corporateprotocolguidelines

Corpora te Protocol

Corporate Protocol Guidelines

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2016

Corporate Protocol Guidelines

Table of Contents Special Events ..............................................................................................................................4 1.0

Application .....................................................................................................................4

2.0

Event Invitations .............................................................................................................4

3.0

Invitation List ..................................................................................................................5

4.0

Event Agenda ................................................................................................................6

5.0

Order of Speakers ..........................................................................................................7

6.0

Speaking Notes ..............................................................................................................9

7.0

Stage Guests .................................................................................................................9

8.0

Reception .......................................................................................................................9

9.0

Photo Opportunities .......................................................................................................9

10.0 Consideration for Council/Special Guests ....................................................................10 11.0 Name Tags/Place Cards ..............................................................................................10 12.0 Inviting Mayor and Members of Council to Events .......................................................11 13.0 How to Address Dignitaries ..........................................................................................11 14.0 Council Chambers........................................................................................................13 Community Recognition and Support .........................................................................................13 15.0 Letters of Greeting from the Mayor ..............................................................................13 16.0 Milestone Certificates ...................................................................................................14 17.0 Proclamations ..............................................................................................................16 18.0 Flags ............................................................................................................................17 19.0 Plaques ........................................................................................................................18 20.0 City Pins .......................................................................................................................19 21.0 Corporate Tables .........................................................................................................19

Corporate Protocol Guidelines 22.0 Facility Tours ................................................................................................................20 23.0 Key to the City ..............................................................................................................21 Public Affairs ...............................................................................................................................21 24.0 Visiting Delegations......................................................................................................21 25.0 Press Conference/Announcements..............................................................................22 26.0 Partner and Friendship Cities .......................................................................................22 Economic Development ..............................................................................................................23 27.0 Grand Openings ...........................................................................................................23 Appendix 1 ..................................................................................................................................24 Procedures .............................................................................................................................24 Standard Operating Procedures .............................................................................................24

Corporate Protocol Guidelines Special Events 1.0

Application 1.1 Corporate protocol guidelines apply to both City and community events, unless otherwise indicated.

1.2 All corporate protocols for community events are presented as recommendations only. While these protocols will serve as a useful resource, it is important to remember that every event is unique and should be approached as such.

2.0

Event Invitations 2.1 For City events – the Mayor and Members of Council are the hosts for corporate events and this is reflected in the invitation, as in the following example.

Mayor and Members of Council Invite you (and guest/guests) to [name of special occasion – e.g. opening/launch, ground breaking, tree planting, inaugural] [Location details] [Month, Day, Year] [Time] Entertainment, Activities and Refreshments Please RSVP by [Month, Day, Year] to [Contact] at [Number]

2.2 Invitations should be sent out as early as possible, typically, no earlier than eight weeks and no later than four weeks in advance. For more significant projects, invitations (particularly to speakers) may be sent out earlier.

2.3 For joint City/partner events – Council acknowledges and recognizes partnerships in the construction, and ongoing management of joint City and community facilities by including the partner organization in the opening line of the invitation as follows

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Corporate Protocol Guidelines

2.0 Event Invitations (continued) Mayor and Members of Council [and name of Partner] Invite you to [name of special occasion – e.g. opening/launch, ground breaking, tree planting, inaugural] [Location details] [Month, Day, Year] [Time] Entertainment, Activities and Refreshments Please RSVP by [Month, Day, Year] to [Contact] at [Number]

3.0

2.4

For joint City/Federal/Provincial government partner events – the Canada logo must be placed on the left side, the municipality in the middle and the Province on the right. The invitation must be translated and fully bilingual.

2.5

For community events and private functions – the protocol for these events is determined by host organizations and individuals.

Invitation List 3.1 The invitation list is developed at the start of the project and included as part of the event work plan in consultation with the client department and the respective Member of Council (i.e. Mayor, Member of Council) depending on the nature of the event. The list should include all groups, residents or individuals, who have contributed to the project, will be affected by the project, or who are considered an audience the project/event is intended to reach.

