A comprehensive guide on diplomatic protocol and etiquette, tailored to diplomats, government officials, and international visitors. Include information on official ceremonies, diplomatic receptions, and protocol for hosting foreign dignitaries. Provide resources such as protocol manuals, precedence lists, and guidelines for flag and anthem usage.
General Roles and Duties
Support the Prime Minister’s Office in the planning and execution of state and national ceremonial events
Apply the provisions of the Vienna Conventions on Diplomatic and Consular Relations to facilitate the efficient functioning of Diplomatic Missions, Consulates and their members in Saint Kitts and Nevis.
Manage the appointment of Saint Kitts and Nevis diplomatic and consular representatives overseas.
Manage the notification process for courtesies to be extended locally and overseas to high level officials travelling in an official capacity.
Plan conferences and meetings hosted by the Ministry.
Represent the Ministry on Local Organizing (Inter-Ministerial) Committee to plan and execute State, Official and Working visits to Saint Kitts and Nevis as well as State and Official funerals.
Route incoming correspondence to pertinent Departments, and other Ministries etc.
Provide guidance on the use and display of flags.
Provide protocol guidance and assistance to Saint Kitts and Nevis; Missions, Ministries, Departments, Agencies including preparation of an Order of Precedence.
Plan and execute official visits abroad as well as those to Saint Kitts and Nevis.
Advise on the process to acquire visas for officials travelling on government business
Process requests for the overfly/landing of state aircraft and the entry of vessels in Saint Kitts and Nevis waters for research, training or humanitarian purpose.
Plan and coordinate the execution of the Ministry’s Diplomatic Week exercises.
Process requests for the loan of flags of foreign countries.
Specific Protocols
Opening Hours
The VIP Lounge facility at the Robert Llewellyn Bradshaw International Airport is open upon request. These requests are submitted in writing to the Ministry of Foreign Affairs at least 72 hours in advance of the date of arrival or departure of those concerned and only those who are eligible would be approved. For eligibility please see Annex 1.
Bookings
All requests for the use of the lounge should be made by Diplomatic Notes, letters and emails accompanied by the VIP lounge request form (Annex 2). Requests should be sent to emails foreignaffairs@mofa.gov.kn shara.maynard@mofa.gov.kn or thouvia.france@mofa.gov.kn or marva.pinney@mofa.gov.kn All requests for the use of the lounge will be considered.
For arrivals and departures during the weekend and on Mondays, requests should be sent to the Protocol and Consular Division by noon on Wednesday to ensure that they are processed on time.
Information required for Use of the Lounge:
The following information for the request of the VIP Lounge is required:
1. Name, designation, flight details of the VIP(s) including times of arrival and departure and any transiting stops
2. Type of visit (Official/Private/working/transit)
3. Details of the accompanying delegation, if any, such as name and designation
4. Name(s) and designation (s) of officers who will be meeting or seeing off the VIP at the lounge
The maximum number of officers who could use the VIP Lounge to receive or -bid farewell to a VIP is restricted to the maximum of 3 persons however; this is subject to change as a result of the type of visit.
Vehicles
Drivers and attendants will be allowed to access the VIP car park at the airport or the airport tarmac for high level visits (Heads of States and Governments). For security purposes, the number of vehicles entering the parking area for VIPs will be restricted to those transporting or working with the VIP.
For persons who are allowed vehicular access to the parking area of the Lounge, the following information should be provided to Airport Security:
1. The Registration number of the vehicle
2. The name of driver; and
3. The name(s) of any other persons (s) in the vehicle
Airport Regulations
The Ministry of Foreign Affairs will act in accordance with the existing Airport Security Regulations when facilitating VIPs through the VIP lounge.
Access to the VIP Lounge
1. A VIP Lounge request form (Annex 2) should be submitted requesting the use of the Lounge
2. If the visit of the VIP is during the weekday, the key should be collected from the offices of the Ministry of Foreign Affairs to gain access to the Lounge.
3. Upon the collection the Key card, an ID would have to be provided in its replacement.
4. After the use of the lounge the key card should promptly be returned to the Ministry of Foreign Affairs.
5. If the key is not collected from the Ministry of Affairs access will also be secured through the officers within the Protocol Division. or via the Airport Manager or Head of Airport Operations upon instructions of the. Permanent Secretary of the Ministry of Foreign Affairs or the Protocol Division.
6. Appropriate Airport Passes will be used to gain access to the Lounge.
7. To gain access to the Airport Tarmac a security vest should always be worn.
screenings will be completed.
Baggage
Except for a limited few (1-3 Annex 1) passengers should check-in their own luggage with airlines before proceeding to the VIP Lounge. Only carry-on luggage and Diplomatic pouches should be brought into the lounge.
