PROTOCOL

SRI S. RAJASEKHAR, M.Sc. M.Ed.,

Senior Director (Training Coordination)
 What is Protocol?

Protocol means the system of rules governing

formal occasions or the accepted way to
behave in a particular situation.
 STATE GUEST

► Arrangements for all VVIPs’/VIPs’ looked after by

the protocol Branch of General Administration
Department.

A. OFFICIAL VISIT
B. NON-OFFICIAL VISIT

► Thedignitaries of the GOI and other State

Governments and others normally treated as State
Guests are given below :
(i) the following dignitaries are treated as State
Guests during their official and Non-official
visits to this State.

1. The President of India.

2. The Vice-President of India.
3. The Prime Minister of India.
4. The Chief Justice of India.
5. Governors of other states including
Lieutenant Governor of Union Territories.
6. The Ex-Presidents of India.
7. The Ex-Vice Presidents of India.
8. The Ex-Prime Ministers of India.
9. The Judges of Supreme Court of India.
10. The Speaker and Deputy Speaker, Lok Sabha
and Deputy Chairman, Rajya Sabha.
11. The Union Ministers, Ministers of State and Deputy
Ministers of Union Cabinet.
12. The Deputy Chairman and Members of Planning
Commission.
13. The Chief Ministers, Ministers, Ministers of State and
Deputy Ministers of other States.
14. The Personal Staff accompanying the President of India,
Vice-President of India and Prime Minister of India.
15 The Chief Justice of High Court of other States.
16. The Speakers of Legislative Assemblies of other
States.
17. The Chief Election Commissioner
ii) The following dignitaries are treated as State Guests
during their official visits only:

1. The Judges of High Courts of other States.

2. The Chairman and Deputy Chairman, Deputy
Speakers of Legislatures of other States.
3. The Chiefs of Staff of Armed Forces.
4. The Area Commander not below the rank of
Lieutenant General on first visit to the State Capital
on assumption of charge.
5. The Chairman, Union Public Service Commission.
6. The Comptroller and Auditor General of India.
7. The Secretaries to Government of India Including those
holding equivalent posts in Government.
8. The Chief Secretaries of other State Governments.
9. The Leader of opposition in Lok Sabha / Rajya Sabha.

10. The Chairmen of

a. The National Commission for S.Cs/S.Ts.

b. The National Commission for Backward Classes.
c. The National Commission for Minorities.
d. The National Commission for Women.
e. The National Commission for Safai Karamcharis.
f. The National Human Rights Commission.
g. The National Commission for Weavers.
h. Chairman, Press Council of India.
i. Chairman, National Judicial Pay Commission.
j. Chairman, Law Commission of India.
 ACCOMODATION & BOARDING

 State Guests are provided for free of charge,

accommodation and boarding.

 They are normally accommodated in the State Guest

House/Circuit House/Inspection Bangalows / Travellers
Bungalow.

 In case sufficient accommodation is not available,

arrangement may be made in equally standard star
hotel.
► The five categories can be described (loosely) as follows:
► *(one star) – low budget hotel; inexpensive; may not have
maid service or room service.
► **(two stars) – budget hotel; slightly more expensive; usually
has maid service daily.
► ***(three stars) – middle class; moderately priced; has daily
maid service, room service, and may have dry-cleaning,
Internet access.
► ****(four stars) – first class hotel; mostly expensive (by
middle-class standards) has all of the previously mentioned
services; has many semi “luxury” services (for example:
massages or a health spa).
► *****(five stars) – luxury hotel; high price; numerous extras
to enhance the quality of the client’s stay such as a private golf
course or air strip.
► Menu:
Menu may be decided in consultation with personal staff of the
visiting dignitaries. Vegetarian or Non-vegetarian Food ,South
Indian or North Indian Food

► Transport:
Free Government Transport will be provided by giving Govt. Car
or proper standard private vehicles drawn from transport
agencies.

► Telephone Facilities:
Entire expenditure on casual telephones will be bear by the state
government.
► Visit of President of India:

a) Public Visit – First visit after assumption of office as

President treated as the Public Visit.
b) Official Visit – All visits will be treated as official visit.

President’s visit to state capital is accorded ceremonial

reception and send off.
The following dignitaries and officers shall present on both the
occasions of arrival /departure.

