also be ascertained.
Options include morning and afternoon teas; table luncheons; fork or buffet luncheons; light refreshments;
savouries and drinks; dinners; and cocktail receptions. Usually, the nature, purpose, attendees, time and
venue of the function will clearly indicate the preferred menu and drinks option. The selection of menu and
beverages should be formally approved by the client.
The provision of wait staff is also a consideration as part of the catering negotiations. Depending on the
venue and type of function, wait staff are normally organised by the venue representatives. The number of
wait staff and any specific roles for example, looking after VIPs, should be established.
Principal speaker or guest-of-honour
A principal speaker or guest-of-honour may have been arranged or suggested by the client when the function
was conceived. Guests-of-honour are usually the person or persons being honoured at a function for certain
achievements. The principal speaker may be a special dignitary especially invited to the function. You should
ensure advance notice is given to all parties and detail their role at the function.
Considerations include the nature and purpose of the occasion; the importance of the function; the
availability of officials and competing events. Early consultation is necessary to ensure that an appropriate
principal speaker or guest-of-honour is identified and available.
The involvement of the Premier, Ministers or elected representatives must again be given special consideration
with appropriate briefings submitted through the appropriate Director-General and Ministerial Office.
Vote of thanks
Some organisations also appoint another speaker who thanks the principal speaker for attending. However,
it is considered unnecessary and even inappropriate for a vote of thanks on some occasions. These include
Vice-Regal occasions and formal dinners.
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Order of speakers
The order of speakers at most functions is:
1. Introduction by the Master of Ceremonies.
2. Welcome by the host.
3. The host as part of their welcome, or alternatively the Master of Ceremonies, introduces the
principal speaker or guest-of-honour.
4. Main speech or action by principal speaker or guest-of-honour.
5. Conclusion by Master of Ceremonies including any other administrative arrangements such as an
invitation to guests on behalf of the host to join them in refreshments, or to move to another area.
As a general rule of protocol, the principal speaker or guest-of-honour should speak last. This affords the
principal speaker or guest-of-honour the opportunity of making any comment on speeches previously made.
It also avoids the potentially embarrassing situation of the person speaking last having very little to say or
do. This situation can be avoided by careful selection of the order of the speakers and guidance to all the
speakers including their role in the official proceedings.
Standard of dress
The selection of the appropriate standard of dress to be worn by guests at the function will depend on
considerations such as the purpose and format of the event, the type of occasion, the time of the function,
climate, venue, the degree of formality and the status of the guests.
The standard of dress selected should be stated on the invitation to guests. The various options which may
be referenced on the invitation include casual attire, smart casual, business attire, jacket and tie, lounge suit,
evening wear, black tie, national dress and judicial robes. The wearing of decorations may also be specified.
In the case of defence force and emergency services personnel, uniform as a standard of dress is an additional
option or requirement. This would be particularly relevant if there was an expectation that those personnel
should wear their uniforms. Due to the extensive variation in orders of dress for uniforms, advice should be
sought from Protocol Queensland.
Guest list
For government functions, extreme care must be taken to ensure all relevant persons are invited to attend.
In particular, consideration should be given to inviting Ministers and Members of Parliament involved in
relevant issues or from surrounding areas which might be affected. For example, a function that is held to
open a new court house that serves a region comprising more than one electorate may require the invitation
of the sitting Members in each relevant electorate; the Minister responsible for administering the courts; and
the Minister responsible for public works. Representatives from Local and Commonwealth Government should
also be considered. When a representative number of Members of the Legislative Assembly are desired for a
particular function, the use of established ministerial committees could be considered.
Security arrangements
Security is a major consideration for government and public events, particularly if there are VIPs attending.
It is the responsibility of the host to ascertain the level of security required. Protocol Queensland can liaise
with Queensland Police and the relevant authorities if you have any concerns about the level of security
required for events.
Many government venues have some form of security scanning and guests may need to be advised of any
special security arrangements.
The organiser may need to undertake general research and investigation to develop the guest list by
identifying government, community and commercial groups, organisations or individuals with an interest in
the function. Consultation with the client and other key stakeholders should be undertaken.
The final guest list should be formally approved by the client prior to issuing any invitations.
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Special equipment
Depending on the occasion and venue selected, special equipment may need to be hired. This could include
a speakers lectern, a public address (PA) system, audio visual system (including data projector), an unveiling
curtain, bollards and rope to close off areas or for queues, marquee, tables, chairs, dais, red carpet, directional
and parking signs and umbrellas. Check what equipment the venue includes in its hiring arrangements. Items
not provided may need to be sourced from other agencies or hired from commercial operators. If the event is to
be conducted outdoors, consideration must be given to having equipment available should wet weather arise.
Gifts
Senior government officials, such as Ministers and Directors-General, can access the Queensland Government
Official Gift Range. The appropriateness of gift presentations should be considered. The suitability of gifts
may depend on the nationality of the recipient and, just as importantly, what the recipient may have been
given previously.
Agencies regularly involved in gift giving should keep details of the date of presentation, gift/s presented,
presenter and recipient. This will ensure there is no duplication on subsequent presentations and the value of
the gift is appropriate and comparable to the gifts previously given (and by whom they were given).
It is also important that gifts are exchanged by officers of similar seniority. Section 4.1 provides further
information on gift giving. Protocol Queensland can also provide advice and assistance.
Photography
Depending on the nature of your event, it may be appropriate to arrange for a photographer to record the
occasion. This is especially important for events which are of historical significance such as a building
opening. If photos are to be taken, the relevant people should be advised of the time and place they are
required. Photographs taken of guests on the day can also be provided as mementos. Protocol Queensland can
provide details of photographers with event and function photography experience.
2.3 Protocol for functions
Drafting the invitation
The invitation is an important document which gives an invitee the details of the function; the RSVP
requirements; and, in some circumstances, the invitees authority to enter the function itself.
Care must be taken to ensure that all necessary details are provided to the invitee and that those details are
accurate. Departments or agencies organising invitations on behalf of the Premier or Ministers should seek
approval for the draft invitations from the relevant Ministerial Office.
The invitation usually states the following information:
Thenatureofthefunctionforexample,foradinnerortheopeningofabuildingbythe
Minister or to mark the awarding of a certain honour.
Wherethefunctionistobeheldincludingforexample,thenameoftheparticularfunction
room at the venue and street address.
Thedateofthefunction.
Thetimeofthefunction(e.g.12:45pmfor1:00pm[foralunch];or6:00pmto8:00pm[fora
reception]).Theinvitationmayalsostipulateothertimingrequirementsforexample,that
guests are required to be seated by a particular time.
Thestandardofdress(foradayfunction,thestandardofdressneedstobespecifiedonlyifit
is to be other than lounge suit, e.g. academic robes). For an evening function, the standard of
dress should always be specified for example, evening dress, dinner jacket, lounge suit, or
uniform. The wearing of decorations should also be specified when appropriate.
RSVPdetails(includethedate,telephoneno.,facsimile,postaladdressandemailaddress).
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There are many different styles and formats for invitations. Attachment 2 provides an example of a standard
invitation.
The invitation should, ideally, be sent four to six weeks prior to the event. A longer lead time should be
allowed if it is anticipated that several rounds of invitations are to be sent as declines are received. However,
if there is only a short lead time, invitations should be faxed with the original posted and followed by a
telephone call to the invitee. Any enquiries should be directed to Protocol Queensland.
Coordinating RSVPs
The time and manner by which RSVPs are to be received by the organiser is usually stipulated on the
invitation. Usually, RSVPs are made by telephone, in writing, by facsimile or by email and close at least one
week prior to the event. A RSVP form may also be used and included with the invitation for return by the
invitee. Attachment 3 provides an example of a standard RSVP form.
Care must be taken to record each response whether that response is an acceptance or a regret. Accuracy of
these records is vital to ensure that the function is adequately catered; that the allocated budget is sufficient;
that there will be a name tag or place card available and in place for each guest; and that there will be
sufficient seating, space, ushers and staff, programs or menus, wet weather gear and other matters dependent
on the number of guests.
The RSVP list is an important tool in determining whether additional invitations are necessary; whether key
guests will be attending; that the client is appropriately briefed on expected attendees; and, ultimately, the
success of the function.
Recording RSVP responses on the guest list itself is a useful method of maintaining a record of who has been
invited and who is able to attend. Care should be taken to check the preferred titles and spelling of the names
of the invitees who accept the invitation, this is important to ensure that accurate name tags or place cards
are prepared.
Entre cards in some circumstances are issued on receipt of RSVPs. The use of entre cards is especially
useful if there are special seating and entry requirements.
Meeting and greeting arrangements
Some of the most important arrangements that are made in relation to functions are the meeting and greeting
arrangements. The arrangements address the logistics of arrival times and places for key guests and clients
to ensure compliance with accepted protocols and to avoid embarrassment. They also address any special
cultural requirements in this regard. Also, successful execution of timed arrivals may be necessary to afford
special honours to a particular guest, such as receipt of a salute of honour.
These details, specifically who will be meeting and greeting whom, when and where, will be incorporated in
the function running sheet.
Protocol Queensland can be contacted to provide assistance in relation to meeting and greeting arrangements.
Drafting the Order of Proceedings
A significant tool for the organiser is the Order of Proceedings which is essentially a running sheet for the
function. It is recommended that a detailed order of proceedings be prepared for all events. The Order of
Proceedings must identify who will be responsible for each detailed task during the course of the function.
Attachment 4 provides a useful Order of Proceedings that is adaptable to a broad range of functions. Details
contained in the Order of Proceedings should be carefully considered and copies provided to the client and all
parties having any responsibilities during the course of the event.
Drafting acknowledgments for speech notes
The correct reference and order of acknowledgments of principal speakers and guest-of-honour at the
function is an important protocol that, if correctly stated, will avoid embarrassment. Acknowledgments
should be made in accordance with the State Order of Precedence (Attachment 6).
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The State Order of Precedence is not the only Order of Precedence. The Commonwealth, each State, countries
and other organisations may also have their own Order of Precedence. The relevant Order of Precedence
appropriate for the occasion should be identified. If more than one are considered relevant, careful
consideration should be undertaken to determine which Order is to have priority at the particular event.
It may also be the case that the final Order of Precedence is an amalgamation of several Orders. Further
assistance can be given with specific cases by contacting Protocol Queensland.
Queensland has a significant population of Australias Aboriginal and Torres Strait Islander people.
Recognition of Indigenous people should be acknowledged (Section 2.2). Wording such as I would like to
respectfully acknowledge the Traditional Owners of the land on which this event is taking place and the
elders past and present should be used where appropriate.
The Master of Ceremonies
It is usual to appoint a Master of Ceremonies or an announcer to control the Order of Proceedings.
Depending on the function, it may be desirable for the host to formally welcome guests; give a short
overview of the function or some other relevant topic; and to introduce the principal speaker. Alternatively,
the principal speaker may be introduced by the Master of Ceremonies.
It may be appropriate for a Director-General or senior officer to be given this official role. This role would
give the parties some official involvement in the function without seemingly adding to the speakers.
Preparing name tags
Care should be taken when preparing name tags to ensure that the tag reflects the correct title (Mr, Ms, etc)
name (especially spelling), postnominals (Section 6.1) and organisation of the invitee. Positions are rarely
used on tags. All name tags should be clearly visible as lapel badges. Consideration should also be given
to preparing name tags in a different colour for guests-of-honour to assist other guests in recognising
them. Name tags should also be made for the departmental officers who are attending the event as host
representatives. Host name tags should clearly show title, name and department. Spare blank name tags and a
suitable marking pen must be available should a substitute guest arrive or a name tag require alteration.
Order of Precedence
An Order of Precedence is used to draft acknowledgements and make seating arrangements. All levels of
government have their own Order of Precedence, as do many organisations. The Order of Precedence for the
host of the function would normally be the order used. Protocol Queensland uses the Queensland Order of
Precedence (Attachment 6) which is a good guide for government agencies and most organisations.
However, conflict between Orders of Precedence can cause concern. For example, conflict may arise at a
building opening where the State and Commonwealth Governments have each contributed to the cost of the
building and will be sending representatives to attend the opening. At the opening, the Orders of Precedence
may clash. An outcome might be that the host gives precedence to the representative of the government
which gave the most money towards the construction of the building. Agencies can consult Protocol
Queensland for appropriate liaison with the relevant organisation to assist with clarification.
Seating plans
Seating plans are generally required for formal occasions where guests are to be seated. Plans may also be
required for less formal occasions where there is an official table at which dignitaries will be seated for the
function, such as a presentation ceremony where the presenters and the official party will be seated on a dais
or platform in front of an audience.
Care must be taken to observe correct protocol when planning these seating arrangements. This protocol can
become complicated when arranging seating for many dignitaries across a range of governments or countries,
and when spouses accompany those officials.
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If a Ministers adviser is to be seated at the official table, they should be placed at the end of the table, unless
it is specifically requested that they be close to the Minister. The advisers accompanying a visiting dignitary
should be seated according to their rank. To avoid potential offence, the dignitarys advisers should not be
seated at the end of the table. Attachment 5 provides standard seating plans.
Seats for official guests should be reserved at functions where there is also general seating. Protocol
Queensland should be contacted if further assistance is required.
Toasts
Generally, if a toast is to be incorporated in a function, there is usually a formal response to the toast. When
a person represents government at an official function, care must be taken to ensure correct protocol is
adhered to in the proposing of and response to official toasts. For example, it is correct protocol to propose
the toast to the Head of State not to the country. Thus, it is incorrect to toast To the people of Australia.
The correct toast is To Her Majesty the Queen of Australia The Queen as the Head of State. Toasts are
normally proposed by the host or senior government representative.
Loyal Toast
The current wording used by the Governor-General when proposing the Loyal Toast is To the Queen and
the people of Australia. The Loyal Toast is most commonly used at formal government occasions where a
toast to the Head of State is appropriate. The Loyal Toast would also be used as the response to a toast at a
national day function.
When the Loyal Toast is for a formal occasion such as a military setting, the Toast will occur towards the
end of the meal when the tables have been cleared. However, the Loyal Toast may be proposed earlier in the
meal, for example, after an entre, if other speeches and toasts are to occur later in the meal. If the Loyal
Toast is to occur earlier in the meal, this should be indicated either in the menu or at the time of introductory
remarks by the host.
Other toasts
Speeches and toasts during the meal including the Loyal Toast are traditionally proposed at the conclusion of
the meal. Wherever possible, an indication should be given to the Order of Proceedings by inclusion in either
a menu or at the time of introductory remarks by the host.
There may be occasions where an individual may be toasted such as on retirement or notable achievement.
On such occasions, the raising of glasses and acknowledgment of the individual (or group or organisation) is
appropriate. The host or a nominated person usually makes the toast. A response to the toast is usually given
by the party so honoured.
Arranging media attendance
Government achievement should be recognised whenever and wherever possible. The prerogative for publicity is
one for the Premier or relevant Minister. Liaison with Ministerial media advisers will ensure appropriate action
is taken to notify relevant media agencies. Ministerial media advisers should be contacted as early as possible in
the process. Agencys usual protocols for liaising with Ministerial Offices should always be followed.
Smoking
The Queensland Government has a smoke free policy and smoking in all non-residential government-owned
or leased buildings, and Government vehicles, is prohibited. This includes entrances and exits, balconies,
roofs tops, lunch rooms and cafeterias, enclosed car parks, basement areas and stairwells.
This policy applies to all Queensland Government employees, as well as other individuals such as clients,
visitors and volunteers.
In general, functions held in Queensland Government buildings must be smoke free. Organisers should take
smoking policies into account and advise hosts and guests, particularly international visitors.