3.2 The invitation list will change with every event; however, here is a list of invitees to be considered:  

Mayor (should be invited to attend all events that promote a City initiative, have an impact on the City or are held in partnership with a local municipality where area Mayors have been invited to attend) Members of Council (should be invited to attend all events that promote a City initiative, have an impact on the City or are held in partnership with a local municipality where area Members of Council have been invited to attend) Page 5 of 23

Corporate Protocol Guidelines

3.0 Invitation List (continued)          

Chief Administrative Officer (should be invited to attend all events that have a large significance to the City, or are held in partnership with a local municipality where area CAOs have been invited to attend) City staff Pickering-Uxbridge Member of Parliament (MP) and Pickering-Scarborough East and Ajax-Pickering Members of Provincial Parliament (MPPs) Regional Chair general public/area residents (if it is an open event, some events are by invitation only) representatives from the provincial or federal government area businesses Ajax-Pickering Board of Trade community, ratepayer or user groups media (if the lead department is looking for media coverage, they may work with Corporate Communications to draft and issue a media advisory)

Note: It is important that proper acknowledgement of special dignitaries is given at the beginning of the event. Please let the department lead for the event know in advance who will be attending, if possible, so this information may be incorporated into the speaking notes (see 6.0 Speaking Notes).

3.3 To avoid scheduling conflicts, the Executive Assistant, Mayor and Executive Assistants, Council, should be consulted prior to a City event being scheduled where Mayor and Members of Council are expected to attend. Likewise, should the Chief Administrative Officer be required to attend an event, the Executive Assistant, Office of the CAO should be consulted to confirm availability.

Consideration is given to the Mayor or the appropriate Ward Councillors when determining an event date.

4.0

Event Agenda (Also see 5.0 Order of Speakers) 4.1

For City events – the event agenda outlines the itinerary of the event, particularly during the formal elements of the event ceremonies, and where these activities will take place (exact ceremony location). Include the schedule, contact name and number, event purpose, activities, and, if the event is planned outdoors, a back-up location.

Sample program for a plaque unveiling:  opening remarks and City welcome: Mayor, Deputy Mayor or Acting Mayor  remarks: Ward Councillors (Regional and/or City) depending on the event, or where appropriate Page 6 of 23

Corporate Protocol Guidelines

4.0 Event Agenda (continued)    

remarks: community representative remarks: MP, area MPP dedication: community representative unveiling of plaque: stage guests (see 7.0 Stage Guests)

4.2

An ideal program should not exceed 30 to 40 minutes in length and speeches should be brief – a maximum of two minutes for each speaker if the audience is standing, and five minutes if the audience is seated.

4.3

For City events co-sponsored with an outside organization – for joint City/partner events where an organization, through a substantial funding contribution, is considered a partner in the project and a co-host of the event, a representative of the partner organization is invited to speak following the Mayor and before other speaking guests.

4.4

Community events and private functions – the agenda for community and private events is provided by the host organization or individual. If the Mayor or Members of Council are present as invited guests, it is appropriate for the Mayor, Deputy Mayor, Acting Mayor, or Member of Council to speak following the introduction by the Master of Ceremonies to bring greetings from the City.

This arrangement would be expected at events supported by or in partnership with the City, but it remains at the discretion of the host organization (see 5.6 Order of Speakers).

Note: City staff will endeavour to suggest that all Members of Council are included in event invitations.

5.0

Order of Speakers (Also see 4.0 Event Agenda) 5.1 For City events – the role of the Master of Ceremonies is performed by the Mayor, Deputy Mayor, Acting Mayor or designate. The Master of Ceremonies will speak first to make the event introductions. This is followed by the Mayor, Deputy Mayor or Acting Mayor, who will bring greetings from the City. Other speakers will follow the Mayor.

5.2 For events associated with a specific City ward, the Regional Councillor and/or City Councillor(s), where appropriate, will speak following greetings from the Mayor, Deputy Mayor or Acting Mayor.

5.3

For events that include the participation of the MP and MPPs – the Mayor, Members of Council and City representatives will speak first, followed by the Page 7 of 23

Corporate Protocol Guidelines MP, then the area MPP.

5.0 Order of Speakers (continued) The speaking order is as follows:      

master of ceremonies Mayor or Deputy Mayor or Acting Mayor Regional and/or City Councillor(s), where appropriate community representative MP area MPP

5.4 MP and area MPP – the term “area” refers to the MPP representing the riding in which the event is being held. Although the one MP representing Pickering will be invited to all appropriate events, the “area” MPP will be given precedence in terms of speaking order unless provincial or federal protocols are in effect (see 5.3 Order of Speakers).

