How to Plan Protocol for Events With Dignitaries
Confirm attendance and requirements with each dignitary's office early, agree order of precedence, seating, arrival, speaking order and security, and brief a dedicated protocol team.
When dignitaries attend an event, protocol ensures they are received, seated, introduced and invited to speak appropriately, while the event runs smoothly for everyone else. Confirm attendance and requirements with each dignitary's office early, agree the order of precedence, seating, arrival arrangements, speaking order and security, and brief a dedicated protocol team.
For organisers in Ghana hosting ministers, diplomats, traditional leaders, senior officials or international guests, careful protocol shows respect and avoids embarrassing mistakes.
Work with the dignitary's office
Contact each dignitary's office or protocol officer as early as possible. Confirm:
- Attendance and the expected arrival and departure times
- Correct name, title and form of address
- Whether they will speak, and for how long
- Security and access requirements
- Accompanying staff, security and drivers
- Any dietary or accessibility needs
- Media arrangements and preferences
Confirm again in the days before the event, as schedules change.
Agree precedence
When several dignitaries attend, agree an order of precedence that determines seating, introductions and speaking order. Follow established conventions for the officials and traditional authorities involved, and seek advice from their offices where you are unsure. Record the agreed order and share it with everyone involved.
Plan arrivals
Arrange reserved parking or drop-off, a designated entrance and a named person to receive each dignitary and escort them. Plan a holding room if the programme requires them to wait. Coordinate timing so senior guests do not wait unnecessarily.
Plan seating
Prepare a seating plan for the head table or front rows with clear name cards. Brief ushers so seats are not taken by others. Plan for late changes.
Plan the speaking order and introductions
Agree who introduces each speaker and how they are addressed. Prepare the master of ceremonies with a script that includes correct names and titles and the recognition of dignitaries in the agreed order.
Coordinate security
Work with the dignitaries' security teams and the venue. Agree access routes, screening, restricted areas and arrangements for media near the dignitaries.
Brief the protocol team
Assign a protocol lead and a small team who know the dignitaries' names, faces, titles and schedules. Include them in the event run sheet with clear responsibilities.
Plan media moments
Agree in advance where photographs and interviews can take place. Prepare accurate names and titles for media. See how to run a press conference journalists want to attend.
Follow up
Send thanks to each dignitary's office, with photographs where appropriate.
Our founder's work has included projects involving the European Union, the British Council, embassies and cultural organisations, and our Swiss-Ghana Jazz Experience work included a concert with Alliance Française and the Swiss Embassy. See also how to build partnerships with embassies and cultural institutes.
Related reading: how to plan the guest experience for a corporate event and our complete guide to event marketing in Ghana.
PR369's Events and Experiences service includes protocol and guest experience. Email info@pr369.com with your event, date and the guests you expect. We will begin with a strategy conversation.