From 1 July 2006, all enclosed areas of a liquor licensed premises must be no-smoking and outdoor eating or
drinking areas where food or drink is provided as part of a business must be no-smoking.
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Finalising function details
As previously stated, once the fundamental requirements for the function have been confirmed, that is, the
venue, the date and time of the function, hospitality arrangements and standard of dress, the organiser is in
a position to prepare and send out invitations. The availability of speakers and special guests should also be
confirmed prior to issuing the invitations, particularly if they are to be stated on the invitation or the function
rests on their availability. After invitations have been sent, the list of attendees must be finalised, through the
RSVP process, for catering purposes; name tags or place cards can be prepared; and seating plans completed.
All function details should be re-confirmed prior to the event, allowing sufficient time to make alternative
arrangements if difficulties arise. Any alternative arrangements should also be approved in writing by the client.
Briefng the client
A key milestone in function planning is the client briefing that is undertaken just prior to the event. There
are a number of crucial issues which the client should be advised of in the organisers client briefing. These
crucial issues are:
asummaryofthepurposeandproposedoutcomesoftheevent;
anynecessarybackgroundregardingtheeventorthepurposeoftheevent;
theroleoftheclientatthefunction;
thenumberofacceptances(andregrets);
detailsoftheprincipalspeaker,principalguestorguest-of-honour,thehost(ifitisnotthe
client), dignitaries and officials who will be attending;
anyidentifiedculturalissues,suchasformsofaddressorgreeting,pronunciations,andhow
these should be handled by the client at the function;
mediamattersincludingwhetheraphotographerhasbeenarrangedtophotographthehostwith
special guests;
anyothercontentiousissuesordifficultiesthathavearisenduringthecourseofplanningthe
function or that may impact on the event, and how those issues have been or are to be handled.
These issues may include the likelihood of uninvited media or protest groups; the likelihood that
a particular guest may approach the client to express concern that a representative of another
group or organisation has or has not been invited; or adverse public comment regarding the
event or invitees.
anysecurityconcernslikelytoimpactonGovernmentrepresentatives,specialguestsand
attendees and the need to make special security arrangements.
2.4 Coordinating the function
Set-up
The organiser should arrive at the function venue well in advance of the anticipated time of arrival of guests.
The organisers first task is to check any set-up and layout requirements requested during the preliminary
venue inspection (Section 2.2). Matters that should be checked prior to the arrival of guests will differ for
each type of function but may include checking that doors have been unlocked; the PA system is functional;
there is a table for laying out the name tags for guests; jugs of water have been appropriately placed; flowers
are not wilting; the room is clean; tables have been set; there are sufficient glasses; place cards and menus
have been appropriately set; banners or other decorations are straight; the band is set up; and the toilets are
clean and unlocked.
Briefng key personnel
Prior to the function, key personnel such as the catering coordinator and Master of Ceremonies should
be briefed on the Order of Proceedings and other protocol matters such as the correct titles and Order of
Precedence. The client may also require that other key personnel are briefed on these matters. During the
course of the function, the organiser may be required to provide discreet assistance on these matters.
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The primary role of the organiser is to ensure that the Order of Proceedings for the event is followed. While
the organiser does take an important and relatively prominent role, they should ensure that attention is not
drawn away from the host, special guests or officials attending the function.
Arrival of guests
Guests on arrival should be issued with name tags. Spare blank name tags and a suitable marking pen must
be available should a substitute guest arrive or a name tag require alteration.
The organiser may also need to manage the timely arrival of special guests or speakers, guiding them to
appropriate tables or VIP marshalling areas. For more formal occasions guests should be ushered to their
table or advised of seating arrangements.
The organiser may also be called upon to make introductions, such as between the host and special guests.
The standard protocol for introducing people is for the person of a junior station to be introduced to the
person of a more senior station, stating the senior persons appropriate title first. For example, Mr Premier,
may I introduce Mr John Smith. The name of the person being introduced should be clearly announced.
Also, the standard protocol is that it is the prerogative of the person to whom the introduction is being made
to offer to shake hands although this is not strictly followed, particularly in a less formal atmosphere.
When introducing people seated at the official table at a luncheon or dinner it is correct to refer to them in
Order of Precedence, for example, Your Excellency, Premier, Minister, Lord Mayor.
Refreshments
Prior to the commencement of the function, the organiser should inspect the refreshments to be provided.
The organiser should consider the quantity of food available (in relation to the number of guests); whether
the food to be provided complies with the menu as agreed with the caterers; and whether the special needs of
guests, for example, cultural issues, have been met. Any special cultural or other needs should be reinforced
with the catering manager and staff. You should also ensure water and glasses are appropriately positioned
for the official party on the dais speaking point.
2.5 Monitoring the function
The organiser will be required to monitor the function throughout its progress. They may have specific
planned tasks to attend to, in addition to generally monitoring the function activities such as the satisfactory
service of refreshments; the conduct of any ceremonies in accordance with agreed plans; ensuring the
capabilities of electronic systems; the layout of the function; the movement of guests in to and out of the
function or between areas; and responding to queries and any other requirements of the client as they arise.
Media
If invited media attend the function, liaison usually rests with the relevant Ministerial media adviser. The
departments usual protocols for liaising with Ministerial Offices should always be followed. However, the
organiser may be called upon to direct media to particular areas or for particular purposes during the course
of the event, such as photographers capturing the presentation of an award. These requirements should be
reflected in the function plan and Order of Proceedings. Close consultation with the Ministerial media adviser
should be maintained throughout the function.
Refreshments
The organiser should also periodically liaise with the catering manager during the course of the function
to monitor the level of food or refreshments available and ensure that service of the food and drinks
is satisfactory. It is appropriate to assign a member of the catering staff to the official party and VIPs
particularly if they have speaking or other official functions. These arrangements can be made in advance
during the liaison which takes place as part of the menu and venue liaison. (Section 2.2)
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2.6 After the function
The organiser will usually be required, subject to the agreement with the client, to undertake a number of
matters after the function has been held.
Immediately upon the conclusion of the function the venue must be restored to its prior condition. The
organiser may be required to arrange for refurbishment of the venue, such as restoring furniture to its
position prior to the function; disabling electronic equipment; cleaning; and removing all items that had
been introduced to the venue for the function, such as decorations or banners.
Follow-up briefings to the client may be required, including an analysis of the success of the function and
whether it was conducted within its agreed budget. Other administrative matters will also require attention
such as the settling of accounts received for costs and expenses incurred for the function; distribution of
complimentary photographs and preparation of correspondence thanking presenters, dignitaries, special
guests or other relevant parties.
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Section 3 Ceremonial occasion matters
Anthems
The National Anthem is Advance Australia Fair. The National Anthem is most often used at sporting events.
At sporting events the visiting team/s anthem is always played first, followed by Australian National Anthem.
The National Anthem should be used wherever possible at major functions involving other nations. The
guest-of-honours National Anthem is played first, followed by the Australian National Anthem. There are
no specific circumstances in which the National Anthem is not allowed to be played providing its seems
appropriate and facilities are available to play the Anthem.
Anthems are normally played at the beginning of the formal proceedings, after all of the official guests have
assembled. Typically, this will be after the official party has arrived at the function, or immediately prior to
the commencement of formal activities such as presentations and sporting contests. Protocol Queensland is
able to provide advice.
There is also a Royal Anthem and a Vice Regal Salute. The Royal Anthem is God Save the Queen and it is
played when the Queen and/or the Heir to the Throne is present. The Vice Regal Salute is the first four and
last four bars of the National Anthem and is played when the Governor-General or Governor is present.
Opening a building; unveiling a plaque; ribbon cutting
Building openings, plaque unveilings and ribbon cuttings often involve government representatives. There are
no special requirements in relation to the conduct of these occasions and they should be planned in the same
way as any other event. An issue that may require further consideration, however, is the wording for the
commemoration plaque for the building. Wording for the plaque should reflect the occasion and record the
event as well as person/persons actually performing the unveiling. Brevity is important as is ensuring correct
names, titles and honorifics. In relation to unveiling, it should be noted that National or State flags should
not be used. There may be issues about the selection of the particular official who will have the honour of
physically undertaking the unveiling or ribbon cutting; and coordination of publicity or media arrangements.
These issues should be addressed as part of the function planning.
Any queries in relation to these matters should be directed to Protocol Queensland.
Presenting awards and certifcates
There are no special requirements in relation to the conduct of award and certificate presentations and
these events should be planned in the same way as any other event. Primary considerations in planning for
these ceremonies are ensuring the accuracy of the details on the awards or certificates, particularly the title
and name of the recipient; maintaining secrecy in relation to the identification of the award recipient, if
necessary; and the format and seating arrangements for the function particularly if there are a large number
of award recipients. Details of who will present the award, when and how, would be recorded in the detailed
Order of Proceedings. Some presentations will include the reading of an award or certificate citation prior to
the recipient accepting it. This role is normally preformed by the Master of Ceremonies.
Media attendance or other publicity for the presentation may also need to be arranged, in conjunction with
the relevant Ministerial Office.
Protocol Queensland can be contacted for assistance if required.
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Religious occasions
There are a number of matters that should be considered if organising a religious occasion. Protocol
Queensland should be contacted for assistance in relation to the specific considerations for religious occasions.
Funerals
It is appropriate for departmental officers to attend the funeral of government officers who have died in
office, have recently retired or are known to the departmental officers. The provision of floral tributes will
depend on the details outlined in the funeral notice. For the funeral of an officer who has died in office,
it would be appropriate for the Chief Executive of the agency to send a floral tribute on behalf of the
organisation and staff. Individuals may also wish to send floral tributes, but this would be a personal decision
and at personal cost.
State Funerals are organised by Protocol Queensland on behalf of the Premier to honour prominent
individuals for their outstanding achievement and distinguished service to the community. Eligibility for
a State Funeral is governed by Department of the Premier and Cabinet, Protocol Queensland, policy and
procedures. Arrangements can also be made where a family does not wish a State Funeral but would prefer a
private funeral.
Wreath laying
Government representatives are, as a matter of custom, invited to participate in a number of major wreath
laying ceremonies. These ceremonies include ANZAC Day and Remembrance Day.
In wreath laying ceremonies, the host organisation is responsible for determining the order of the wreath
laying. However, if the government representative has queries on this issue, Protocol Queensland can be
contacted for advice.
The host organisation is also usually responsible for organising the making of the wreaths, which are
provided to the government representative for the ceremony. Generally, wreaths are only organised by
Protocol Queensland when a request has been made by the Office of the Premier.
Vice-Regal functions
A Vice-Regal function is one at which either the Governor of Queensland, another State Governor, or the
Governor-General of Australia is present. Planning considerations include: hosting arrangements; the order of
speaking; the playing of National and/or Vice-Regal anthems; and application of the Order of Precedence.
For functions involving the Governor of Queensland, guides to the Order of Proceedings, speeches and protocol
are usually distributed by the Governors Office at the time that the Governor commits to the event. The
Governors Office (Aide or Aide-de-Camp) can be contacted directly to provide advice on Vice-Regal functions,
or to assist with the development of programs and the Order of Proceedings. Similar arrangements apply for
the Governor-General and other state Governors. Government House can be contacted on telephone 3858 5700.
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Section 4 Hosting visiting dignitaries
Hosting international visitors is a complex task requiring sophisticated planning and specialist knowledge,
expertise and information particularly in relation to cultural issues and protocol-related matters. It may
involve far more than simply organising one event. Several days of planned activities may be required
including arranging high-level meetings, receptions and other official functions, and less formal events such
as visiting tourist attractions and tours.
Accommodation, airport transfers and customs clearances, transport, security, greeting and farewelling, and who
will accompany the dignitaries all require careful consideration. Programming of appropriate meetings with the
Governor, Premier, Ministers, senior officials and industry leaders are all important parts of visit coordination.
Protocol Queensland coordinates all high level visits by overseas dignitaries on behalf of the Queensland
Government. Visits include foreign Heads of State and Heads of Government, the Royal Family and foreign
Royalty, Ministers of State, Sister State delegations as well as Diplomatic and Consular representatives.
Successful visits are an important means of maintaining and increasing mutual bonds with potential
economic and cultural benefits.
Many of the guidelines detailed in organising a successful function (Section 2) can be applied to visit
organisation. It is important to plan visits well in advance, identifying any possible problems that may impact
on the visit and what contingencies may be needed.
Protocol Queensland should always be contacted to provide specialist advice, expertise and direction to
agencies organising the hosting of international dignitaries.
4.1 Key considerations when planning and conducting
Offcial Visits
Scoping and initial planning
One of the first considerations when planning an Official Visit should be to establish the purpose of the visit
and identify key areas of interest. This usually requires background research into key members of the visiting
party, country of origin and what trade, cultural or relationships exist. Key areas of government departments
should also be consulted for strategic advice such as the Department of State Development and Innovation
as well as the Trade and International Operations Division and International Collaborations within the
Department of the Premier and Cabinet. While the purpose of the visit may be self-evident, more background
information and advice may need to be sought.
Consideration should also be given to who should be consulted in developing a visit program, both within
Government and in the wider community. If the visit is likely to involve meetings or functions with key
Government officials, prior advice and appropriate ministerial briefings should be provided well in advance. It
should be noted that only the most senior visits would involve calls on the Governor, Premier and Ministers
and participation is at the discretion of the relevant office.
Funding arrangements should be clearly established at the outset for any official hospitality to be
provided. The level of visit determines the style and financial responsibility for accommodation and travel
arrangements. A budget for these costs should be established early in the planning process. Any special
cultural, dietary and language translating and interpreting requirements also need to be identified.
This information will help to develop a draft program.
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Cultural issues
Agencies hosting visits need to identify any cultural issues to avoid the potential for embarrassment or incident.
Matters such as greeting, seating and eating customs are of greatest importance and are highlighted in detail
in Section 2.2. If confronted with a cultural issue, the organiser should undertake relevant research and
prepare for cultural differences.
Protocol Queensland and Multicultural Affairs Queensland are able to offer assistance in relation to cultural
awareness issues.
Airport arrival and departures
All flights and times should be checked with airlines and, together with transfer times, built into the program.
Appropriate greetings and farewells, including location and official representation should be put in place.
Customs courtesies may be available for high-level VIP international arrivals and departures. This should,
however, be discussed with Protocol Queensland to determine appropriateness.
For senior visiting parties, airline and airport authorities should receive prior notification, although in these
instances Protocol Queensland will usually be involved.
The movement and handling of luggage is also a critical consideration for airport arrivals and departures.
Accommodation and air travel
Accommodation and air travel requirements within Queensland should be ascertained. Appropriate bookings
can then be made taking into consideration the number of people in the party including support officers and
accompanying State Government officials. The class of travel and standard of room will be dictated by the
type of visit.
Transport
Transport arrangements by road, rail and sea may also need to be considered. The type of vehicle to be
required for transport arrangements may vary from VIP vehicles through to charter boats. Established and
accredited transport providers should be used. Consideration must be given to the appropriateness of the
vehicle as well as travel times, routes, and distances.
Security
Any concerns about security should be discussed with Protocol Queensland. Major visits with security
requirements should always be referred to Protocol Queensland which in turn will work with the Queensland
Police, Security Intelligence Branch, and other appropriate authorities.
Publicity and media coverage
Publicity and media coverage should always be at the discretion of the visiting party with approval from the
relevant Ministerial Office. Media and publicity opportunities can usually be built into key events or visits
during the program, although prior agreement with all parties should be reached. Notifying the media is the
responsibility of the visit coordinators media representatives.
