Tips on how to make a respectable impression on international guests when hosting an event, business meeting or conference:
• Preparation is critical. Do your research ahead of time to familiarize yourself with your guests and their respective titles.
• Use formal titles during introductions, until such time as you are invited to address someone differently, and always respect the individual’s position and rank. If someone is known as ‘His Excellency’ or ‘Commander’, then be aware of these addresses.
• Determine beforehand whether a translator will be necessary. This will depend on the languages spoken by your guests and whether or not they will arrive with their own commissioned translators.
• Do your guests expect to receive gifts when visiting foreign host countries? Find out what is customary in their country when it comes to gifts.
• Be punctual. Keeping your guests waiting is considered rude in most cultures.
• Ensure that all necessary or required ceremonies are properly planned for the diplomatic event in question.
Appoint a Master of Ceremonies if you need someone to facilitate speeches or commence with formalities.
• It is usually considered polite for the host to welcome international visitors with a few opening words.
• Be polite and considerate. Do not impose your opinions on people unless specifically asked what your thoughts are on a certain matter.
• Do not intrude on the privacy of your guests. For example, don’t make comments on any personal scandals that might have arisen in the media or via word of mouth.
• Look the part! Dress accordingly and if you are not sure whether the dress code is formal or casual, formal is always better.
Courtesy, Respect and Professionalism are most important components of a diplomatic protocol -Tomasz Orłowski
