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Protocol Regarding Their Excellencies Attending External Functions

Upon Their Excellencies (TE) accepting an invitation to attend any external function the

organizers must coordinate attendance activities with the Governor General‟s Aide-De-Camp

(ADC) and note the following responsibilities and codes of conduct:

1. When Their Excellencies arrive at the designated venue they are to be met by the chief

host and/or coordinator of the event. The chief host is to ensure that Their Excellencies

reception line is in place no less than five (5) minutes prior to their arrival. We ask that

reception lines consist of no more than five (5) persons, except in particular

circumstances that shall be outlined to and approved by the Governor General‟s ADC.

The Governor General‟s ADC will introduce the key officials to Their Excellencies.

When being hosted at an establishment such as a hotel, the General Manager or his

designate is also to be present. Additionally, the Custos Rotulorum of the parish is to be

present for the Governor General‟s arrival and may be present if Lady is attending by

herself. It is therefore crucial that the Custos be invited to the event as well.

2. Upon meeting Their Excellencies the person in charge of the reception line will escort

Their Excellencies into the venue.

3. Before arrival at the precise location of the event, a moderator/Master of Ceremonies is to

announce the entrance of Their Excellencies. It is very important that this is done just

before Their Excellencies enter the room. The appropriate announcement as required

should read as follows:

a. “Ladies and Gentlemen, please stand for the arrival of Their Excellencies The

Most Honourable Sir Patrick Allen, Governor General of Jamaica and The Most

Honourable Lady Allen.”

b. “Ladies and Gentlemen, please stand for the arrival of His Excellency The Most

Honourable Sir Patrick Allen, Governor General of Jamaica.”

c. “Ladies and Gentlemen, please stand for the arrival of Her Excellency The Most

Honourable Lady Allen.”

4. Once everyone is standing Their Excellencies will then enter the room. They will be

escorted to their seats by the chief host after which the national anthem will be played or

sung depending on the nature of the function. This will be communicated by the

Governor General‟s ADC prior to the function.

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5. THE NATIONAL ANTHEM IS NOT TO BE PLAYED WHEN THEIR

EXCELLENCIES ARE AT THE DOOR OR ARE ENTERING THE ROOM.

INSTEAD, THE ANTHEM SHALL BE PLAYED AFTER THEIR

EXCELLENCIES HAVE BEEN ESCORTED TO THEIR SEATS AND ARE

STANDING AT THEIR SEATS. FAILURE TO FOLLOW THIS PROTOCOL

WILL RESULT IN EMBARRASSMENT FOR THEIR EXCELLENCIES, IN

THAT THEY WILL BE FORCED TO STOP WALKING DURING THE

PLAYING OF THE ANTHEM.

6. If and when the national anthem is to be played, it will be played strictly with

instrumentals with no vocals. In such instances, only one verse is played. On occasions

when the anthem is sung, both verses are to be sung. The Governor General‟s ADC will

provide guidance on such matters.

7. Profiles of Their Excellencies are not to be read at any function, as it is not acceptable

protocol to read profiles on Heads of States or Prime Ministers. Instead, it is appropriate

enough to simply announce Their Excellencies in the following manner: “I now invite

His Excellency The Most Honourable Sir Patrick Allen the Governor General of Jamaica

to address us”. It is not required that post-nominals be read, but when doing so it is more

acceptable to read them in full as opposed to simply calling letters which may not be

understood by the listener. Therefore, the introduction of His Excellency, including post

nominals shall read as follows:

a. His Excellency The Most Honourable Sir Patrick Allen, Member of the Order of

the Nation, Knight Grand Cross of the Most Distinguished Order of St. Micheal

and St. George, Commander of the Order of Distinction, Governor General of

Jamaica.

8. In the event that Their Excellencies have been invited to a function where a meal will be

served, kindly contact the ADC for the dietary requirements.

9. Kindly remind all photographers that photographs of Their Excellencies are not to be

taken when eating.

10. If the organisers intend to have Their Excellencies make presentations, this must be

cleared with the ADC ahead of time. Additionally, kindly advise the ADC prior to the

start of the function if and when there is a pin or badge of endorsement that Their

Excellencies are being asked to wear.

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11. When Lady Allen is attending a function by herself, she will be announced upon her

arrival and all shall stand in acknowledgment of her entry. However, the National

Anthem will not be played.

12. At the end of each function the moderator is to ask everyone present to stand in place for

the departure of the official party. However, the ADC will provide guidance on this, as

Their Excellencies may wish to tarry afterwards for greetings or depart immediately

based on other factors.

ATTENDANCE AT CHURCH SERVICES

13. The Governor-General and his spouse will arrive at the door of the church five (5)

minutes before the commencement of the service. It is customary that he/she/they be

greeted by members of the Clergy or some other suitable church official. The party

proceeds to the front right-hand pew (as walking down the aisle to the pulpit) in the

following order:

The Governor-General‟s ADC and church official.

Their Excellencies.