1) Governor.
2) Chief Minister.
3) Chief Secretary.
4) Director General & Inspector General of Police.
5) Secretary to Government (Political) GAD
6) Commissioner of Police
7) Joint Secretary to Government (GAD) and Director of Protocol.
8) The Collector & District Magistrate, Hyd.
9) Senior most officers of Defence Services.
10) Commander, Andhra Sub Area.
11) Station Commandant, Indian Air Force Station, Begumpet.
► Non Officials:
1) Ex-Governors.
2) Ex-Chief Ministers.
3) Honorary personal staff of the President at State Capital.
4) The Members of the Press.

On Alighting the Governor receives the President and introduces to

the Chief Minister, Minister in waiting, the Mayor and the other
officers present.

► Visit of Vice-President of India:

Arrangements will be generally same as in the case of visit of
President.

Visit of Prime Minister:

Arrangements will be generally same as in the case of visit of
President except inviting Defence Services officers and the honorary
personal staff of the President.
 Transit Halt of PM:

► CM can receive if he wishes or the PM desires CM to

meet him or else an executive officer and one police
officer may be deputed to render necessary assistance

Visit of Governors:

► The Governor shall be received by the Collector and SP at the

place of arrival and departure.

The arrangements to be made for Governor’s visit can be given

by the Governor’s secretariat.
The expenditure for the visit can be bear by the State
Government.
 Visit of Chief Minister:

► CM will be received by the District Collector and Superintendent of Police.

► They shall bear the camp and visit the CM.
► When they are unable the District Collector and SP may not receive CM but
explain the position to CM and can depute any senior most officer to receive
the visiting the CM.

Visit of other Ministers:

► The above instructions generally will apply to the first visit of all ministers.
► The Revenue Divisional Officer should normally attend to the protocol work
within his jurisdiction in all other cases.
► Be in contact with the PA/PS of the Ministers.
► Where civil receptions organised in honor of the visiting ministers, the
collector and other district officers shall attend when they are in the HQ.
► When minister visits his own district at frequent intervals the district officer
concerned need not receive him after his first visit unless specifically asked
to by the minister.
 The arrangements to be made during the visit of CM:

► The visit of the CM shall be informed to all the elected representatives of the
district along with the copy of programme.
► During inauguration or laying of foundation stones, the names on the plaque
have to be carved in the order of presidencies and protocol.
► The names must be spell properly.
► The barricading has to be made at the place of inauguration or laying foundation
stones.
► In case CM is coming in helicopter, the helipad has to be selected as far as
practicable nearer to the site.
► The Coordinates have to be communicated by using GPS as well as manual
method with the help of topo-sheet.
► The Bushes around the helipad shall be cleared up to 10 meters and on either
side of the roads on which VVIP is traveling.
► The Gangmen shall be placed on patrolling duty and near important bridges,
culverts for detecting any sabotages.
► The helipad preparation is the responsibility of R&B Department.
► The helipad has to be dampened before landing to avoid rising of dust while
landing and taking out.
► There must be one VVIP tent with temporarily toilet fixed with western
commode and a tent shall also be erected for the visiting officials and non
officials.
► One Stationary fire tender shall be placed at helipad.
► One Medical Officer shall be suitably instructed to keep the team of
doctors and medical theatre in preparedness, medicines, blood of required
group, oxygen cylinders.
► Necessary check up of the bouquets have to got checked up by the security.
► In every Convoy there must be one ambulance.
► The convoy has to conduct rehearsal one day in advance.
► At the tent there must be protocol team shall be placed to attend the
courtesies to the VVIP.
► Transport Department shall keep one Motor Vehicle Inspector in that
convoy to inspect the vehicles in case of necessary.
► Dias shall be arranged so that the visiting VVIP shall be visible to all the
public.
► The Public address system has to be arranged by Radio Engineer from the
Public Relations Department.
► One mobile public address system shall be kept ready as a stand by.
► There must be generators for meeting in any emergency of power failure.
► Inviting dignitaries to the dias shall be strictly as per the protocol.
► Fans/Air coolers shall be provided on the dias during summer and leak
proof tent has to be errected during rainy season
► Four sets of newspapers shall be placed.
► Necessary security arrangement shall be made.
► Required food arrangements shall be made
► Arrange New soap, Fresh Towels, Tissue Paper, Water supply,
Functioning of taps etc.,

Camp Office:

► Arrange cots with neat bed sheets, toilets have to be checked up by

the Tahasildar/RDO to ensure the correctness.
► Brand new bathing soaps, neat and new towels shall be placed.
► Mosquito repellents shall be arranged.
► Arrange TV with remote facility.
► Keep one good condition radio/transistor.
► Keep first aid kit.
► Arrange Telephone with STD facility.
 ASL: ADVANCE SECURITY LIAISON