If the Premier or a Minister is involved, appropriate Ministerial media advisers should be advised. In such
instances the media advisers will ascertain the suitability of publicity and issue the appropriate media advice
and releases. There may also be a requirement for photographs to record the visit.
Interpreters
It may be necessary to arrange interpreters to assist with translations for visiting delegations. In many cases
an official delegation will have an interpreter included as a part of the travelling party, however, in high-
level delegations their purpose is to translate primarily for the delegation leader. A separate professionally
accredited interpreter or interpreters may be required to assist with informal and formal communication to
Queensland VIPs and officials.
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The Commonwealth Government Translating and Interpreting Services (TIS) is the only provider in
Queensland that offers seven-day, 24-hour service. Pre-booking is required for TIS on-site services through
a booking form process. A booking form and a TIS client number can be obtained via email <tis@immi.gov.
au> or telephone 131450.
The National Accreditation Authority for Translators and Interpreters Ltd (NAATI) maintains a directory
of accredited interpreters and translators as well as other relevant information regarding professional
interpreting services. You can visit the NAATI website <www.naati.com.au> or telephone 3393 1358.
Guidelines and further information on working with interpreters are detailed in the Queensland Government
Language Services Policy available on the website <www.premiers.qld.gov.au>.
Gifts
Many visiting dignitaries will present gifts to acknowledge the occasion and as a courtesy. On most occasions
there is a reciprocal gift presentation. This is a similar practice adopted by Government officials when
travelling overseas on official business. Gift exchanges should take place between senior officials and key
dignitaries. The appropriateness of gifts, including cultural significance, should be taken into consideration
and Protocol Queensland can provide advice and assistance.
Agencies regularly involved in gift giving should keep details of the date of presentation, gift/s presented,
presenter and recipient. This will ensure there is no duplication on subsequent presentations and the value of
the gift is appropriate and comparable to the gifts previously given (and by whom they were given).
Senior government officials may access the Queensland Government Official Gift Range for presentation of
gifts to dignitaries. Protocol Queensland manages and operates the Gift Range.
Only certain officials or their delegates, may access the gift range. These officials are the:
Governor(orOfficialSecretary,GovernmentHouse);
Premier,Ministers,ParliamentarySecretaries,SpeakeroftheLegislativeAssembly,Leaderofthe
Opposition (or delegated Policy Advisers or Personal Secretaries);
ChiefExecutiveOfficers,DeputyChiefExecutiveOfficersandDivisionalandBranchDirectorsof
government departments including the Auditor-General, the Queensland Parliamentary Counsel
and Queensland Ombudsman; and
officersinchargeofQueenslandgovernmentofficesinforeigncountries.
Before gifts can be obtained from the Official Gift Range, a Gift Authority Form (Attachment 12) signed by
the eligible official must be provided. If gifts for the Premier or Ministers are required, a Purchase Order from
Ministerial Services, Department of the Premier and Cabinet is required to accompany a Gift Authority Form.
As well as the appropriateness of gifts in any gift exchange, there should also be collaboration in the
selection of gifts that are to be given by several people at different levels in an organisation. Consideration
of these matters will also avoid the potential embarrassment of the same gift being given by different parties
to the same recipient. As a general rule, a gift selected for a more senior dignitary should be presented by an
official of similar standing.
Protocol Queensland will also advise on the appropriateness and wrapping of gifts. For example, in some
cultures sharp instruments are viewed as bad luck and the colour white is used in situations of mourning.
New items for the gift range which demonstrate Queensland art, crafts and manufacturing skills are sought
on an ongoing basis. Suggestions for additions should be referred to Protocol Queensland.
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Finalising the program
When all the key considerations have been researched and built into the draft program, the draft should be
provided to the VIP visitor or relevant authority for final approval.
Once approval has been granted by the visiting VIP or relevant authority, all appointments and arrangements
should be confirmed in writing either by letter, facsimile or email.
A final program complete with dates, times, appointment locations and purpose, modes of transport and
officials participating should be prepared, usually in easy to carry booklet format. This final program
should include contact telephone numbers for the offices and key personnel involved in the visit. Relevant
biographical and background information should be included for the benefit of the visit participants.
Check lists and fact sheets should be consulted to ensure all necessary arrangements have been put in place
Final flight arrival, pick-up times and transport checks should be made.
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Section 5 Flags and emblems
5.1 Queensland State fag
The State flag dates from the time when Queensland was a self-governing British colony with its own navy
and was officially approved in 1876. The State flag comprises the State Badge inserted in the Blue Ensign.
The badge represents the Royal Crown on a Maltese Cross and is officially described as: On a Roundel
Argent a Maltese Cross Azure surmounted with a Royal Crown. It was adopted as part of the flag on 29
November 1876 and incorporated in the Coat of Arms in 1893.
Free Queensland Flag Scheme
Under the State Governments free flag scheme, categories of organisations and individuals are eligible
to be issued with free Queensland flags. These organisations mostly include schools; recognised youth
organisations; community service groups; benevolent and welfare organisations; sporting clubs and bodies;
and local government and semi-government authorities.
All requests for the issue of a free Queensland flag are submitted through the local State Member of
Parliament. It is the responsibility of the Members to receive and consider any requests for free flags from
organisations or exchange students from within their electorates before making a recommendation to
Protocol Queensland. Any requests should be in accordance with guidelines for the Free Queensland Flag
Scheme endorsed by Cabinet.
When a request is approved, the Member is notified and provided with a flag for presentation to the
organisation. A copy of the booklet, Flying the Flag in Queensland, is also provided for use by the recipient
organisation.
With normal care, a flag should remain serviceable for at least three years. Requests for earlier replacement
will be considered on their merits, with the return of the worn or damaged flag.
Protocol Queensland administers the free flag scheme. For further information email protocol@premiers.qld.
gov.au or telephone 3224 4778.
5.2 Flag protocols
There are a number of protocols and points to remember in relation to flying flags. Primarily, flags should
be flown or displayed in a dignified manner and should not be used as a curtain to unveil a monument or
plaque, or used as table or seat covers or allowed to fall to or lie upon the ground. Flags should not be flown
at night unless properly lit and more than one flag should not be flown from the one halyard (flag pole).
National flags of sovereign nations should be flown on separate staffs and at the same height and should be
of the same size. The Australian National Flag should be hoisted first and lowered last, and is always flown
in a position of precedence.
Flags are flown at half-mast position as a sign of mourning. Half masting should be undertaken by first
taking the flag to the top of the mast and lowering to the half-mast position, which is when the top of the
flag is approximately one-third the distance down from the top of the mast. The flag should be raised to the
top of the mast again before lowering it for the day.
A tattered or dilapidated flag should not be flown and should be destroyed in private.
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Flying of fags on Queensland Government buildings
The Queensland flag is to be flown on State Government buildings throughout the State. The flag should also
be flown by State Statutory Authorities. The Australian flag should be flown at State Government schools
along with the Queensland flag were possible.
There are clear protocols for flags flown on State Government buildings. The protocol changes depending
on the number of flag poles, their configuration and relative heights, and the nature of the other flags to be
flown with the State Flag. The Queensland Government publication, Flying the Flag, should be consulted and
is available from Protocol Queensland.
5.3 Queensland State Emblems
Queensland legislation governs the official emblems of Queensland. Queensland has a floral, fauna, bird,
aquatic and gem emblem as well as a Coat of Arms and State Badge. Use of the Coat of Arms and State
Badge is restricted by legislation. Requests for use of the Coat of Arms and State Badge can be directed to the
Director, Protocol Queensland. There are no legislative restrictions on use of the State emblems. Queenslands
official state colour is maroon.
The Queensland Government also has a corporate identity for State Government activities. Advice on the
use of the Queensland Governments corporate identity should be directed to Communication Services,
Department of the Premier and Cabinet email <corporate.id@premiers.qld.gov.au>.
Coat of Arms
The Queensland Coat of Arms, a heraldic device symbolising the Queens constitutional authority in the State,
was granted in 1893. It is the oldest State Arms in Australia, and was the first Arms assigned to any British
colony after 1661.
Queenslands primary industries are represented on the Arms by a sheaf of wheat, the heads of a bull and a
ram, and two stalks of sugar cane. Mining is represented by a column of gold rising from a heap of quartz.
The red deer and brolga were assigned in 1977, the Queens Jubilee year. The States motto Audax at Fidelis,
meaning Bold but faithful, is stated on the Arms. The State Badge is also incorporated in the Coat of Arms.
State Badge
The badge of the State of Queensland evolved as a result of a need for a seal or badge to be included in the
design of the State Flag. Adopted as part of the flag on 29 November 1876, the badge is officially described as
On a Roundel Argent a Maltese Cross Azure surmounted with a Royal Crown.
Faunal emblem
Queenslands faunal emblem is the koala. The emblem was officially proclaimed in 1971 after a poll instigated
by the State Government following a proposal of State Tourism Ministers that all States adopt a faunal emblem.
Floral emblem
Queenslands floral emblem was proclaimed as the Cooktown Orchid in 1959 during celebrations to mark the
States centenary.
Bird emblem
The Brolga was officially proclaimed as the bird emblem of Queensland in 1986.
Aquatic emblem
The Barrier Reef Anemonefish was proclaimed as the States aquatic emblem in March 2005. The Barrier Reef
Anemonefish was chosen from about 20,000 submissions received from a community consultation process
conducted in 2004.
State gem
The sapphire was formalised as the State gem for Queensland in 1985.
State colour
Maroon, which has long been associated with Queensland particularly on the sporting field, was officially
proclaimed the State colour in 2003. The official colour in the Pantone Matching System is 202, however,
Queenslanders can continue to wear all shades of maroon at sporting and other events.
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Section 6 Honours and awards
6.1 The Australian honours system
The Australian honours system began in 1975 by Letters Patent signed by Her Majesty The Queen on 14
February 1975. The system was established for the purpose of according recognition to Australian citizens
and other persons for achievement or for meritorious service. The Queensland Government supports
the honours system and encourages all agencies to promote the awards to its key stakeholders. This
encouragement is aimed at ensuring Queenslanders receive due recognition for outstanding contribution to
Australian life or, more broadly, to humanity at large.
The Australian honours system is administered by the Australian Honours Secretariat, Office of the Official
Secretary to the Governor-General, Canberra. Responsibility for honours policy rests with the Commonwealth
Government.
There are two categories in the General Community Awards in which citizens can nominate individuals the
Order of Australia and the Australian Bravery Decorations.
The Order of Australia
The Order of Australia is the pre-eminent means of recognising outstanding achievement and contribution by
Australians. Any individual, community organisation, professional body or similar group can nominate an
Australian citizen for an Order of Australia award by completing a prescribed nomination form. The form has
comprehensive guidelines attached to be used in its completion.
Nominations are assessed by an independent body the Council for the Order of Australia. The Council consists
of 19 members from across Australia including representatives of each of the states and territories, three ex
officio and eight community members. Queenslands state representative has traditionally been the Deputy
Director-General Governance for the Department of the Premier and Cabinet. The Deputy Director-General is
advised by an advisory group which includes the Official Secretary, Government House; the Executive Director,
State Affairs; and the Director, Protocol Queensland, from the Department of the Premier and Cabinet.
Under the constitution of the Order of Australia, the Governor-General is the Chancellor of the Order of
Australia. The Governor-General, acting on advice of the Council, authorises all awards.
The Order of Australia has two divisions, a General Division and a Military Division, and there are four
categories:
CompanionoftheOrderofAustralia(AC)foreminentachievementandmeritofthehighestdegree.
OfficeroftheOrderofAustralia(AO)fordistinguishedserviceofahighdegreetoAustraliaor
to humanity at large.
MemberoftheOrderofAustralia(AM)forserviceinaparticularlocalityorfieldofactivityor
to a particular group.
MedaloftheOrderofAustralia(OAM)forserviceworthyofparticularrecognition.
Nominations can be made at any time and awards are bestowed twice yearly on Australia Day (26 January)
and the Queens Birthday holiday. Guidelines, a check list and nomination form (Attachment 8) are available
from Protocol Queensland. Detailed information along with nomination forms can also be downloaded from
the website <www.itsanhonour.gov.au> or obtained by leaving contact details on the freecall answering
service 1800 552 275.
The Honours Secretariat can also be contacted on telephone (02) 6283 3604. Enquiries can be directed
to Protocol Queensland which can provide guidance on nomination processes and the role of referees
particularly for the Order of Australia.
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Australian Bravery Decorations
The Australian Bravery Decorations recognise acts of bravery in a peacetime setting. The Australian Bravery
Decorations Council considers nominations and makes recommendations to the Governor-General for the
following decorations.
CrossofValour(CV)foractsofthemostconspicuouscourageincircumstancesofextremeperil.
StarofCourage(SC)foractsofconspicuouscourageincircumstancesofgreatperil.
BraveryMedal(BM)foractsofbraveryinhazardouscircumstances.
CommendationforBraveConductforotheractsofbraverywhichareconsideredworthyof
recognition.
There is also a Group Bravery Citation to recognise collective acts of bravery.
Anyone may nominate a person for these awards. Anyone wishing to nominate a person or who believes
a nomination would be appropriate should contact Protocol Queensland for advice. The nomination form
is available from Protocol Queensland along with a check list of matters to be addressed in preparing a
nomination (Attachment 9).
Occupation-related civilian, defence and commemorative awards
There are also other categories in the Australian honours system which have dedicated awards for specialised
fields of endeavour which include occupation-related civilian awards, defence awards and commemorative awards.
The occupation-related civilian awards include awards for meritorious service such as the: Public Service
Medal; Australian Police Medal, Australian Fire Service Medal; Ambulance Service Medal; Emergency
Services Medal; and Australian Antarctic Medal.
Public Service Medal
The Public Service Medal recognises outstanding public service above and beyond the normal requirements
of a position. All public sector employees are eligible for the award, including those in local government. The
only exception is for those who are eligible for other meritorious awards, such as the Australian Police Medal,
the Australian Fire Service Medal, the Ambulance Service Medal and the Emergency Services Medal.
In Queensland, nominations close annually on 1 February and 1 August to allow the Premier to make
recommendations to the Governor-General for approval. An annual quota exists for each state government
public service. Enquiries should be directed to Protocol Queensland.
Further information and nomination forms (Attachment 10) are available from Protocol Queensland by
emailing protocol@premiers.qld.gov.au or telephone 3224 4802. The Nomination forms can also found at
website <www.itsanhonour.gov.au>.
Australian Police Medal
The Australian Police Medal recognises distinguished service by serving members of the Australian police
forces. Recommendations are made through the Premier by the responsible Minister to the Governor-General
for approval. There is also an annual quota for each state police service. Enquiries should be directed to the
Queensland Police Service.
Australian Fire Service Medal
The Australian Fire Service Medal recognises distinguished service by serving members of the Australian full-
time and volunteer fire services. Recommendations are made through the Premier by the responsible Minister
to the Governor-General for approval. There is an annual quota for each fire service. Enquiries should be
directed to the Department of Emergency Services.
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Ambulance Service Medal
The Ambulance Service Medal was established in 1999 to recognise distinguished service by members of
civilian ambulance services. Only one award is ever made to an individual. Recommendations are made
through the Premier by the responsible Minister to the Governor-General for approval. Enquiries should be
directed to the Department of Emergency Services.
Emergency Services Medal
The Emergency Services Medal was established in 1999 to recognise outstanding service by members
of emergency services including state emergency services and voluntary emergency organisations and
to persons who render distinguished service relating to emergency management, training or education.
Recommendations are made through the Premier by the responsible Minister to the Governor-General for
approval. Enquiries should be directed to the Department of Emergency Services.