Chauffeurs of VIPs will be responsible for locating and assisting with the luggage of VIPs upon arrival and departure.
No Smoking
Smoking is not permitted in any restricted area of the airport including the VIP Lounge.
Dress
Dress for the Lounge should be appropriate for the facility (business wear or business casual).
Airport Security Clearance
All persons must clear airport security checks inclusive of customs before gaining access to the lounge. For persons who are not holders of Airport Security ID passes, it is necessary to obtain temporary passes from Airport Security.
VIP and members of their travelling party inclusive of officers attached to the delegation are required to undergo all immigration and customs processing and security screenings. Pre-boarding examinations may be required by the airline as per their regulations. Heads of States and Governments will not be subjected to security screening.
Pets
Pets are not allowed in any of the restricted areas of the airport including the VIP lounge.
Firearms
All Diplomatic Missions or their agents must seek approval for a license prior to importing firearms into St. Kitts and Nevis. When importing a firearm, the following details should be provided in writing to the Ministry of Foreign Affairs and Aviation:
1. Full Specification of the firearm
2. Serial number of the weapon and the number of rounds of ammunition
3. Name of the dignitary being protected
4. Name and designation of the security officer (s) carrying the firearm
Documentation is then forwarded to the Ministry of National Security, with the attention of the Commissioner of the Royal St. Christopher and Nevis Police Force for approval.
If allowed to travel with their arms, Bodyguards/security officers are permitted to carry their arms and ammunition up to the Immigration Counter where they are required to declare the same.
The arms and ammunition are handed over to the police for safe custody until their departure from the Federation.
The Arms and ammunition are turned over to the bodyguards/security officers, at the airport on the day of departure.
The Ministry of National Security makes and provides the required security arrangements for foreign dignitaries on the basis of threat perception.
Official Working Visits
a. Proposed visits should be communicated at least 72 hours in advance through the Ministry of Foreign Affairs
b. Upon Confirmation by the Ministry of Foreign Affairs, the programme and details are worked out by the Ministry in consultation with the relevant parties.
c. The VIP is usually received and seen off by his or her counterpart and/or a high official of the line or hosting Ministry.
d. The Line Ministry provides all the necessary logistical support during the stay of the VIP, including cocktails, receptions, tours etc.
e. In case of a VIP who has been invited by the Government, the relevant Ministry usually makes arrangements for accommodation and transport which are provided under Government hospitality (excluding international telephone calls and alcoholic beverages)
f. For VIPs who are not guests of the Government, the resident Mission or the Honorary Consul makes the appropriate arrangements. All expenses are bourne by the VIPs.
g. Ministers in long-transit are usually met by a Protocol Officer. Transport facilities are usually provided in cases of long transit.
a. Special Envoys are met and seen off at the airport by a Protocol Officer in the Ministry of Foreign Affairs and Aviation.
b. Appointments are made by the relevant officers within the Bilateral Unit.
a. Non- Resident Heads of Mission make their own arrangements for accommodation during their routine visits to Saint Kitts and Nevis. Assistance with transportation will be provided by the Ministry.
b. Requests for calls should be made through the Office of Protocol
a. Prior notification of visits and transits is essential to ensure timely arrangements. The notifications should be made as follows:
i. Head of State 6 weeks 1 week
ii. Head of Government 4 weeks 1 week
iii. Minister/Special Envoy 2 weeks 1 week
iv. Accredited Head of Mission 2 weeks N/A
v. Other Senior Officials 1 week N/A
In hosting an event, organizers should ensure that the following are given proper consideration:
a. Set the date, time and location of the event
b. Establish a planning committee for the event and sub-committees
c. Develop a budget for the hosting of the event
d. Develop a programme for the event
e. The set-up of the room consider whether or not there will be a head table
f. The placement of the flag or flags
g. Heads of States and Governments, Ministers and other Dignitaries visiting the Federation to attend International/Multilateral Conferences are usually met and seen off at the airport by Protocol officers.
h. Courtesy calls on the Governor General of the Federation, the Prime Minister, and any other Minister of Government and /or Dignitaries may be arranged at the request of the visiting head of State/Government through the Protocol Officer.
i. Properly addressing written correspondence, including invitations
j. The list of officials/persons who have confirmed their attendance at the event
k. The rank or status of the official
l. Creating the Order of Precedence and Seating Plan for the event
m. Salutation or oral recognition of the official during the event i.e. correct pronunciation of names and calling of titles
n. Monitor the time and timing of the event
o. Ensure the smooth Flow of the event
p. The use of Protocol Officers
q. Greeting VIPs on arrival and escorting on departure