• The Collector, SP and other officers to visit and finalize the

location of helipad and the route for the visit of VVIPs who are in
‘Z’ category protection in advance and to submit the report to the
Government about the safety of route.
 In any function the order of protocol of persons
present would be as follows
• Governor
• Chief Minister of Andhra Pradesh
• Cabinet Ministers of the Union of India
• Minister of State for the Union of India
• (a) Chairman, A.P. Legislative Council @
• Speaker of A.P. Legislative Assembly
• (a) Leader of Opposition, A.P. Legislative Council X
• Leader of Opposition, A.P. Legislative Assembly
• Ministers In charge of the District
• Ministers (Cabinet Rank), A.P. / Chairman, Regional Planning & Dev.
Board
• Dy. Ministers of Union of India
• Ex-Chief Minister of A.P.
• Ex. Governors
• Ministers (State), A.P.
• Deputy Speaker, A.P. Legislative Assembly
• Government Chief Whip
• Government Whips
• Mayor of Greater Hyderabad Municipal Corporation / Chairperson Z.P. /
Mayor of Corporations
• M.Ps.
• (a) M.L.Cs.
• M.L.As.
• Chairperson, Municipal Council, Vice-Chairperson, Zilla Parishad /
Deputy Mayor / Chairperson of Standing Committee of
Municipal Corporation / Municipal Council.

• President, Mandal Praja Parishad

• Member, ZPTC

• Member, MPTC / Ward Councilor / Corporator

• Sarpanch

• Donors and Non-Government Organizations

 ROLE OF NON-OFFICIALS AT FUNCTIONS
• Generally Chairman (APLC), Speaker, Leader of Opposition (APLC),
Ministers, Chairman, Regional Planning & Development Board, Dy.
Speaker, Govt., Chief Whip, Govt. Whips, MPs, MLCs, MLAs, ZPP
Chairpersons will be the Chief Guests / Guests of Honour.
• In case of funds from Government, the MLA will generally preside over the
function; in the absence of Minister, MLA will generally be the Chief
Guest.
• Where the funds are exclusively of the local bodies, the Mayor / Chairperson /
Sarpanch would generally preside.
• Generally, all local elected representatives eg. Deputy Mayor, Chairpersons of
Standing Committees, Municipal Corporation / Municipal Council,
Deputy Chairperson, Vice President of MPP, ZPTC / Member, MPTC,
Corporator & Councillor etc., must be invited to all important functions.
• Donors & Non-Govt. Organizations who have contributed to the function may
be made special invitees / guest of honour.
 ORDER OF NAMES IN THE INVITATION CARDS / PLAQUES

1. Chief Guest
2. Guest of Honour
3. President of Function
4. Other non-officials who grace the function as per columns 4 and 6.

To follow the order shown in Table - I

Courtesies t be observed by the officers in their dealings
with the Ministers / MLAs / MLCs
Memo No.303/Ser-c-91-1, dt:27-08-1991 & 404/Polll.A(2)/2001-3, dt:31-05-2001.

SEEKING INFORMATION

• When a request for information is received from MP/MLA/MLC on

details of administration or any other factual information, the officer
should immediately acknowledge it in a letter and tell the member that a
reply would be sent shortly and accordingly send it as soon as possible.
Telephone Calls
• Whenever the MLAs telephone to the officer concerned, should
immediately come into contact with Legislator and attend to him. If the
officer concerned is not available the officer must record the phone call
and whenever the officer is available he should immediately call back the
MLA
 INTERVIEW WITH OFFICERS

• When a MP/MLA/MLC comes to see the officer an officer should

raise from his seat to receive the member and to see him off.
• For purposes of interview, MP/MLA/MLC should be given preference
over other visitors, and in very rare cases where an officer is unable to
see a MP/MLA/MLC at a time about which he had no previous notice,
the position should be politely explained to the Member and another
appointment fixed in consultation with him.
• Where for unavoidable reasons, which should not arise, the officers
are unable to grant interviews to MP/MLA/MLC during office hours
even though it be beyond the hours fixed for interview, they should be
so intimated politely only at the instance of interviewing officers and
not by the stenos or Receptionists or their own accord.
 PUBLIC FUNCTIONS – INTIMATION OF
ARRANGEMENT OF SEATS
• At public functions, seats befitting their position should be
reserved for MP/MLA/MLC. Where any such function is
presided over by an officer, MP/MLA/MLC present should be
given seats on the dais.