Other honours and awards
Other awards in the honours system within the occupation-related civilian, defence and commemorative
awards include the National Medal (for 15 years diligent service by members of the Australian defence,
police, fire or ambulance service); the Victoria Cross for Australia; Gallantry Decorations; Distinguished
Service Decorations; Conspicuous Service Decorations; the Nursing Service Cross; the Australia Service
Medals; the Vietnam Medal; the Defence Force Service Awards; the Champion Shots Medal; the Unit
Citations; the Police Overseas Medal; Anniversary of National Service 19511972 Medal and Centenary
Medal. A full list of awards and application processes are listed on the website <www.itsanhonour.gov.au>.
Presentation of Australian honours and awards
The presentation of Australian and other official honours and awards in Queensland is coordinated by
Government House, Queensland, on behalf of the Australian Honours Secretariat. Awards ceremonies
normally occur twice yearly, around April and September, as well as in regional centres. Advice in relation to
these should be sought from Government House, Brisbane.
Wearing of honours and awards
A booklet entitled A Guide to the Wearing of Insignia has been prepared by the Office of the Governor-
General in Canberra to assist the wearing of Orders, Decorations and Medals on appropriate occasions.
Contact the Honours Secretariat to receive a copy of the booklet on telephone (02) 6283 3603 or view the
website <www.itsanhonour.gov.au>. Protocol Queensland can also assist with any queries.
Recipients of honours and awards
Recipients of Australian honours and awards can be found on the Australian honours system website
<www.itsanhonour.gov.au>. The list is the most up-to-date although some recipients do choose not to have
their details listed.
Use of postnominals
Postnominals are the letters that may be used after a persons name to signify that the person is a recipient of
an award or honour. It is important that the correct postnominal is used for such matters as invitations, name
tags and place cards. A person who has received a number of awards and is entitled to use postnominals
will always list the highest award first. There are a number of publications listed in Section 10 that may be
referred to in relation to the postnominals for each award within the Australian honours system. Any further
queries may be directed to Protocol Queensland.
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6.2 Other Awards
The Queensland Government supports a number of national awards and also has initiated a number of
awards of State and national significance.
Australian of the Year Awards
The Australian of the Year, Young Australian of the Year, Senior Australian of the Year and Local Hero
awards are the nations pre-eminent awards of excellence. The awards are coordinated by the National
Australia Day Council and have been an integral part of our national celebrations since 1960.
Australian citizens can nominate any fellow Australian citizen via a public nomination process. The various
State winners in each category enter a final judging process conducted by the National Australia Day
Council. Award recipients are announced by the Prime Minister on Australia Day each year.
For further information visit the website <www.australianoftheyear.gov.au> or contact Events Coordination,
Department of the Premier and Cabinet, telephone 3224 4065.
Queenslander of the Year Awards
The Queenslander of the Year and Young Queenslander of the Year Awards are the States highest citizenship
honours. The awards recognise Queenslanders who work selflessly for the benefit of the State and its people.
In its 20-year history the Queenslander of the Year Award has recognised people from many disciplines and
walks of life including charity workers, community representatives, volunteer and welfare workers, and those
working in the professions of medicine, architecture and law.
The Young Queenslander of the Year Award was established in 1989 to recognise inspirational young
Queenslanders. Since the Award was introduced, dozens of Queenslanders under the age of 25 have been
recognised for their outstanding charitable, sporting or cultural contributions to the State. The awards are
announced by the Premier during Queensland Week in June.
For further information contact Events Coordination, Department of the Premier and Cabinet,
telephone 3224 2409.
Premiers Literary Awards
The Premiers Literary Awards promote the literary culture of Queensland as part of the Queensland
Governments policy of recognising, supporting and enhancing the arts throughout the State. The Awards were
inaugurated in 1999 and have grown to become one of Australias leading literary awards program. Awards are
presented by the Premier in 15 categories, including best manuscript for an emerging Queensland author.
Premiers Awards for Excellence in Public Sector Management
The Premiers Awards for Excellence in Public Sector Management recognise and reward the outstanding
achievements of work units and teams within the Queensland public sector. The annual Awards program
encourages continuous improvement in the workplace productivity and standards of excellence.
The Awards also provide a unique opportunity for knowledge sharing across the Queensland Government.
They also provide an opportunity to increase community awareness of the high quality services provided by
the public sector and the superior standards to which public servants strive.
For further information, you can email excellence.awards@premiers.qld.gov.au, visit the website
<www.premiers.qld.gov.au/awardsevents/awards> or contact Events Coordination, Department of the Premier
and Cabinet, telephone 3405 6220.
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The Premier of Queenslands Export Awards
The Premier of Queenslands Export Awards recognise the achievements of the States leading exporters
across all business sectors. The awards aim to promote the importance of exports to the growing Queensland
economy. There are a range of categories which include Exporter of the Year, Regional Exporter of the Year,
Emerging Exporter, Small to Medium Manufacturer, Large Manufacturer, Minerals and Energy, Agribusiness,
Information and Communications Technology, Education, Arts and Entertainment, Tourism, and Services.
Winners of the Queensland awards go on to represent the State in the National Export Awards.
Further information is available on the website <www.exportawards.qld.gov.au>.
Premiers Awards for Queensland Seniors
The Premiers Awards for Queensland Seniors recognise older people for their outstanding voluntary work in
the community. Award winners in the past have made significant contributions to the community in areas
such as education, the environment, working with younger people and migrant communities, entertainment
and services such as meals on wheels. These awards are administered by the Office for Seniors, Department
of Communities. Further information can be found at the website <www.communities.qld.gov.au> or by
telephoning 3224 7959.
SMART Awards
The SMART Awards acknowledge companies that are adopting innovative business processes and
management practices to help build a strong and diverse Smart State economy. Award categories include
Agribusiness, Creative Industries, Manufacturing, Mining or Minerals Processing, a Rising Star Award, and
The Premier of Queenslands Smart Award overall winner selected from the category winners. For more
information visit the website <www.sdi.qld.gov.au>.
Queensland Greats Awards
The Queensland Greats Awards identify and celebrate Queenslands living legends. The awards are a way
to publicly recognise extraordinary Queenslanders and their significant contribution to our community and
their major role in the history and development of our State. The awards are not for a single achievement or
success, but for a lifes work and contribution made to Queensland over many years.
Smart Womens Awards
The Smart Women, Smart State Awards recognise and encourage participation by women of all ages in
fields such as science, engineering and technology. The awards cover four categories: girls studying in
schools; women studying at higher education institutions; researchers; and business owners and directors.
The awards commenced in 2003.
Further information is available from the Office of Women <www.qldwoman.qld.gov.au>
or telephone 3224 4062.
Queensland Government Reconciliation Awards for Business
The Queensland Government Reconciliation Awards for Business recognise Indigenous and non-Indigenous
businesses which are striving for reconciliation. There are three categories in the Reconciliation Awards:
Employment; Joint ventures; and Innovation and Smart State Initiatives. The awards were first presented in 2003.
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Queensland Multicultural Service Awards
The Queensland Multicultural Service Awards recognise organisations and individuals who have consistently
promoted and advanced the development of multiculturalism and improved community relations in Queensland;
provided substantial assistance in the settlement process of individuals and groups who have migrated to
Australia from overseas; and/or significantly contributed to the support of harmony, the reduction of prejudice
and the combat of discrimination in the community. There is also a schools and media category.
All enquiries and nominations should be directed to Awards Administrator, Multicultural Affairs Queensland,
telephone 3224 5690 or 1800 679 763. Further information is available on the website
<www.premiers.qld.gov.au/multicultural/awardsevents/>.
Premiers Multicultural Photographic Awards
The Premiers Multicultural Photographic Awards are open to professional and non-professional
photographers and school students. The Awards are themed each year to showcase Queenslands multicultural
heritage and showcase Smart State diversity.
For further information, you can email photographic.awards@premiers.qld.gov.au or visit the website
<www.photographicawards.qld.gov.au>.
Royal Humane Society of Australasia Awards
While not a State initiated award, or part of the Australian honours system, the Royal Humane Society of
Australasia Awards are highly regarded and recognise acts of bravery by people who risk their own lives in
saving or attempting to save the lives of others. Individuals and organisations may submit applications for
an award within 12 months of the act of bravery. Further information is available from the Society website
<www.rhsa.org.au> or telephone (03) 9650 3233.
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Section 7 Congratulatory letters
The Department of the Premier and Cabinet, Ministerial Correspondence Unit, coordinates the production of
congratulatory letters from the Premier to members of the public who have reached a significant milestone
birthday (90th, 100th, 105th, 110th) or wedding anniversary (50th, 60th, 65th, 70th). Congratulatory letters can
also be requested from the Prime Minister, the Governor, the Governor-General and Her Majesty The Queen.
The Ministerial Correspondence Unit forwards requests to the relevant office for letters from dignitaries other
than the Premier. Requests for letters from the Prime Minister must be lodged through a local Federal Member
of Parliament.
A Request for Congratulatory Letter form (Attachment 11) must be completed and accompanied with
appropriate verification documentation such as a birth or marriage certificate. The majority of congratulatory
letters require four weeks notice to produce. For further information contact the Ministerial Correspondence
Unit on telephone 3225 8440.
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Section 8 Titles
8.1 Use and Retention of the title Honourable
Members of the Executive Council, the Speaker of the Legislative Assembly and Justices of the Supreme Court
of Queensland are entitled to use the title Honourable while in office. However, they are not automatically
entitled to use Honourable when they cease to hold that office. The Governor of Queensland has been
granted a delegation of authority from the Queen to grant the right of retention of the title Honourable for
life in certain circumstances upon the recommendation of the Premier.
Under the guidelines, if the holder of an office wishes to retain the title Honourable, the person must apply
for it after departing from the office. Former Executive Councillors and former Speakers wishing to retain
the title must apply in writing to the Premier. Former Justices of the Supreme Court should apply in writing
to the Minister responsible for the administration of the Courts who will then submit the matter, with a
recommendation, to the Premier.
Under the guidelines, the office holder must have served a minimum period of time to be eligible to retain the
title. The minimum length of service is one year for the Premier, three years for Ministers and Speakers, and
there is no qualifying period for Justices.
The Premier may, as a special case, recommend to the Governor an office holder who has not fulfilled the
requisite minimum length of service. These special cases are referred to Buckingham Palace for determination
as these cases are outside the Governors delegated authority.
The Premier may decline to recommend retention of the title if the office holder has not fulfilled the
minimum length of service requirements or if their departure from office was a direct consequence of some
misdeed or action regarded as having brought his or her office into disrepute.
The grant to a person of the use of the title Honourable for life, is published in the Queensland Government
Gazette. A list of people who have been granted approval to retain the title Honourable for life is maintained
by Protocol Queensland.
8.2 Forms of Address
Protocol dictates certain acceptable forms of address for people based on their position or status within the
community. Attachment 1 provides a comprehensive listing of forms of address. Further assistance can be
provided by Protocol Queensland.
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Section 9 Further information
9.1 Protocol areas in other government and
non-government organisations
Government
Commonwealth and state governments each have protocol areas which deal with protocol matters. State
protocol areas are all located within the Department of the Premier or Chief Minister. Protocol Queensland
maintains regular liaison with protocol areas of other governments. This ensures a consistent approach to
protocol matters particularly at events attended by representatives from different tiers of government. It also
ensures positive working relationships between governments are developed and maintained.
If a proposed function is to include representatives of another government, that governments protocol
area should be contacted early in the function planning phase and contact maintained during the course of
planning and delivery of the function. This assists in the efficient and effective delivery of the function and
enhances the likelihood of its success.
Governments of nations other than Australia also have their own protocol teams.
If a proposed function is likely to include representatives from another government, Protocol Queensland
should be consulted for advice and direction. This is particularly relevant if the representatives attending the
function are from a nation other than Australia.
Non-government
Some non-government organisations also maintain protocol areas undertaking functions similar to that of a
government protocol area. Liaison with that organisations protocol area should be maintained throughout the
planning and delivery of the function. Any further queries in relation to protocol areas of non-government
organisations should be directed to Protocol Queensland.
9.2 Parliament House, Queensland
Protocol at Parliament House in Queensland is handled by the Protocol Officer of the Legislative Assembly
on behalf of the Speaker. The Protocol Officer organises protocol duties required of the Speaker for visiting
delegations and senior officials from interstate and overseas, and for community organisations. A Functions
Co-ordinator coordinates all functions, meetings, forums and conferences held at Parliament House. It is a
requirement that all functions held at Parliament House must be hosted by a Member of Parliament. Enquiries
on Parliament House protocol and event activities should be directed to the Protocol Officer on telephone
3406 7723. Function enquiries can be directed to the Functions Co-ordinator on telephone 3406 7381.
9.3 Government House, Queensland
The Office of the Governor, located at Government House, supports the official program of the Governor,
including the provision of advice to organisations and individuals seeking the Governors support or
involvement. The Office coordinates all functions and commitments held at Government House, as well as
those events and activities which the Governor attends elsewhere in the State. The Office of the Governor also
acts as the representative of the Honours Secretariat in relation to the award and presentation of Australian
honours and awards.
Enquiries should be directed to the Office of the Governor, Government House, 168 Fernberg Road,
Paddington, GPO Box 434 Qld 4064, telephone 3858 5700 or visit the website <www.govhouse.qld.gov.au>.
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Section 10 References
10.1 Publications
The books and other publications listed below are a selection of primary authorities on protocol and related
matters. Departmental libraries can assist with other publications that deal with protocol, general etiquette,
cultural customs and international etiquette.
Books and Texts
Title Author Reference
Australian Flags 1998, Awards and National Symbols
Branch, Department of the Prime
Minister and Cabinet
The Australian Honours System 1991, Awards and National Symbols
Branch, Department of the Prime
Minister and Cabinet
Australian Protocol and Procedures Joel, Sir Asher 1988, Angus & Robertson, Sydney
Dear You - A Guide to Forms of
Address
Hyslop, Robert 1991, Australian Government
Publishing Service, Canberra
De Bretts Correct Form Gullen, Zoe 1999, Headline Book Publishing,
London
Flying the Flag, The State of
Queensland Flag **
2002, Protocol Queensland,
Department of the Premier and
Cabinet
A Guide to the Wearing of Insignia 1993, Australian Honours Secretariat,
Office of the Official Secretary to the
Governor-General
International Business Etiquette Sabath, Ann Marie 1999, Career Press, New Jersey
The National Honours and Awards of
Australia*
Maton, Michael 1995, Kangaroo Press Ltd
Order of Australia 1997, Australian Honours Secretariat,
Office of the Official Secretary to the
Governor-General
Protocol The Complete Handbook of
Diplomatic, Official and Social Usage*
McCaffree, Mary Jane; Innis, Paul 2002, Durban House Publishing
Company, Washington D.C.
Corporate identity and State
emblems**
2005, Protocol Queensland,
Department of the Premier and
Cabinet
Whitakers Almanack (Annual) The Stationery Office,
London
Whos Who in Australia (Annual) Crown Content, Melbourne
Whos Who Guide to Protocol Ford, David 2001, Crown Content, Melbourne
All titles held in Research Services, Department of the Premier and Cabinet, except as indicated by *.
Corporate identity and State emblems and Flying the Flag, as indicated by ** are available from Protocol
Queensland.
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10.2 Websites
The websites listed below are a selection of sites of organisations and topics referred to in this Handbook, and
are by no means exhaustive. In relation to awards, many of these websites contain nomination forms, key
information and contact details including email addresses.