14. The ADC will indicate the entrance of the pew designated for Their Excellencies. The

Governor-General‟s spouse shall enter first, then the Governor-General, with the ADC

sitting immediately behind the Governor-General. The congregation shall be asked to

stand when the Governor-General enters, and should also stand after the service until the

official party has withdrawn in the same order as entering. The Clergy or church officials

should be at the door to bid Their Excellencies farewell.

a. Attendance at Church Services (Uniformed Groups)

When the Governor-General is at a service hosted by a uniformed group and is

scheduled to take a salute at a March Past after the service, an invitation to be

present at the service is also to be extended by the Minister of the Church.

b. Attendance at Church Services (Weddings)

The Governor-General and his spouse, attended by the ADC, shall be met at the

church door five (5) minutes before the hour of the ceremony (and just before the

entrance of the bride‟s mother, who enters last) by a Church Usher, and are

escorted down the aisle to the first right-hand pew in the following order:

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ADC & Usher

Governor-General and Governor-General‟s spouse

Guests should rise when the Governor-General enters the Church and will stand

as his party departs, as they follow immediately after the bridal party, escorted by

members of the clergy and just before the parents of the new couple and other

guests. If they attend the reception, the Governor-General and his spouse are to

be received first and will enter just before the bridal party. On arrival at the

reception, the Governor-General and his spouse shall be met by an usher who will

escort them to their table. They customarily leave after the toast to the bride. The

Governor-General does not propose a toast, except under very special

circumstances.

c. Attendance at Church Services (Funerals)

The Governor-General occupies the front right-hand pew and is attended by the

ADC. The immediate family members would normally be seated in the front pew

on the left.

The Governor-General will arrive five (5) minutes before the commencement of

the service. This will facilitate him being met by a member of the clergy and also

for a few moments to greet the family.

If the casket is carried out at the end of the service, the members of the family of

the deceased should follow immediately after the casket. The Governor-

General‟s party will then depart, escorted by a member of the clergy. The

Governor-General will not normally attend the burial. The Governor-General

does not act as an honorary pall bearer at a funeral.

Attendance at funerals of relatives or friends of great intimacy is a personal

matter, but proper arrangements for seating will be arranged by the ADC with a

member of the family.

d. Representation of the Governor-General at Funerals

A Custos may be asked to represent the Governor-General at funerals. When this

is done, the procedure remains the same.

ADDRESSING THE GOVERNOR-GENERAL

15. The Governor-General and spouse shall be addressed as „Your Excellency’ or „Your

Excellencies’ when being spoken to directly.

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When either person is being spoken about outside of their presence or in the third

person, they should be referred to as ‘His Excellency’ or „Her Excellency’

respectively or ‘Their Excellencies’ when both are being referred to.

The style of address is:

Very Formal

His (Your) Excellency the Most Honourable Sir Patrick Linton Allen, Member of

the Order of the Nation, Knight Grand Cross of the Most Distinguished Order of

Saint Michael and Saint George, Member of the Order of Distinction in the rank

of Commander, Governor-General.

Formal

His (Your) Excellency the Most Honourable Sir Patrick Allen, Governor General

of Jamaica.

His (Your) Excellency The Governor-General.

Semi-Formal and Verbal

(The) Governor-General

Informal and Verbal (For senior colleagues and personal friends)

Sir Patrick

Excellency

The address in correspondence shall appear as:

His Excellency the Most Honourable Sir Patrick Allen, ON, GCMG, CD

Governor-General

King’s House

Kingston 10

Jamaica

Other than at the start of a sentence, the prefix „the‟ is shows with a capital „T‟ only

before „Governor-General‟. His Excellency, in accordance with standard

international procedure omits the prefix ‘Dr.‟

ADDRESSING THE GOVERNOR-GENERAL’S WIFE

16. The style of address for the wife of the Governor-General is:

Formal

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Her (Your) Excellency the Most Honourable Lady Allen.

Semi-Formal and Verbal

Lady Allen (not Lady Patricia Allen).

In writing to the Governor-General and his spouse, the correct form is:

Their Excellencies the Most Honourable Sir Patrick Allen, ON, GCMG, CD, Governor-

General of Jamaica and the Most Honourable Lady Allen.

TIME KEEPING

17. The Governor-General always arranges to arrive at a function on time. The

established protocol is that all persons attending a function, at which the Governor-

General is to be in attendance, are expected to arrive before and to be in place at least

ten (10) minutes before his arrival. Failure to do so without a reasonably good excuse

is regarded as a sign of disrespect to the Office of the Governor-General and

ultimately the people of Jamaica, whom he represents.

18. Whenever a Custos is representing His Excellency, they will be announced upon

arrival and all will stand in acknowledgement of their entry. However, they will

arrive shortly before the start of the function. If the function is one in which the

National Anthem is to be played, it will be played after the Custos has been escorted

to his/her seat and been seated. Once the anthem is about to be played, the Custos will

stand with the audience as it is about to start.

September 2011