Duties and Tasks performed by the Protocol Service

VISITS BY FOREIGN REPRESENTATIVES (requesting and accepting of visits)


The decision whether a foreign representative or delegation should be received and by whom, is taken on the basis of:
 

  • Nature and level of development of relations and cooperation with the country or organization concerned;
  • The country’s interest in the further promotion of these relations;
  • Personality of the foreign counterpart concerned, his position and functions, as well as possible impact on decision-making in his country or organization;
  • The fact that, in seeking to ensure reception at the highest possible level, foreign representatives and their missions sometimes tend to lose the perception of reality.

Protocol procedures

Eminent foreign personalities, representatives of foreign governments and senior officials of international organizations like the United Nations, OSCE, Council of Europe and the European Union, as well as other distinguished guests, are entitled to appropriate type of treatment and honours during the visit, according to their rank or mission they are on, as well as in line with our interests. In order to achieve this, the Protocol Service must be duly notified of their respective visits, names, positions and the hosts on the Serbian side, as well as other possible interlocutors. Also, it is necessary to clearly define what type of visitors should be accorded VIP treatment and give unequivocal instructions as to the arrangement to be made with the hosts and the programme of visit to be agreed.

Tasks of the Protocol Service

The tasks of the Protocol Service are as follows:

  • to check the preparations made in the premises intended for the meeting (airing of the room; flower arrangement; appropriate number of seats; technical equipment; sound/recording, etc.);
  • to meet and greet the guest(s) at the entrance (at the arranged time);
  • to escort the guest(s) to the premises;
  • to introduce the guest(s) to the host and other local participants;
  • to walk participants to their seats in the office (hall, conference room);
  • to bring in cameramen (if filming has been agreed upon) and to make sure that they leave after 3 or 4 minutes;
  • to instruct the waiters to serve refreshments (fruit juices, mineral water, coffee/tea);
  • if so agreed, to see to it that the meeting stays within pre-arranged time limits (bearing in mind other activities included in the programme, other engagements of the host, etc.);
  • to enter and discretely signal that the time is up;
  • in case joint statements for the meadia have been agreed, to make sure that the technical equipment, interpreter, cameramen and journalists are ready and to lead the host and his guest after they had emerged from the meeting, to the place designated for such purposes;
  • to wait for the guests to come out of the meeting and escort them to their next appointment;
  • or, in case no other engagements have been envisaged (for instance, a meal) to escort guests to the door on their way out.

Furthermore, the tasks of the Protocol Service also include:

  • gifts;
  • lunch/dinner; flags.

 

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® - Republished informantion of website based on the department’s approval.

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Publication Permit No. 07/GPTTDT-STTTT was issued by Phu Tho Department of Information and Communication on July, 3rd 2014.

Mr. Do Ngoc Dung – Director of the Phu Tho Department of Foreign Affairs

Tel: 02103.3843.222 - Fax: 0210.3868.875 - Email: ngoaivuphutho@gmail.com