Organisation or topic Internet address
Australia Day Council www.australia.org.au
Australian Honours and Awards www.itsanhonour.gov.au
Australian, Young Australian and Senior Australian of the
Year Awards
www.australianoftheyear.org.au
Government House, Queensland www.govhouse.qld.gov.au
Multicultural Photographic Awards www.photographicawards.qld.gov.au/be_involved/
Premiers Awards for Excellence in Public Sector
Management
Queensland Greats
Premiers Literary Awards
Queensland Multicultural Service Awards
Queenslander and Young Queenslander of the Year Awards
www.premiers.qld.gov.au/awardsevents/awards
Premiers Export Awards www.exportawards.qld.gov.au
Premiers Awards for Queensland Seniors www.communities.qld.gov.au/seniors/events
Protocol Queensland www.premiers.qld.gov.au/About_the_department/
About_us/divsworkunits/governance/stateaffairs/
Protocols Asian business www.asiasociety.org/events/
Queensland Parliament House www.parliament.qld.gov.au
Queensland Week www.premiers.qld.gov.au/awardsevents/events/
queenslandweek/
Reconciliation Awards for Business www.reconciliation.qld.gov.au
Smart Womens Award www.women.qld.gov.au
SMART Awards www.smartawards.qld.gov.au
Protocol Handbook
Government Officers
Protocol Queensland
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Protocol Handbook
Government Officers
Protocol Queensland
Page 44
Section 11 Attachments
1.3 Judiciary
1.6 Military
1.7 Religious
1.9 Sister States
5.2 Rectangular seating
Attachment 7 Australian Order of Precedence for Honours and Awards
8.2 Nomination form
9.2 Nomination form
10.2 Nomination form
Attachment 11 Request for congratulatory letters
11.1 Information sheet
11.2 Request form
Attachment 12 Gift authority form
Protocol Handbook
Government Officers
Protocol Queensland

Key:
PN Postnominals
Title Mr, Mrs, Ms, Sir, Lady, etc
Ptnr Partner
Envelope Salutation Invitation Place card How referred to How addressed
Royalty
The Queen
Write to the Private Secretary to N/A By letter through the Premiers Her Majesty Her Majesty The Queen First and last meeting on each
Her Majesty The Queen Department to allow a formal invitation occasion Your Majesty.
to be extended Otherwise Maam
A Royal Duke
His Royal Highness the Prince Your Royal Highness By letter through the Premiers His Royal Highness His Royal Highness the Duke of... Your Royal Highness, then Sir
Philip, Duke of Edinburgh or His Department to allow a formal invitation
Royal Highness the Duke of... to be extended
A Prince
His Royal Highness the Prince... Your Royal Highness By letter through the Premiers His Royal Highness or The His Royal Highness or The Your Royal Highness, then Sir
or His Royal Highness the Department to allow a formal invitation Prince (of)... Prince (of)...
Prince of... to be extended
A Princess
Her Royal Highness the Princess... Your Royal Highness By letter through the Premiers Her Royal Highness or The Her Royal Highness or The Your Royal Highness, then Maam
or Her Royal Highness the Department to allow a formal invitation Princess (of)... Princess (of)...
Princess of... to be extended
Vice-Regal
The Governor-General
His/Her Excellency [Title] [First name] Your Excellency Letter to the Offcial Secretary or His/Her Excellency or The His/Her Excellency The Your Excellency then [Title],
[Surname], [PN], Governor-General Governor-General Governor-General Governor-General of the [First name]
of the Commonwealth of Australia Commonwealth of Australia
Governor-Generals partner
His/Her Excellency [Title] [First name] Your Excellency or Dear [Title] Letter to the Offcial Secretary or His/Her Excellency or His/Her Excellency or Your Excellency then [Title],
[Surname], [PN], Government House, [Surname] to [Title] [Surname] [Title] [Surname] [Title] [Surname] [Surname]
Canberra ACT 2600
1.1 Royalty and Vice-Regal (cont)
Vice-Regal
Governor
Her Excellency [Title] [First name] Your Excellency Letter to the Offcial Secretary or Her Excellency or Your Excellency Your Excellency
[Surname], [PN], Governor of ... to Her Excellency The Governor of Queensland
Governors partner
[Title] [Surname], [PN] Dear [Title] [Surname], [PN] Letter to the Offcial Secretary or [Title] [Surname] [Title] [Surname] [Title] [Surname]
[Title] [Surname], [PN]
Former Governors/Administrators
(a number may be Knights and/or
entitled to retain the title of Honourable)
The Hon. [Title] [Surname], [PN] Dear [Title] [First name] The Hon. [Title] [First name] [Surname] The Hon. [Title] [First name] [Surname] The Hon. [Title] [First name] [Title] [First name]
[PN] and [Ptnr Title] [Ptnr Surname]

Premier
The Hon. [First name] [Surname] MP Dear Premier or Premier or The Honourable [Initial]. [Surname] MP, The Premier or the Hon. The Honourable Premier of Premier or [Title] [Surname]
Premier of Queensland Dear [Title] [Surname] Premier of Queensland [Initial]. [Surname] MP Queensland
and [Ptnr Title] [Ptnr Surname]
Prime Minister
The Hon. The Prime Minister of Dear Prime Minister The Honourable [Initial]. [Surname] MP, The Prime Minister The Hon. The Prime Minister of Prime Minister or [Title],
Australia Prime Minister of Australia and Australia [Surname]
[Ptnr Title] [Ptnr Surname]
Leader of the Queensland
Opposition (The title Honourable is not
automatically used with the position and
refects guidelines as detailed in Section 8)
The Hon. [First name] [Surname] MP Dear [Title] [Surname] The Honourable [Initial]. [Surname] MP, Leader of the Opposition or The Hon. The Honourable [Title] [Surname], [Title] [Surname]
Leader of the Opposition and [Ptnr Title] [Ptnr Surname] [Initial]. [Surname] MP MP, Leader of the Opposition

Members of the Federal Executive Council
The Hon. [Initial]. [Surname] MP, Dear Minister or Dear [Title] The Honourable [Initial]. [Surname] MP, The Hon. [Initial]. [Surname] MP The Hon. [Initial]. [Surname] MP, [Title] [Surname] or Minister
Minister for... [Surname] and [Ptnr Title] [Ptnr Surname] Minister for... or The Hon. Minister
for...
OR
Senator the Hon. [Initial]. [Surname] MP, Dear Senator [Surname] Senator the Hon. [Initial]. [Surname] Senator the Hon. [Initial]. [Surname] Senator the Hon. [Initial]. [Surname] Senator or Minister [Surname]
Minister for... and [Ptnr Title] [Ptnr Surname] Minister for... or The Hon. Minister
for...
Note: Portfolio responsibilities may change and can be checked on the internet
version of the handbook <www.premiers.govnet.qld.gov.au>
(cont)
Members of Executive Council
The Hon. [Initial]. [Surname] MP, Dear Minister or Dear [Title] The Honourable [Initial]. [Surname] MP, The Hon. [Initial]. [Surname] MP The Hon. [Initial]. [Surname] MP, [Title] [Surname] or Minister
Minister for... [Surname] and [Ptnr Title] [Ptnr Surname] Minister for... or The Hon. Minister
for...
Speaker of the Legislative
Assembly
The Hon. [Initial]. [Surname] MP, Dear [Title] Speaker The Honourable [Initial]. [Surname] MP, The Hon. [Initial]. [Surname] MP, The Hon. [Initial]. [Surname] MP, [Title] Speaker
Speaker of the Legislative Assembly and [Ptnr Title] [Ptnr Surname] or The Speaker Speaker of... Legislative Assembly
of Queensland of Queensland
Speaker of House of
Representatives
The Hon. [Initial]. [Surname] MP, Dear [Title] Speaker The Honourable [Initial]. [Surname] MP, The Hon. [Initial]. [Surname] MP, The Hon. [Initial]. [Surname] MP, [Title] Speaker
Speaker of the House of and [Ptnr Title] [Ptnr Surname] or [Title] Speaker Speaker of the House of
Representatives Representatives
Members of Parliament
[Title] [Initial]. [Surname] MP Dear [Title] [Surname] [Title] [Initial]. [Surname] MP [Title] [Initial]. [Surname] MP [Title] [Initial]. [Surname] MP, [Title] [Surname]
The Honourable [Initial]. [Surname] or the Member for...
Members of other Legislatures
The Hon. [Initial]. [Surname] MLC* Dear [Title] [Surname] [Title] [Initial]. [Surname] MLC [Title] [Initial]. [Surname] MLC [Title] [Initial]. [Surname] MLC [Title] [Surname]
[Title] [Initial]. [Surname] MLC and [Ptnr Title] [Ptnr Surname]

President of the Senate
Senator the Hon. [Initial]. [Surname], Dear [Title] President Senator the Hon. [Initial]. [Surname] Senator [Surname] Senator the Hon. [Initial]. [Surname] [Title] President
President of the Senate [Ptnr Title] [Ptnr Surname] President of the Senate

Senator
Senator the Hon. [Initial]. [Surname], Dear Senator [Surname] Senator the Hon. [Initial]. [Surname] Senator the Hon. [Initial]. [Surname] Senator the Hon. [Initial]. [Surname], Senator
President of the Senate Minister for or The Hon. the Minister
Former Premiers
The Hon. [Initial]. [Surname] Dear [Title] [Surname] The Hon. [Title] [First Name] [Surname] The Hon. [Title] [First Name] [Surname] [Title] [First Name] [Title] [First Name]
Former Executive Councillors who retain the title Honourable
The Hon. [Initial]. [Surname] Dear [Title] [Surname] The Hon. [Initial].[Surname] and The Hon. [Initial].. [Surname] The Hon. [Initial].. [Surname] [Title] [Surname]
*Other states have two Houses of Parliament a Legislative (or House of) Assembly and a Legislative Council. Therefore, in other States, the title could be MP, MHA, MLA or MLC MP is used instead
of MLA in NSW, Vic and SA, MHA in Tasmania. (Queensland only has a Legislative Assembly.) Prior to October 2000 members of the Queensland Legislative Assembly used the suffx MLA. The Com-
monwealth Parliamentary Association (Queensland Branch) on 19 October 2000 resolved that Members of the Legislative Assembly should be known as MP and not MLA.
(A number may be Knights and have been permitted to retain the title of Honourable, eg. for a former Premier although not all former Queensland Premiers have retained the title Honourable.)
A person who has been a member of the Executive Council for longer than 3 years may, upon application and subsequent approval, retain the title Honourable.
Envelope Salutation Invitation Place card How referred to How adddressed
(cont)
Former Members of the Executive Council
(Who dont retain the title Honourable)
[Title] [Initial]. [Surname] Dear [Title] [Surname] [Title] and [Ptnr Title] [Initial]. [Surname] [Title] [Initial]. [Surname] [Title] [Initial]. [Surname] [Title] [Surname]
1.3 Judiciary
Chief Justice
The Hon. [Firstname] [Surname], [PN]
Chief Justice of Queensland or The
Hon. [Title] Justice [Initial]. [Surname],
[PN] Chief Justice of Queensland
Dear Chief Justice or Your
Honour
The Hon. [First Name] [Surname], [PN] and
The Chief Justice The Hon. The Chief Justice of
Queensland
Chief Justice
Justices of The Supreme Court
The Hon. [Title] Justice [Initial].
[Surname] [PN]
Dear Justice [Surname] The Hon. [Title] Justice [Initial]. [Surname]
The Hon. [Title] Justice [Initial].
[Surname]
[Surname], Justice of the Supreme
Court of Qld
Your Honour or Justice [Surname]
District Court Judges
His Honour Judge [Initial]. [Surname] Dear Judge His Honour Judge [Initial]. [Surname] [PN]
and [Ptnr Title] [Ptnr Surname]
Judge [Surname] His Honour Judge [Initial].
[Surname] of the District Court
Judge
Former Chief Justices
(A number may be knights and/or entitled to retain the title of Honourable.)
The Hon. [Title] [First Name]
[Surname], [PN]
Dear [Title] [First Name]
[Surname]
The Hon. [Title] [First Name] [Surname]
The Hon. [Title] [First Name] [Surname] [Title] [First Name] [Surname] [Title] [First Name] or [Title]
[Surname]
Former Justices of The Supreme Court
Former Justices are entitled to retain the title, Honourable, following application for its use and receiving subsequent approval.
The Hon. [Initial]. [Surname] Dear [Title] [Surname] The Hon. [Initial]. [Surname] and [Ptnr
Title] [Ptnr Surname]
The Hon. [Initial]. [Surname] The Hon [Initial]. [Surname] [Title] [Surname]
The Lord Mayor Of Brisbane
The Right Hon. The Lord Mayor
of Brisbane, Councillor [Initial].
[Surname]
Dear Lord Mayor Male Mayor: The Right Hon. The Lord
Mayor (and the Lady Mayoress) of
Brisbane,
or
Female Mayor: The Right Honourable The
Lord Mayor of Brisbane (and [Ptnr Title]
[Initial]. [Ptnr Surname])
The Right Hon. the Lord Mayor of
Brisbane, Cr [Initial].. [Surname]
Lord Mayor
Lord Mayor
Mayors of other Cities and Towns
Cr [Initial]. [Surname], Mayor of ...,
or His/Her Worship the Mayor of ..., Cr
[Initial]. [Surname]
Dear Cr [Surname] or Dear [Title]
Mayor
Cr [Surname] [PN] and [Ptnr Title] [Ptnr
Surname] or His/Her Worship the Mayor of
... and [Ptnr Title] [Ptnr Surname]
Cr [Initial]. [Surname] or His/Her
Worship The Mayor or The Mayor of
the City of ...
Cr [Surname] or His/Her Worship
the Mayor or The Mayor of the City
of ...
Cr [Surname] or [Title] Mayor
1.4 Local Government (cont)
Councillors
Cr [Initial]. [Surname] Dear Cr [Surname] Cr and [Ptnr Title] [Initial]. [Ptnr Surname] Cr [Surname] Cr [Surname] Cr [Surname]
Ambassadors
His/Her Excellency [Title] [Initial].
[Surname], Ambassador of ...
Your Excellency His/Her Excellency [Title] [Initial].
[Surname] and [Ptnr Title] [Ptnr Surname]
His/Her Excellency His/Her Excellency or The
Ambassador of...
Your Excellency or [Title]
Ambassador
High Commissioners
His/Her Excellency [Title] [Initial].
[Surname], High Commissioner for ...
Your Excellency His/Her Excellency [Title] [Initial].
[Surname]
His/Her Excellency His/Her Excellency or The High
Commissioner for ...
Your Excellency or [Title] High
Commissioner
Charge daffaires
[Title] [Initial]. [Surname], Charge
dAffaires, Embassy
Dear [Title] [Surname] [Title] [Initial]. [Surname] and [Ptnr Title]
[Ptnr Surname]
[Title] [Initial]. [Surname] [Title] [Initial]. [Surname], Charge
dAffaires ... Embassy
[Title] [Surname]
Consuls
[Title] [Initial]. [Surname], Consul
(or Honorary Consul) of ...
Dear [Title] [Surname] [Title] and [Ptnr Title] [Surname] [Title] [Surname] [Title] [Initial]. [Surname],
The Consul of ...
[Title] [Surname] or [Title] Consul
1.6 Military
Senior offcers according to rank
Military Maj. Gen. [Initial]. [Surname]
[PN]
Dear Maj. Gen. [Surname] Maj. Gen. [Initial]. [Surname], [PN] and
or
Maj. Gen. [Initial]. and [Ptnr Title]
[Ptnr Surname]
Maj. Gen. [Initial]. [Surname] General [Surname], Commander... General or Sir/Madam
Air Force Air Commodore [Initial].
[Surname] [PN]
Dear Air Commodore [Surname] Air Commodore [Surname], [PN] and
or
Air Commodore and [Ptnr Title] [Surname]
Air Commodore [Surname] Air Commodore [Surname], Offcer
Commanding...
