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PROTOCOL GUIDELINES
INVITATIONS
Invitations for His Excellency and/or Mrs Michael to attend functions must always be in writing, signed by the most senior member of the organisation and should be addressed to the Official Secretary.
To ensure adequate preparation time, invitations should not arrive less than three months from the proposed date. The invitation should state clearly whether it is extended to the Governor only, or Mrs Michael only or both. In addition the invitation should contain as much detail about the event as possible, including a general outline of the function, any requirement for speeches (including suggested topics), the venue and the expected number of guests.
ORDER OF PROCEEDINGS
To assist in briefing the Governor, details concerning your organisation’s function/event should be supplied to the Private Secretary at least 4 weeks before the event.
The information you provide needs to be as detailed as possible. However, it is preferable to provide an incomplete summary rather than delay the process. Supplementary information such as guest lists may be sent later as they become available.
The overall aim is to enable the Governor or Mrs Michael to be as well informed as possible for your organisation’s function, and to prepare a speech which is suitable for the occasion and meets the expectations of your guests.
ROLE OF THE HOST
The Host should meet the Governor and Mrs Michael on arrival at the car and accompany him/them throughout the function to departure. The Host should be the most senior member of the organisation available and his/her spouse or partner, if appropriate. The Host should introduce guests to His Excellency and Mrs Michael, respectively.
FORMS OF ADDRESS
At initial greeting, the Governor should be addressed as “Your Excellency”, and Mrs Michael always as “Mrs Michael” Following the initial greeting the Governor may be addressed as “Sir”. It is not appropriate to refer to the Governor or Mrs Michael by their Christian name at any time.
The formal style and title for the Governor is:
His Excellency Dr Ken Michael AC
Governor of Western Australia
ENTERING/LEAVING A VENUE
In most cases it is correct to announce the arrival of the Governor and Mrs Michael into the main area of a venue. As a suggestion, a member of your organisation could be positioned ready for the arrival and when the Vice-Regal Party approach the entrance the following announcement could then be made:
”Ladies and Gentlemen,
His Excellency Dr Ken Michael, Governor of Western Australia and Mrs Michael”.
The Governor and Mrs Michael’s arrival should not be announced when entering a church or chapel.
The appropriateness of announcing the Governor’s departure from your function should be discussed beforehand with Government House.
ANTHEMS
It is not always necessary to play an anthem or Vice Regal salute at a function attended by the Governor. Government House will advise the most appropriate occasion to play the salute or anthem.
The Vice-Regal Salute, which is the first four and last four bars of the National Anthem “Advance Australia Fair”, is played to acknowledge the arrival of the Governor on certain formal occasions. On such occasions the Salute is played after the Governor and Mrs Michael and the hosts have taken their positions on the dais or at table, all movement has stopped and all are standing in readiness.
The playing of the National Anthem follows similar guidelines to the Vice Regal Salute.
SEATING
As a general guide, the Governor and Mrs Michael are interested in meeting with as many people as possible. At dinners and luncheons their personal preference is for the official table not to be elevated above other tables, and for guests to be seated opposite them as well as alongside. It is not necessary to sit the Governor and Mrs Michael next to each other. In informal situations, the Governor and Mrs Michael are prepared to change between courses, in the interests of meeting more people.
Place cards should be marked “His Excellency The Governor” and “Mrs Michael”.
TOASTS
It is not necessary to offer toasts at functions attended by the Governor. When an organisation chooses to incorporate toasts into the proceedings, the Loyal Toast, “The Queen”, should be offered first. It is not necessary to toast the Governor. Toasts are normally proposed at the end of formal dinners.
SPEECHES
Your initial invitation to the Governor and/or Mrs Michael should always indicate the requirement for a speech at your function including a draft speech or suggested topics and duration of the speech.
A lectern and good lighting should be provided for all speaking engagements. A microphone should be provided where necessary with appropriate sound operator for adjustments to equipment and sound quality.
It is also helpful to provide a glass of water at the lectern.
PHOTOGRAPHS
As circumstances dictate at a function or event, the Governor will usually pose for official photographs. However, as a general principle, photographs should be kept to a minimum and be pre-arranged with Government House.
Photographs of the Governor and/or Mrs Michael for official reproduction are available through Government House.
Organisations are encouraged to provide Government House with digital copies of official photographs taken at a function or event which may be considered suitable for display on the Government House website.
FOOD AND BEVERAGE
The Governor and Mrs Michael do not have any specific dietary restrictions.
Beverages may include tea, coffee, red & white wine and water should always be offered.
MEDIA
Media interviews are not normally given by the Governor unless cleared with the Official Secretary in advance. This does not preclude general coverage of your event by the media.
If you are expecting media to be present at your function please advise Government House.
If you plan to issue a media statement in advance of your function, please provide a copy to Government House prior to release.
USING THE GOVERNOR’S NAME
If using the Governor’s name and title on a plaque, in an advertisement, on letterhead, a certificate or in an invitation, you are encouraged to have a draft wording checked by Government House prior to printing or production.
AIDE
The Governor and/or Mrs Michael will usually be attended at functions by an Aide. The Aide acts as an on-the-spot facilitator, assisting the Governor and/or Mrs Michael, and the function organisers as required. Some evening or weekend functions may be attended by an Honorary Aide from the Defence Services or WA Police Service.
At functions with theatre style seating, the Aide should be seated directly behind the Governor, and in a dinner/luncheon should be seated at a nearby table and positioned to permit eye contact.
STAFF OF THE OFFICE OF THE GOVERNOR
Mr Kevin Skipworth LVO—Official Secretary
Mrs Carol Buckley—Deputy Official Secretary
Mrs Muriel Button—Private Secretary
Mr David Gilmour—Aide to the Governor
Miss Tina Pepe—Personal Assistant
CONTACTING GOVERNMENT HOUSE
Postal address is:
Government House
St Georges Terrace
PERTH WA 6000
Correspondence should generally be addressed to the Official Secretary in the first instance.
Telephone:
(08) 9429 9199
Fax:
(08) 9325 4476
Website:
www.govhouse.wa.gov.au |
