Background

The Superintendent has been given the responsibility to ensure positive external and internal communications are developed and maintained. Proper protocol is to be followed for events organized by schools.

The success of a District or school event depends largely on good planning, as well as having a defined agenda and purpose for the event. If the event is well planned protocols normally flow smoothly.

Protocols will vary from one situation to another, depending on who is involved in the particular event. Accordingly, in the planning for an event, the order of introductions and speakers must be given special
attention.

Procedures
1. When organizing a public event at which dignitaries are present, introduce the most senior dignitaries first:
1.1 Members of the Senate representing British Columbia;
1.2 MPs (cabinet members first);
1.3 MLAs (cabinet members first);
1.4 Board Chair;
1.5 Civic officials (Mayor first);
1.6 Other civic councilors and trustees;
1.7 Senior bureaucrats and heads of other organizations;
1.8 Prominent community members.

When organizing an event within the District schools, the introductions will take place in the
following order:

2.1 Board Chair;
2.2 Vice Chair;
2.3 Trustees in attendance;
3. When organizing the order of speakers, protocols dictate that the most senior dignitary
speaks last.
4. Seating is to be arranged so that the most senior dignitary is closest to the podium at all
times.
5. Trustees are to be introduced at all times.
6. Provision is to be made for trustees and other important guests to be greeted by staff or
students.
7. As audience members, dignitaries are to be provided with reserved seating.
8. Invitations to trustees to attend a school event are to be directed only to the liaison
trustee(s) by the Principal. The role and expectation are to be defined in the invitation.
Provisions for parking are to be made for dignitaries and trustees. Trustees are to be
notified at least two (2) weeks prior to the event.
9. All invitations to trustees must also copy the Superintendent and Executive Assistant to
the Board on the request.
10. The Office of the Superintendent is to be contacted if a representative of the District
Leadership Team is requested to attend a school event.
11. The trustees invitation and District Office notice is to indicate who will serve as the
Master of Ceremonies.
12. When no trustee is available to attend, the MC will be advised to express regrets on
behalf of the Board.
13. For assistance, contact the Office of the Superintendent.

Royal and Other Special Visits

While extremely rare, school boards or schools occasionally may be included in royal visits (including those of Canada’s Governor-General and/or British Columbia’s Lieutenant Governor); visits by the Prime Minister or Premier, senior cabinet ministers, ambassadors; or other prominent dignitaries. In such circumstances, the formal protocol of either the Government of Canada or Province of British Columbia takes precedent. Information on proper protocol in these special circumstances can be obtained from the Government of British Columbia. District Office must be contacted in these instances.

In these circumstances, it is expected local event organizers will ensure local trustees are properly recognized and included in the event whenever possible.