Air Commodore or Sir/Madam
Naval Captain [Initial].. [Surname]
[PN]
Dear Captain [Surname] Captain [Initial]. [Surname] [PN] and
or
Captain and [Ptnr Title] [Surname]
Captain [Initial]. [Surname] Captain [Surname], Naval Offcer
Commanding...
Captain or Sir/Madam
1.7 Religious
Heads of Anglican Church of
Australia
Archbishop
His Grace the Most Rev. [Initial].
[Surname], Archbishop of ...
or
The Most Rev. the Archbishop of ...
Your Grace or Most Rev. Sir His Grace the Archbishop of... and
[Ptnr Title] [Initial]. [Ptnr Surname]
Archbishop [Surname] His Grace the Most Rev. [Initial].
[Surname], Archbishop of...
Your Grace
1.7 Religious (cont)
Bishop
The Right Rev. [Initial]. [Surname],
Bishop of ...
or The Right Rev. the Bishop of ...
Dear Bishop or My Lord Bishop
or Right Rev. Sir
The Right Rev. [Initial]. [Surname] and
or The Right Rev. [Initial]. and [Ptnr Title]
[Ptnr Surname]
Bishop [Surname] The Right Rev. [Initial]. [Surname],
Bishop of ...
or Bishop of ..., Bishop [Surname]
Bishop [Surname] or My Lord
Dean
The Very Rev. [Initial]. [Surname],
Dean of ...
or The Very Rev. the Dean of ...
Dear Dean or Very Rev. Sir The Dean of ..., The Very Rev. [Initial].
[Surname], and [Ptnr Title] [Ptnr Surname]
Dean [Surname] The Very Rev. [Initial]. [Surname],
Dean of ...
or Dean of ..., Dean [Surname]
Dean [Surname]
Archdeacon
The Venerable Archdeacon [Initial].
[Surname], Archdeacon
Dear Archdeacon The Venerable Archdeacon and [Ptnr Title]
[Initial]. [Ptnr Surname] or
The Venerable Archdeacon [Initial].
Archdeacon [Surname] The Venerable Archdeacon
[Surname], Archdeacon of...
or Archdeacon [Surname],
Archdeacon of...
Archdeacon [Surname]
Canon
The Rev. Canon [Initial]. [Surname] Dear Canon [Surname] The Rev. Canon and [Ptnr Title] [Initial].
[Ptnr Surname] or The Rev. Canon [Initial].
Canon [Surname] The Rev. Canon [Initial]. [Surname] Canon [Surname]
Other clergy
The Rev. [Initial]. [Surname] Dear Rev. [Surname] or Dear
Father [Surname] or Dear Rector
or Dear Vicar
The Reverend and [Ptnr Title] [Ptnr
Surname]
The Rev. [Initial]. [Surname] The Rev. [Initial]. [Surname] Father [Surname]
or [Title] [Surname]
Catholic Church in Australia
Cardinal
His Eminence the Cardinal Archbishop
of...
or His Eminence Cardinal [Surname]
Your Eminence or Dear Cardinal By letter Cardinal [Surname] His Eminence the Cardinal
Archbishop of...or Cardinal
[Surname]
Your Eminence
Archbishop
His Grace the Most Rev. [Initial].
[Surname], Archbishop of ...,
or The Most Rev. the Archbishop of ...
Your Grace or Most Rev. Sir His Grace the Archbishop of... Archbishop [Surname] His Grace the Most Rev. [Initial].
[Surname], Archbishop of...
or Archbishop [Surname]
Your Grace
Bishop
The most Rev. [Initial]. [Surname],
Bishop of ...,
or The Most Rev. Bishop of ...
My Lord or Dear Bishop The Right Rev. [Initial]. [Surname] or
Bishop of
Bishop [Surname] The Right Rev. [Initial]. [Surname],
Bishop of
or Bishop [Surname]
My Lord
Monsignor
The Rev. Monsignor [Initial]. [Surname] Dear Monsignor The Rev. Monsignor [Initial]. [Surname] Monsignor [Surname] The Rev. Monsignor [Initial].
[Surname]
Monsignor [Surname]
1.7 Religious (cont)
Clergy of all denominations with rank of
Priest
The Rev. [Initial]. [Surname] Dear Father [Surname] The Rev. [Initial]. [Surname] Father [Surname] Father [Surname] Father
The Right Reverend
The Right Rev. [Initial]. [Surname] Dear [Title] [Surname] The Right Rev. [Initial]. [Surname] The Right Rev. [Initial]. [Surname] The Right Rev. [Initial]. [Surname] [Title] [Surname] or Rev.
[Surname]
The Reverend
The Rev. [Initial]. [Surname] Dear [Title] [Surname] The Rev. [Initial]. [Surname] The Rev. [Initial]. [Surname] The Rev. [Initial]. [Surname] [Title] [Surname] or Rev.
[Surname]
Jewish Rabbi
Rabbi [Initial]. [Surname] Dear Rabbi [Surname] Rabbi [Initial]. [Surname] Rabbi [Surname] Rabbi [Surname] Rabbi [Surname]
Pastor
Pastor [Initial]. [Surname] Dear [Title] [Surname] Pastor [Initial]. [Surname] Pastor [Surname] Pastor [Surname] Pastor [Surname]
Salvation Army
(Rank) [Initial]. [Surname] Dear (Rank) [Surname] (Rank) [Surname] (Rank) [Surname] (Rank) [Surname] (Rank) [Surname]
Privy Councillors
Normally former Governors-General or Senior Parliamentarians. The post nominals PC after the name are not used in Australia. The practice of conferring the honour of Privy Councillor was discontinued in 1990.
The Right Hon [Initial]. [Surname] [PN] Dear [Title] [Surname] The Right Hon [Initial]. [Surname] [PN] and
The Right Hon [Initial]. [Surname] [Title] [Surname] [Title] [Surname]
Citizens with honours or
decorations
[Title] [Initial]. [Surname], OAM Dear [Title] [Surname] [Title] [Surname], OAM and [Title]
[Surname]
[Title] [Initial]. [Surname] OAM [Title] [Surname] [Title] [Surname]
Knights of the various orders
KBE is used as an example only refer to Order for Precedence of Honours and Awards
Sir [First Name] [Surname], KBE Dear Sir [First Name] Sir [First Name] [Surname], KBE & Lady
[Surname]
Sir [First Name] [Surname], KBE Sir [First Name] [Surname], KBE Sir [First Name]
Dear Dame [First Name] Dame [First Name] In her own right Dame [First Name]
[Surname], DBE and [Ptnr Title]
[Ptnr Surname]. In her husbands honour
[Title] [Initial]. [Surname] and Dame [First
Name] [Surname], DBE
Dame [First Name] Dame [First Name] [Surname] Dame [First Name]
Knights Bachelor Dear Sir [First Name] Sir [First Name] & Lady [Surname] Sir [First Name] [Surname] Sir [First Name] [Surname] Sir [First Name]
1.9 Sister States
The Queensland Government has Sister State arrangements with:
State of South Carolina, United States of America;
Municipality of Shanghai, Peoples Republic of China;
Prefecture of Saitama, Japan;
Prefecture of Osaka, Japan;
Province of Gyeonggi, Republic of Korea;
Province of Central Java, Republic of Indonesia.
United States of America
Governor
The Honorable [First Name] [Surname]
Governor of [State]
Dear Governor [Surname] The Honorable [First Name] [Surname]
Governor of [State]
The Governor of [State] Governor [Surname]
or
The Honorable [First Name]
[Surname], Governor of [State] (or
the State of [State])
Governor [Surname]
or
Governor
or
Sir
Lieutenant Governor of a State
The Honorable [First Name] [Surname],
Lieutenant Governor of [State]
Dear [Title] [Surname] [Title] [Surname] [Title] [Surname] [Title] [Surname]
or
[Surname], Lieutenant Governor of
[State]
[Title] [Surname]
President of the Senate of a State
President of the Senate of the State
of [State]
Dear [Title] [Surname] [Title] [Surname] [Title] [Surname] [Title] [Surname] or
The President of the Senate of
[State], [Title] [Surname] or The
Honorable [First Name] [Surname],
President of the Senate of the State
of [State]
[Title] [Surname]
State Senator
[State] Senate (or Senate of [State])
Dear [Title] [Surname] [Title] [Surname] [Title] [Surname] [Title] [Surname]
or
[Surname], [State] State Senator
[Title] [Surname]
Peoples Republic of China
Governor
His/Her Excellency [Surname] [First
name] Governor of [Province]
Your Excellency His/Her Excellency [Surname] [First name]
Governor of [Province]
His/Her Excellency His/Her Excellency Your Excellency [Surname]
or
Governor [Surname]
Mayor of Shanghai
His/Her Excellency [Surname] [frst
name] Mayor of Shanghai
Your Excellency His/Her Excellency [First Name] [Surname]
Mayor of Shanghai
His/Her Excellency His/Her Excellency Your Excellency [Surname]
or
Mayor [Surname]
Secretary Chinese Communist
Party
His/Her Excellency [Surname] [frst
name] Party Secretary of [Place Name]
Your Excellency His/Her Excellency His/Her Excellency [Surname] Party
Secretary of [Place Name]
His/Her Excellency Your Excellency
or
Party Secretary [Surname]
Members of the Peoples Congress; Members of the Standing Committee; Chinese Peoples Political Consultative Congress
[Position] Mr/Madame [Surname]
[First Name]
Dear Mr/Madame [Surname] [Position] Mr/Madame [Surname] [Position] Mr/Madame [Surname] [Position] [Surname]
or
Mr/Madame [Surname]
Mr/Madame [Surname]
Japan
Governor
His/Her Excellency [First Name]
[Surname] Prefecture of [Saitama/
Osaka]
Prefecture of [Saitama/Osaka]
His/Her Excellency His/Her Excellency Your Excellency
Vice-Governor
His/Her Excellency [First Name]
[Surname] Vice-Governor Prefecture of
[Saitama/Osaka]
Vice-Governor Prefecture of [Saitama/
Osaka]
His/Her Excellency His/Her Excellency Your Excellency
Republic of Korea
Governor
[Title] [Surname] [First Name] Governor
of Gyeonggi Province
Dear [Title] [Surname] [Title] [Surname] [First Name] Governor of
Gyeonggi Province
[Title] [Surname] [Title] [Surname] [Title] [Surname]
Members of National, Provincial of Municipal Assembly
[Title] [Surname] [First Name] [Position] [Title] [Surname] [Title] [Surname] [First Name] [Position] [Title] [Surname] [Title] [Surname] [Title] [Surname]
Republic of Indonesia
Note: Indonesian offcials tend to use abbreviated military and academic titles before their names
Governor
His/Her Excellency [Title Military or
academic] [First Name] [Surname]
Province of Central Java
Your Excellency His/Her Excellency [Title Military or
academic] [First Name] [Surname] Province
of Central Java
His/Her Excellency [Surname] His/Her Excellency [Surname] Your Excellency
Vice-Governor
His/Her Excellency [Title Military or
academic] [First Name] [Surname]
Province of Central Java
Your Excellency His/Her Vice-Excellency [Title Military or
academic] [First Name] [Surname] Province
of Central Java
His/Her Excellency His/Her Vice-Excellency Your Excellency
The Honourable Anna Bligh MP
on behalf of the Government of Queensland
requests the pleasure of the company of
[Name]
at a [function description] in the honour of
[Guest of Honour]
[Venue]
[Date]
[Time]
RSVP: [Date]
Fax: [Fax number]
Phone: [Telephone number]
Dress: [Dress standard]
[Reception Title]
q Accept q Decline
Name/s:
Organisation:
Phone: Fax:
Email:
Please complete and fax OR phone OR email OR post to:
[Department] by COB [RSVP date]
Fax: [Fax number]
Email: [Email address]
Address: [Address]
Parking: [Parking details]
[Reception Title]
q Accept q Decline
Name/s:
Organisation:
Phone: Fax:
Email:
Please complete and fax OR phone OR email OR post to:
[Department] by COB [RSVP date]
Fax: [Fax number]
Email: [Email address]
Address: [Address]
Parking: [Parking details]
[Function Name]
[Venue]
[Date]
[ ]am/pm Function Coordinator/s [Name/s, Title/s ] in attendance
[ ]am/pm Host, [Name, Title] arrives and greets guests
[ ]am/pm Guests arrive drinks and food served
[ ]am/pm Speeches
Master of Ceremonies, [Name, Title] introduces the Host, [Name, Title]
Host speaks
Guest of Honour, [Name, Title] responds
Master of Ceremonies announces conclusion of formalities and invites
guests to enjoy hospitality
[ ]am/pm Function scheduled to conclude
1. The seatlng arrangement at the cfflclal table shcws the guest cf hcncur seated tc the rlght-hand slde cf the hcst wlth the
guest cf hcncur's spcuse slttlng tc the hcst's left and hcst's spcuse slttlng next tc the guest cf hcncur.
2. Table 2 shcws an alternatlve seatlng arrangement whlch cculd be used fcr the cfflclal table wlth the hcst and the guest
cf hcncur slttlng tcgether, and thelr respectlve spcuses slttlng tcgether.
3. Table 3 shcws a seatlng plan fcr a table cf 10.
/. The cfflclal table shculd be clcse tc the stage]lectern.
Fcst
0uest cf hcncur's
spcuse
0uest 2
0uest 1's spcuse
0uest 2's spcuse
0uest 1
Fcst's spcuse
0uest cf hcncur
Stage]lectern
Fcst
0uest 2
0uest 1's
spcuse
0uest cf hcncur's
spcuse
Fcst's spcuse
0uest 2's
spcuse
0uest 1
0uest cf hcncur
Fcst
0uest 3's
spcuse
0uest cf hcncur
0uest 3
0uest 2's
spcuse
0uest 1's
spcuse
0uest cf hcncur's
spcuse
Fcst's spcuse
0uest 2
0uest 1

Luncheon]0inner in Ronour of
(Cuest of Ronour etc...)
Rost: e. 1he Ron ____________MP
0ay 0ate Year
3
8
6
4
1
5
7
9
Cuest of Ronour's Partner
Rost
Cuest of Ronour
Rost's Partner
2
10

w
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w
l
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w
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w
l
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s
w
l
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w
s
1, 2, 3, /, 5 etc - Ufflclal guests ln crder cf senlcrlty
entrance
5.2 Rectangular seating
1. The Governor (Governor-General)
2. The Premier
3. The Prime Minister of Australia
4. The Chief Justice of Queensland
5. Members of the Queensland Executive Council
6. The Speaker of the Legislative Assembly of Queensland
7. The President of the Senate and the Speaker of the House of Representatives of the Commonwealth of
Australia according to date of appointment
8. The Chief Justice of Australia
9. Ambassadors and High Commissioners according to their seniority with the Diplomatic Corps in
Australia
10. (a) Former Governors-General according to date of leaving offce
(b) Former Governors according to date of leaving offce
(c) Former Administrators according to date of leaving offce
(d) Former Premiers according to date of leaving offce
(e) Former Prime Ministers according to date of leaving offce
(f) Former Chief Justices according to date of leaving offce
11. Members of the Federal Executive Council
12. Leader of the Opposition in the Legislative Assembly of Queensland
13. Privy Councillors
14. Justices of the Supreme Court of Queensland according to seniority
15. Justices of the High Court of Australia according to seniority
16. Justices of the High Court of Australia and the President of the Conciliation and Arbitration Commission
according to date of appointment
17. The Lord Mayor of Brisbane within the City
18. Members of the Legislative Assembly of Queensland
19. (a) Former members of the Queensland Executive Council who retain the title Honourable
(b) Former members of the Queensland Executive Council
(c) Former Justices of the Supreme Court of Queensland
20. Members of other Legislatures
21. Judges of the Federal Courts of Australia and Deputy Presidents of the Conciliation and Arbitration
Commission according to the dates of frst appointment to any one of those offces
22. Masters of the Supreme Court according to seniority
23. Chairman and Judges of the District Courts of Queensland
24. Senior Offcers in Queensland commanding the Naval, Military and Air Forces according to seniority of
rank and date of appointment
25. Heads of Churches and Religious Communities*
26. Consuls-General, Consuls and Vice-Consuls according to their seniority in the consular Corps
in Queensland
27. The Permanent Heads of State Government Departments, Members of the Industrial
Conciliation and Arbitration Commission, Members of the Land Court and Statutory Offcials,
President of the Land and Resources Tribunal.
