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Secretariat
POLICIES, PROCEDURES AND REGULATIONS

Protocol for Special Events and Visits of High Profile Guests to the University

Description: Pursuant to the University Policy on Protocol for Events and Visits of High Profile Guests to the University.

Notes: Reviewed by Senior Administration; Effective September 1/2005

Signature: Lorna R. Marsden


Background

The objective of the Office of Special Events is to promote and strengthen York University’s reputation for excellence through the effective development, management and promotion of special events sponsored by the University, its Faculties and Departments.  The Office of Special Events collaborates, and in some instances partners, with academic and administrative units in the University to achieve their individual event goals and objectives and advises on protocol and special requirements as they relate to special event planning and hosting high profile guests.

The Office of Special Events provides a central resource and expertise for anyone who is charged with the responsibility of organizing a special event and will advise and provide direction to organizing units to ensure that special events bring about desired results.

Under the direction of the Office of the President, the Office of Special Events will act as a clearing-house for special events, as specified in the policy document on “Protocol for Special Events and Visits of High Profile Guests to the University”, which require the assistance of services campus-wide either as the result of size, protocol, potential controversy and/or media attention.

The Office of Special Events will work in concert with Hospitality York to fulfill their respective mandates which often require close co-ordination or partnering, including temporary use of University space.  Please refer to the documents listed at the end of these procedures.

Procedure

1.   Convenors of special events which involve a high profile guest are requested to consult the Office of Special Events prior to the guest being formally invited and before public announcements or advertising are undertaken. This procedure allows for better co-ordination of invitations being issued to the same person from multiple units at York University, avoids conflicts in the University events calendar, and ensures that protocol issues have been addressed.

Note:  If the visit of a high profile guest is confirmed at the last minute, please remember to inform and provide details to the Office of Special Events.

  • Normally, a faculty member shall consult his/her department chair and Dean about an opportunity to invite a high profile guest to visit the University.  Similarly, a non-academic employee shall consult his/her Director, Assistant/Associate Vice-President, or Vice-President.  Likewise, a student association or council shall consult the Centre for Student Community and Leadership Development, or the Office of the Associate Principal, Student Affairs at the Glendon campus. (A college student council shall first consult the College Master before proceeding to the Centre for Student Community and Leadership Development, or the Associate Principal, Student Affairs at Glendon.)
     
  • As applicable, the Dean, Director/AVP/VP or the AVP of Student Community and Leadership Development, or the Office of the Associate Principal, Student Affairs at Glendon, shall ensure that the request is directed to the Office of Special Events for clearance, and in advance of a response to a request for funding. 

2.   The Office of Special Events can be expected to provide direction in regard to University protocol and special event planning basics (risk assessment, space reservation, security arrangements, invitations, hosting, publicity, media relations).

In the event that there is a request for assistance at the last minute or if the requisite level of funding is not in place, the Office of Special Events should still be informed of the details of the event.  However, the level of service that can be expected of the Office of Special Events will be affected accordingly.

3.   The Office of Special Events shall consider and determine a number of protocol issues for the visit including, but not limited to:

  • the availability and involvement of the President, the Chancellor, or other senior University designate(s) to attend, participate or host;
  • how, when and from whom the invitation is extended;
  • whether the visit is of such significance that it needs to be managed as an institutional event;
  • flag protocol and various forms of address for dignitaries, if required 

4.    Visits of high profile guests shall be governed by all applicable University policies and procedures.  See list of related documents below.

Inviting the Chancellor

5.   Invitations to the Chancellor are required well in advance of an event and are requested and arranged through the Office of the President.

Inviting the President

6.   Requests for the President to attend or participate in an event are arranged through the Office of the President for availability and scheduling and liaison with the Office of Special Events or Hospitality York as required.

Inviting Members of the University’s Board of Governors

7.    Consult the Office of the University Secretary

Annual Lectures with External Speakers and Guests

8.   Established annual University Lectures should be planned well in advance and cleared through the Office of Special Events for co-ordination with the University-wide calendar of meetings and events and to ensure the availability of key people to attend.

The following is a partial list of annual lectures:

    •   Annual Public Policy Lecture, McLaughlin College
    •   Michael Baptista Lecture Series, VPRI
    •   The Betcherman Lecture, Osgoode Hall Law School
    •   The Canadian Century Research Infrastructure
    •   Canadian Writers In Person Lecture Series, Atkinson
    •   Castel Lecture, Glendon
    •   Distinguished Fellow Lecture, Glendon
    •   The Milton & Ethel Harris Public Lecture
    •   Harry Crowe Lectures
    •   The Falconbridge Professorship in Commercial Law Lecture
    •   The Gairdner International Awards Annual Lecture
    •   Jagan Lecture Series, VPRI
    •   James L. Lewtas Lecture, Osgoode
    •   James Gillies Lecture, Schulich School of Business
    •   Historica Chair, Faculty of Arts
    •   The Ioan Davies Memorial Lecture
    •   The John Holmes Memorial Lecture, Glendon College
    •   Meeting of Minds, Glendon
    •   Morris Katz Memorial Lecture in Environmental Research, Faculty of Science and Engineering
    •   Laskin Professorship in Public Law, Osgoode
    •   Leonard/Wolinsky Lecture on Jewish Life and Education
    •   Kitty Lundy Lecture, Atkinson
    •   The Ernest Mercier Lecture in Entrepreneurial Chemistry, Faculty of Science and Engineering
    •   Viv Nelles Environmental History Lecture
    •   Quebec-Ontario Lecture Series, Glendon
    •   The Annual Harold I. Schiff Lecture Faculty of Science and Engineering
    •   The Vico Lecture In Memory of Fred Zorzi, Faculty of Arts


Related reference documents include: 

  • Temporary Use of University Space Policy (under review)
  • Conference Planning for Faculty Members (in process of being drafted - Hospitality York)
  • Request Form for President’s Attendance/Participation (available from the President’s Office)