28. Recipients of Decorations and Honours taking precedence above an Offcer of the Order
of Australia in accordance with the order shown in the Australian Order of Precedence of
Honours and Awards
*Archbishops of the Anglican Church of Australia and the Catholic Church to take precedence according to the
dates of their respective Enthronements. As appropriate, other denominations ranked on an adherent basis
according to census fgures
POSTNOMINAL HONOUR OR AWARD
VC Victoria Cross
GC George Cross
CV Cross of Valour
KG/LG Knight/Lady of the Garter
KT/LT Knight/Lady of the Thistle
GCB Knight/Dame Grand Cross of the Order of the Bath
OM Order of Merit
AK/AD Knight/Dame of the Order of Australia
GCMG Knight/Dame Grand Cross of the Order of St Michael and St George
GCVO Knight/Dame Grand Cross of the Royal Victorian Order
GBE Knight/Dame Grand Cross of the Order of the British Empire
AC Companion of the Order of Australia
CH Companion of Honour
KCB/DCB Knight Commander of the Order of the Bath
KCMG/DCMG Knight/Dame Commander of the Order of St Michael and St George
KCVO/DCVO Knight/Dame Commander of the Royal Victorian Order
KBE/DBE Knight Commander of the Order of the British Empire
- Knight Bachelor (Confers the title Sir no postnominal)
AO Offcer of the Order of Australia
CB Companion of the Order of the Bath
CMG Companion of the Order of St Michael and St George
CVO Commander of the Royal Victorian Order
CBE Commander of the Order of the British Empire
SG Star of Gallantry
SC Star of Courage
DSO Companion of the Distinguished Service Order
DSC Distinguished Service Cross
AM Member of the Order of Australia
LVO Lieutenant of the Royal Victorian Order
OBE Offcer of the Order of the British Empire
ISO Companion of the Imperial Service Order
MVO Member of the Royal Victorian Order
MBE Member of the Order of the British Empire
CSC Conspicuous Service Cross
NSC Nursing Service Cross
RRC Royal Red Cross (1St Class)
DSC Distinguished Service Cross
MC Military Cross
DFC Distinguished Flying Cross
AFC Air Force Cross
Attachment 7 Australian Order of Precedence for
Honours and Awards
ARRC Royal Red Cross (2nd Class)
MG Medal for Gallantry
BM Bravery Medal
DSM Distinguished Service Medal
PSM Public Service Medal
APM Australian Police Medal
AFSM Australian Fire Service Medal
ASM Ambulance Service Medal
ESM Emergency Services Medal
OAM Medal of the Order of Australia
- Order of St John
DCM Distinguished Conduct Medal
CGM Conspicuous Gallantry Medal
GM George Medal
CSM Conspicuous Service Medal
AAM Australian Antarctic Medal
QPM Queens Police Medal for Gallantry
QFSM Queens Fire Service Medal for Gallantry
DSM Distinguished Service Medal
MM Military Medal
DFM Distinguished Flying Medal
AFM Air Force Medal
QGM Queens Gallantry Medal
RVM Royal Victorian Medal
BEM British Empire Medal
QPM Queens Police Medal for Distinguished Service
QFSM Queens Fire Service Medal for Distinguished Service
Commendation for Gallantry
- Commendation for Brave Conduct
- Queens Commendation for Brave conduct
Commendation for Distinguished Service
- War Medals, Campaign Medals, Active Service Medals and Service Medals
- Police Overseas Service Medal
- Humanitarian Overseas Service Medal
Civilian Service Medal 19391945
- Polar Medal
- Imperial Service Medal
Coronation, Jubilee, Remembrance and Commemorative medals
- Defence Force Service Medal
RFD Reserve Force Decoration
- Reserve Force Medal
Defence Long Service Medal
- National Medal
Australian Cadet Forces Service Medal
- Champion Shots Medal
- Long Service Medals
- Anniversary of National Service 19511972 Medal
Foreign Awards
The Order of Precedence refects the combined Australian honours and Imperial systems. Awards in bold are those within
the Australian honours system; conferred by the Sovereign in exercise of the Royal Prerogative; those within the Order of St
John; and foreign awards authorised by the Governor
Attachment 8.1 Nomination information
What are the details of the person who is submitting the nomination?
name
homeaddressandtelephonenumber
emailaddressandmobiletelephonenumber
businessaddressandtelephonenumber
occupationandorganisation
Whatarethedetailsofthepersonbeingrecommendedfortheaward?
name
occupationorrelevantpositionandpositiontitle
dateandplaceofbirth
nationality,and,ifbornoutsideAustralia,detailsofarrivalandnaturalisation
detailsofprevioushonoursandawardsifpreviouslyreceivedanawardinthe
AustralianHonourssystemorBritishImperialAwardssystem
Whatactivitieshavebeenundertakenbythepersonbeingnominated?Describethenominees
outstandingserviceandincludeexamplesthatbestshowthenomineesachievementand
contribution.
Inwhatroleorareahasthenomineeexcelled?
Howhasthenomineedemonstratedserviceworthyofrecognition?
Howhasthenomineescontributionimpactedoneitheraparticularfeld,locality,
group,communityorhumanityatlarge?
Overwhatperiodoftimehasthenomineemadeamajorcommitment?
Hasthenomineescontributionbeenrecognisedelsewhere,suchasinthemedia,
byotherawards,interestgroupsorlocalcouncils?
Havedetailsofatleastfourrefereeswhocanmakedirectcommentonthenomination,been
provided?
nameofreferee
organisationorhomeaddressandtelephonenumber
occupationandpositiontitle
businessnumber,emailaddressandmobilenumber
The Australian honours system
celebrates the outstanding
achievements and contributions of
extraordinary Australians in a diverse
range of fields and areas of endeavour.
It is about recognising those people in
the community whose service and
contributions have had the effect of
making a significant difference to
Australian life or, more broadly, to
humanity at large.
recognises the actions and
achievements of people who go above
and beyond what could be reasonably
expected and, in doing so, encourages
national aspirations and ideals of the
highest community standards
and values.
Recipients are people from all spheres
of the community. Any individual,
community organisation, professional
body or similar group can nominate
an Australian citizen for an award.
In the Australian honours system
the Order of Australia is the
pre-eminent means of recognising
outstanding achievement and
contribution by Australians. It
rewards people who have made a
significant difference to their
community, their country or at an
international level.
The Order of Australia has four levels:
Companion of the Order (AC)
for eminent achievement and
merit of the highest degree in service
to Australia or to humanity at large;
Officer of the Order (AO)
for distinguished service of a high
degree to Australia or to humanity at
large;
Member of the Order (AM)
for service in a particular locality
or field of activity or to a particular
group; and
Medal of the Order (OAM)
for service worthy of particular
recognition.
Nominations of Australian Citizens
for an award within the Order of
Australia may be made by completing
the attached nomination form.
N O M I N A T I O N F O R M
AUSTRALIA
THE ORDER OF
Who can be nominated?
Any Australian citizen can be nominated for an award within
the Order of Australia. Any individual, community
organisation, professional body or similar group can nominate
someone for an award.
How do you prepare a nomination?
When filling out the nomination form, it is important to
provide specific examples of how the nominees
contribution(s) has been outstanding.
In addition to providing a list of appointments or positions
held by the nominee, it is helpful to include examples that
best show how the nominee has gone above and beyond what
could be reasonably expected of someone in a similar position.
In preparing the nomination, time should be devoted to
considering why you think the nominees service and
achievements are outstanding and worthy of recognition
through the Australian honours system.
How are nominations assessed?
The Council for the Order of Australia is an independent
advisory body that meets twice yearly to consider all
nominations and make recommendations to the Governor-
General on who should receive awards in the Order of
Australia. The Council also recommends the level of award.
The Council consists of 19 members from across Australia.
These include a number of public office holders,
representatives from each state and territory, and a range of
community representatives who are appointed by the
Governor-General on the recommendation of the Prime
Minister. Its diversity means that the Council has a national
perspective.
In considering nominations, the Council seeks to satisfy itself
that the person concerned has:
demonstrated achievement at a high level;
made a contribution over and above what might be
reasonably expected through paid employment; or
whose voluntary contribution to the community stands out
from others who may have also made a valuable
contribution.
The degree and value of the contribution, rather than
merely length of service, is the primary focus of the Councils
consideration. After assessing the nominations, the Council
recommends a list of recipients to the Governor-General for
approval.
Is it necessary to provide referees?
Yes, the names and address of individuals who would be in a
position to comment directly on the nominees service should
be provided. As a general guide, about four referees are
required for each nomination.
Are nominations confidential?
All nominations are strictly confidential and the information
provided will be used only to assist the Council in considering
the merits of the nomination.
The person being nominated should not be approached for
information or advised of his or her nomination at any stage.
How long does it take for nominations to be
considered?
All nominations are processed in order of receipt by the
Honours Secretariat at Government House.
Following receipt, each nomination is thoroughly researched
and referees are contacted. When all relevant information has
been obtained, the nomination is submitted to the Council
for consideration. This process can take 18 months to 2 years.
How are recipients told of their award?
Recipients are advised in writing of the offer of an award. The
names of successful nominees are published twice a year, on
Australia Day (26 January) and the day set aside in June to
officially commemorate The Queens Birthday.
Are nominators advised?
Nominators are advised of the outcome of their nomination
approximately one week prior to the official publication of
the Honours List for which the nomination was considered.
More information or help?
If you have any further questions, or require guidance in the
preparation of the nomination, please call the Honours
Secretariat, Government House, Canberra on telephone
(02) 6283 3604.
The above information is available in Italian, Polish, Greek,
Vietnamese, Traditional Chinese and Croatian. You must,
however, complete the nomination form in English.
To receive a copy of this information in any of the above
languages, or additional nomination forms, you may leave
your name and postal address on the Honours Secretariats 24
hour toll free number 1800 552 275. You may also visit the
website at www.itsanhonour.gov.au to obtain a
nomination form.
AUSTRALIA
THE ORDER OF
Please ensure that all sections marked with an asterix (*) are completed.
*Title (Mr, Mrs, Ms,
*Surname
Dr, Prof, etc)
*Given Names
*Postal Address
Position/Title
Organisation/
Business Name
Organisation/
Business Address
State Postcode
Home No. ( ) Mobile No.
Business No. ( )
Email
Address
*Date of Birth (eg. 01/11/1956)
*Place of Birth Town/ State Country
Suburb
Was the person born outside Australia?
No Yes If yes, please complete the following section.
Date of Arrival Date of Naturalisation
Place of
Naturalisation
Certificate No.
(if known)
Details of previous honours and awards
Has the nominee previously received an award in either the Australian honours system or the British Imperial awards system?
No Yes If yes, please provide date and details of the award
TELL US ABOUT THE PERSON
YOU ARE NOMINATING FOR AN AWARD
NOTE: Nominations are confidential and under no circumstances
should the nominee be contacted for any information.
Office Use Only
S
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1
Title (Mr, Mrs, Ms Surname
or other)
Given Names
Postal Address
State Postcode
Position/Title
Organisation/
Business Name
Business No. ( )
Email
Address
Signature Date
Upon completion of this nomination form, please sign and forward by mail to
The Secretary, Order of Australia, Government House, CANBERRA ACT 2600
In this section, space has been provided for you to set out details of how the nominee has made a significant
contribution to the community, including any positions held/activities undertaken, together with relevant
dates of service. Also, please include a statement in your own words about why you think the person
should be singled out and recognised by a national award.
As a guide, you may wish to consider some of the following questions:
In what role(s) or area(s) has the nominee excelled?
How has the nominee demonstrated service worthy of recognition?
How has the nominees contribution impacted on either a particular field, locality, group, community or
humanity at large?
Over what period of time has the nominee made a major commitment?
Has the nominees contribution been recognised elsewhere (eg: in the media, by other awards,
professional/interest groups or through local government)?
What makes this person stand out from others?
S
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2
3 S
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ACTIVITIES UNDERTAKEN BY THE PERSON
DETAILS OF PERSON SUBMITTING NOMINATION
Please provide your contact details to enable officers of the Honours Secretariat,
Government House, Canberra to seek further information, if required.
S
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ACTIVITIES UNDERTAKEN BY THE PERSON
(Cont.)
NOTE: If there is insufficient space, you may provide additional information on the back of this
page or on separate sheets and attach them to the nomination form.
DETAILS OF REFEREES WHO ARE ABLE TO MAKE
DIRECT COMMENT ON THE CONTRIBUTION/SERVICE
OF THE PERSON YOU ARE NOMINATING
S
e
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t
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4
Title (Mr, Mrs, Ms, Surname
Dr, Prof, etc)
Given Names
Postal Address
Position/Title
Organisation/
Business Name
Organisation/
Business Address
State Postcode
Business No. ( )
Email
Address
Dr, Prof, etc)
Given Names
Postal Address
Position/Title
Organisation/
Business Name
Organisation/
Business Address
State Postcode
Business No. ( )
Email
Address
DETAILS OF REFEREES WHO ARE ABLE TO MAKE
DIRECT COMMENT ON THE CONTRIBUTION/SERVICE
OF THE PERSON YOU ARE NOMINATING
S
e
c
t
i
o
n
4
Dr, Prof, etc)
Given Names
Postal Address
Position/Title
Organisation/
Business Name
Organisation/
Business Address
State Postcode
Business No. ( )
Email
Address
Dr, Prof, etc)
Given Names
Postal Address
Position/Title
Organisation/
Business Name
Organisation/
Business Address
State Postcode
Business No. ( )
Email
Address
NOTE: If there is insufficient space, you may provide additional referee details on separate sheets and attach them to the nomination form.
(Cont.)
What are the details of person who is submitting the nomination including:
name
occupation
relationshiptonominee(ifany)
What are the details of the person being recommended for the award including
name
homeaddress
occupation
nationality
dateandplaceofbirth
When, at what time and where did the incident occur?
What are the other details of incident including:
detailsoftheactofbraveryWhatisthedeliberateactwhichwouldincreasethe
dangertothenomineetoasignifcantextent?Whatweretheactualandperceived
dangersfaced?Whatwerethealternativesavailabletothenominee
reasonswhythepersonsubmittingthenominationconsidersthatthenomineeshould
receivespecialrecognition
statementsofeyewitnessesorotherpersonsassociatedwiththeincident
photographsoftheincidentortheplacewheretheincidentoccurred
namesandaddressesofindividualsororganisationstowhomfurtherenquiriesmight
be directed
Attachment 9.2 Nomination form for an
Australian Bravery Decoration
Theinformationcontainedinthisdocumentisstrictlyconfdential
To: TheSecretary
AustralianDecorationsAdvisoryCommittee
GovernmentHouse
CANBERRAACT2600
Dear Sir,
Iherebynominate
(Fullname)
(Address)
foranAustralianBraveryDecoration.
InsupportofthisrecommendationIsupplytheinformationsetoutonpages2and3ofthis
document.
Yoursfaithfully
_______________________________
Details of person submitting nomination:
The following information about the person submitting this recommendation is needed to enable offcers of the
HonoursSecretariat,GovernmentHouse,Canberra,toseekfurtherdetailsifrequired:
Name(infull):
Homeaddress:
Telephoneno.:()
Occupation:
Businessaddress:
Businesstelephoneno.:
RelationshiptotheNominee(ifany):
Details of person being recommended for an award:
Pleaseprovidedetailsofthepersonyouarenominatingbycompletingthesectionbelowandbyprovidingthe
informationrequestedinthenextsection.
Surname:
Other names:
Homeaddress:
Date and place of birth:
Nationality:
Occupation:
Pleasesetoutbelowdetailsoftheactofbraveryinwhichthepersonyouarenominatingwasinvolved,andthe
reasonswhyyouconsiderheorsheshouldreceivespecialrecognitionforHerMajestyTheQueenbytheawardof
anAustralianBraveryDecoration.
Itismostimportantthat,ifpossible,statementsfromeyewitnessesorotherpersonsassociatedwiththe
incidentshouldbeattached,togetherwithphotographsoftheincidentoroftheplacewhereitoccurred.
Alternatively,pleasesupplythenamesandaddressesofindividualsororganisationstowhomfurtherenquiries
mightbedirectedbyoffcersoftheHonoursSecretariat.Ifinsuffcientspaceisavailableonpages3and4ofthe
form,pleaseattachaseparatestatement.
Timeofday,dateandplaceatwhichtheincidentoccurred:
Other details of the incident:
What are the details of person who is submitting the nomination including:
name
occupationorpublicserviceposition
What are the details of the person being nominated for the award including
name
occupationorpublicserviceposition
appointmentlevel
anyawardsordegrees
dateandplaceofbirth
Haverefereestatementsfromatleastfourpeoplebeensuppliedtosupportthenomination?
Doesthenominationstatementcontaindetailsofthenomineesservicewhichareconsidered
particularlyworthyofrecognitionincluding:
Anoverallsynopsisinanexecutivesummary
ServiceInwhatrolehasthenomineeexcelled,givingpositiondetailsand
comprehensivelydescribingthenatureoftheoccupation(s),suchas,policy,customer
serviceoradministration,andlengthofservice?
AchievementHowhasthenomineedemonstratedoutstandingservice?Hasthe
individualprovidedserviceexcellence;showninnovationinprogram,projectorpolicy
development;excelledinleadershiporachievedmoreeffcientprocesses;improved
productivityorbetterservicedelivery?Detailthekeyachievementsthathaveresulted
fromthenomineesinvolvement.
ImpactHowhasthenomineescontributionimpacteduponhisorherorganisation
anditsclients?Whatarethebroaderoutcomesofthenomineeswork?Describethe
bigpicturesignifcanceofthenomineesefforts.
Established in 1989, the Public Service Medal is a
prestigious award within the Australian system of
honours and awards. A maximum of 100 medals
can be awarded in any year.
The Public Service Medal is awarded on the basis of
merit, and was created to recognise, encourage and
reward excellence in public service. The medal is
not awarded for long service.
All public sector employees are eligible to be
nominated for the award, except those who are
eligible for other meritorious service awards, such
as members of the Defence Force, Police and Fire
services.
The Guidelines overleaf provide details on how to
nominate someone for the Medal.
Guidelines for the preparation of nominations for the Public Service Medal
The Award
The Public Service Medal (PSM) is part of the official
Australian system of honours and awards.
Only 100 awards of the PSM can be made in any calendar
year. Of these, 30 can be awarded to Commonwealth
officers and the remainder are distributed to the State and
Territories as follows: NSW (22), VIC (17), QLD (11), WA (6),
SA (6), TAS (3), ACT (3) and NT (2).
Recipients of the Public Service Medal are entitled to
use the letters PSM after their names to show that their
outstanding service has been formally recognised.
What is the medal awarded for?
The sole criteria for the award of the Public Service
Medal is outstanding public service. Outstanding
Service includes service above and beyond the normal
requirements of the position, a special achievement or
success in the performance of duty in difficult or unusual
circumstances, or sustained performance by an individual
with a focus on outcomes and recognisable benefits to
clients and the workplace. Long service should not be
used as a basis for making nominations.
Outstanding service could be shown through:
Serviceexcellencetothepublic,ortoexternalor
internal clients;
innovationinprogram,projectorpolicydevelopment;
leadership,frombeloworasamemberofateam;or
theachievementofmoreefficientprocesses,cost
savings, improved products or better service delivery.
Who is eligible?
All Public Sector employees of the Commonwealth
Government, State and Territory governments and local
governmentsareeligibleforthemedal,exceptfor
members of the Defence Force, and the police and fire
services who are eligible for comparable awards.
The medal is not reserved for senior officers - it is open to
all levels of the public service.
Past awards have been made across a broad range of
government services and locations.
The PSM may be awarded only once to each recipient.
A person who has received a PSM and gives further
distinguished service may be nominated subsequently
for an award in the Order of Australia. Similarly, a person
who has received an award in the Order of Australia
isnotexcludedfromreceivingaPublicServiceMedal,
although at least five years should elapse between the
announcement of awards, in accordance with established
honours convention.
Citizenship
A person who does not have to be an Australian citizen
to be awarded the Public Service Medal. However, if
the nominated person is not an Australian Citizen, the
Commonwealth, in accordance with honours convention,
must seek the agreement of the government of the
country of citizenship before the award can be made. If
the nominee is not an Australian, citizen the nomination
should clearly indicate this, and if the nomination is
recommended to the Governor-General, the Governor-
Generals office will arrange for the Commonwealth
Government to seek the appropriate agreement.
Retired Officers
Awards of the Public Service Medal can be made to former
public servants.
Posthumous awards
The Public Service Medal is not awarded posthumously.
How should nominations be prepared?
The nomination form
As the Public Service Medal is part of the official national
honours system, it is important to provide full personal
details of the nominee, including the full name and
home address. All information provided is treated as
confidential, and if the nomination is successful the
nominee will have the opportunity to advise whether they
wish their address details to be published.
Full position details are required so that the State PSM
Committee can assess the nomination relative to the
dutieswhichwouldnormallybeexpectedofapersonata
particular level. This is very important for the committee
when comparing nominations.
The nomination statement must contain comprehensive
information on the services or achievement for which the
nomination is being made. A list of positions held over a
number of years is not sufficient. Because the nomination
will be considered alongside other nominations in what is
essentially a competitive process, the committee needs
to be given a clear idea of what the nominee has done to
fulfil the criteria of outstanding service. It should not be
assumed that the committee has a detailed knowledge
of the area in which the nominee has worked, or a full
understanding of the significance of certain achievements.
Theseservicesshouldbeputintocontextinthe
nomination statement.
Referee support
To be properly considered by the committee, all
nominations must be accompanied by referee statements
which comment on the services of the nominee. It
may be appropriate to obtain referee statements from
outside the public service, for instance if the nominee is
being nominated for outstanding services to a particular
community or industry. If the nominees services relate to
the work of another agency, a referee statement from that
agency may also help the committee in their consideration
of the nomination.
There is no limit on the number of referee statements
provided, although three to four would normally be
sufficient.
Other
Nominations for the award of the Public Service Medal
should be made through the relevant Director-General
orChiefExecutiveOfficer,whoshouldthenforward
the nomination to the Secretary, Public Service Medal
Committee, at the address shown below. The nominations
should clearly show that they have the support of the
Director-General or Agency Head.
How are nominations considered?
The Public Service Medal Committee which is chaired by
the Director-General, Department of Premier and Cabinet
considers those nominations for eligible employees.
The PSM Committee meets twice a year to consider
nominations for the Australia Day and Queen's Birthday
honour lists. Nominations for these meetings close on
1 August and 1 February respectively.
After considering the nominations, the Committee
recommends a list of proposed recipients to their
Premier or responsible Minister, who then makes a
recommendation to the Governor-General who has the
authority to approve the awards.
Responsibility for contacting the proposed recipients rests
with the Honours Secretariat at Government House, which
arranges for the announcement of the awards to appear
in the Commonwealth Gazette. Proposed recipients
may decline an award when approached by the Honours
Secretariat, if they wish. Some time after gazettal the
recipients will be notified by Government House of the
arrangements for them to receive their medal at an official
investiture.
PSM Committee Secretariat
Nominations for the PSM for State/Territory employees,
or queries concerning the nomination process, should be
directed to the PSM Committee Secretary.
Public Service Medal Queensland Committee Secretary
Protocol Queensland
Department of the Premier and Cabinet
PO Box 15185
City East Qld 4002
Phone: (07) 3224 4822 Fax: (07) 3224 6502
Email: protocol@premiers.qld.gov.au
PUBLIC SERVICE MEDAL
Nomination form for Public Sector Employees of The States and Territories
TheInformationcontainedinthisdocumentwillbeheldinconfidenceandissubjecttothe
provisions of the Privacy Act.
Details of person submitting nomination
Full Name
Occupation
Business address
Telephone Number
Signature Date
Details of person being recommended for an award
Please complete the section below, and provide a nomination statement either on the page
overleaf or separately, taking the Guidelines into account.
Surname Given name(s) Title
Home address:
Telephone Number
Occupation Salary level
Business address
Telephone Number
Awards and/or degrees
Date and place of birth
If born outside Australia
(a) Naturalisation Certificate details or (b) Country of citizenship
NB: Nominees should not be approached direct for naturalisation details
Referees
Please list the names of persons who have provided referee statement to support the nomination.
At least three should be provided, including, if appropriate, referees from outside the public
service.Refereesshouldrefertoexamplesofoutstandingserviceusingthefourelementsinthe
guidelines.
Name
Position
Name
Position
Name
Position
NOMINATION STATEMENT
Executive Summary Please include a brief summary of no more than 200 words outlining why a
nomineeshouldreceiveanawardandhowtheyhaveperformedinanextra-ordinarymanner.
NOMINATION CRITERIA
Service Details of the nominees service which are considered particularly worthy of recognition.
Inwhatrole(s)hasthenomineeexcelled?Givepositivedetailsanddescribecomprehensivelythe
nature of the occupation, ie. policy, customer service, administration and the length of service.
AchievementHowhasthenomineedemonstratedoutstandingservice?Hastheindividual
providedserviceexcellence;showninnovationinprogram;projectorpolicydevelopment;excelled
inleadership;orachievedmoreefficientprocesses,improvedproductivityorbetterservicedelivery?
Impact Howhasthenomineescontributionimpactedupontheirorganizationanditsclients?
Whatarethebroaderoutcomesofthenomineesworkorthesignificanceofthenomineesefforts?
1. Congratulatory letters can be arranged for people celebrating the birthdays or anniversaries listed below.
Consideration may be given to arranging letters for other anniversaries or birthdays, if there are special
circumstances. For further information, please contact the Ministerial Correspondence Unit at the telephone
number listed below.
2. Requests must be submitted within the timeframes indicated if letters are to be received by the date
requested on the form. No guarantee of delivery can be given if requests are received outside the
timeframes indicated.
3. Verifcation of the date of birth or marriage must be provided. Any one of the following documents
is acceptable:
Birth or Marriage Certifcate (short extract or photocopy acceptable); OR
Passport or Citizenship Papers (photocopy acceptable); OR
Statutory Declaration certifying that the date and place of marriage are correct, signed by a member of
the family and witnessed by a Justice of the Peace/Commissioner for Declarations.
4. Requests for messages from the Prime Minister may be lodged with your local Federal Member of
Parliament. Local Mayors may also send messages on many of the occasions listed, and these can be
arranged by contacting the local Council direct.
Birthdays Who sends messages Notifcation required
90 Prime Minister of Australia 3 weeks
100, 105, 110 Her Majesty The Queen 4 weeks
Governor-General of Australia
Prime Minister of Australia
Governor or Queensland
Anniversaries
50 (Golden) Prime Minister of Australia 3 weeks
Governor of Queensland
60, 65, 70 (Diamond) Her Majesty The Queen 4 weeks
Governor-General of Australia
Prime Minister of Australia
Governor of Queensland
Procedure for arranging a Congratulatory Letter
1. Obtain the verifcation document (see 3 above).
2. Complete the request form.
3. Lodge the request form and verifcation document with your local State Member of Parliament
OR forward both directly to the address below for processing.
4. Upon receipt of your request the Ministerial Correspondence Unit, Department of the Premier and
Cabinet will automatically provide details to the relevant parties listed above.
For more information about Congratulatory Letters, please contact:
Telephone: (07) 3225 8440 Facsimile: (07) 3224 2943
Email: thepremier@premiers.qld.gov.au
(For scanned images of verifcation documents only)
Postal address:
The Ministerial Correspondence Unit
Department of the Premier and Cabinet
PO Box 15185
CITY EAST QLD 4002
Attachment 11.1 Congratulatory Letter information sheet

(for important additional information)
Full name of person/couple celebrating birthday/anniversary
Please tick appropriate title Mr & Mrs Mr Mrs Ms Miss Dr
frst name
frst name
Residential address
Address for message (if different from residential address)
last name
last name
Anniversary/birthday
Wedding 50 years 60 years 65 years 70 years Other years
Birthday 90 years 100 years Other years
Verifcation provided
Wedding Marriage certifcate Statutory declaration Other
Birthday Birth certifcate Statutory declaration Other
Date of anniversary/birthday Date message preferred
(if required earlier)
Contact details (person making request)
name telephone
address
email
Certifcation by State Member of Parliament (if submitted through their offce)
The original verifcation document indicated above has been sighted. A copy is attached with this form.
Date
( , MP)
(Member for )
postcode
postcode
Attachment 11.2 Request for a Congratulatory Letter
OFFICE USE ONLY
This form has been forwarded to the following offces:
q State Member q Electorate Offce Received
q Government House q Prime Minister
Departmental authorisation
I, , ,
name position department
Postal address:
authorise the purchase of gifts to the value of $ to be charged to Cost Centre for the following purpose/recipient:
I confrm that the gift issued will be supplied to a person/entity resident outside of Australia: yes no
Signature: Date:
Stock no. Gift description Qty Unit cost Total Recipient of gift
Total cost
Offcial use only
Gift register noted Debit note/journal prepared
Director, Protocol Queensland Protocol Services Offcer Authority no.
Gifts collected by: (print)
Signature: Telephone: Date:
Attachment 12 Department of Premier and Cabinet Gift Authority Form
In the planning of your function, it is essential that you consider the following:
Budget
Typeoffunction
- style
- date
- time
- venue
- dress standard
Staffngresources
Host
Guestlist
- gender equity
- whether partners should be invited
Catering
- caterer
- style of food and service
- cultural/religious dietary requirements
- vegetarian options
- refreshments including the need and appropriateness to serve alcohol
- Fringe Beneft Tax (FBT) implications
Functionproceedings
- run sheet/Order of Proceedings
- speeches/speech notes
- Order of Precedence
- Master of Ceremonies
- toasts
- exchange of gifts
- entertainment
Roomset-up
- special furniture requirements (lectern, small table, water and glasses)
- audio visual equipment (microphones, data projector)
- decorations (foral arrangements etc) and signage
Security
- inform police of function (if high-level dignitaries are attending)
- liaise with venue security
Interpreters
- is an interpreter required and what skill level is needed
Photographic/mediacoverage
- Does a photographer need to be booked/hired
- media liaison requirements
Invitation
- wording
- RSVP details and date
- approval process required before issuing
Nametags/placecards/seatingplans

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