5.5 For an event hosted by the Government of Ontario, speaking order is determined by Ontario's Order of Precedence, with some variation depending upon the particular speakers. Direction will be received from the government office that is coordinating the event. For additional assistance, please contact: Office of International Relations and Protocol 1075 Bay Street, Suite 830 Toronto, ON M5S 2B1 Phone: 416.325.8535 Fax: 416.325.8550 Website: www.ontario.ca/government/international-relations-and-protocol 5.6 For joint City/partner events – the above order of speakers should be followed (see 5.1 and 5.4). The representative of the partnership organization will speak as the co-host of the event following the Mayor and Member(s) of Council.

5.7 Community events and private functions – the protocols for the order of speakers is determined by the host organization (this includes any event involving a Member of Council, regardless of whether the event is receiving Council and/or City support). It is appropriate for the Mayor, Deputy Mayor or Acting Mayor to speak following introductions to bring greetings from the City.

The Councillor(s), if invited to the event and asked to speak, should speak following the Mayor (see 4.4 Event Agenda).

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Corporate Protocol Guidelines

6.0

Speaking Notes 6.1 Upon request, the lead department will be responsible for providing background speaking notes and an agenda to the Mayor, Deputy Mayor or Acting Mayor and the Chief Administrative Officer.

6.2 Speaking notes may be prepared in bullet format and should highlight the main points the speaker should convey when delivering remarks.

6.3 To avoid repetition by speakers, it is important to clarify in advance who will speak about what topic.

6.4 Speaking notes should be sent to the speaker’s assistant for review and approval a minimum of two weeks prior to the event.

7.0

Stage Guests 7.1 For City events, stage/platform speaking dignitaries and guests may include the Mayor and Members of Council, the Chief Administrative Officer, the MP and MPPs representing Pickering residents, and all special guests scheduled to speak or make a presentation during the program.

7.2 Non-speaking special guests will also be acknowledged during the program and provided special seating in a VIP section, or reserved rows at the front of the audience seating (reserved seating should also be offered to the companions/family who accompany special guests).

8.0

Reception 8.1 A reception may follow an official City event and be arranged according to allocated budget, appropriateness to the event and opportunities/ limitations presented by the location of the event.

8.2 If appropriate, a reception may be sponsored by a company or organization and proper recognition of the sponsor will be made.

8.3 If the reception is to be held outdoors, arrangements for a back-up location or tent should be made in case of inclement weather.

9.0

Photo Opportunities 9.1 If the event includes a photo opportunity, all speakers and dignitaries should be included in the photo.

9.2 Often the media or contracted photographer will take the liberty of positioning the group for the photo.

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Corporate Protocol Guidelines

10.0

Consideration for Council/Special Guests 10.1 Parking – every effort should be made to provide reserved parking for stage guests, special guests and Mayor and Members of Council at events, logistics permitting. This ensures that these individuals can quickly and easily access the ceremony site, and leave promptly to attend other commitments.

10.2 Reserved Seating – special guests should be seated in a reserved area of the audience (see 7.2 Stage Guests).

10.3 Stage/Seating Procession – for more formal events, a procession to the stage may be incorporated into the event ceremony. Where budget permits and as appropriate, a piper may be arranged. The procession will include the stage guests, and may also include the special guests to be seated in the reserved area of the audience (stage guests to proceed and seated guests to follow).

Generally, the following order should take place:       

11.0

Mayor Regional Councillors City Councillors Chief Administrative Officer representative of partner organization or Chair of community committee as co-host other levels of government in order of precedence in ascending or descending order other guests

Name Tags/Place Cards 11.1 When a large number of people are expected at an event, name tags may be required.

11.2 Name tags should include the person’s name, title and organization.

11.3 Name tags for Members of Council should be laid out as follows:   

name Regional or City Councillor, Ward (number) City of Pickering

11.4 When holding an event where speakers will be seated or standing behind a table, it is important to use place cards. Place cards should feature the person’s full name, title and name of their organization, if possible.

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Corporate Protocol Guidelines

12.0

Inviting Mayor and Members of Council to Events 12.1 Mayor and Members of Council attend many special events, ceremonies, photo opportunities and celebrations. An invitation for the Mayor or Member of Council to attend an event should be made a minimum of four weeks prior to the event date, using the online request form located on the Protocols page of the City website, or in writing and sent to: Office of the Mayor Pickering City Hall One The Esplanade Pickering, ON L1V 6K7

Email: mayor@pickering.ca Fax: 905.420.6064 Website: pickering.ca

The invitation should include:        

who you would like to invite (Mayor and/or Members of Council) the date and time of the event (and whether these are flexible) the venue name, telephone number and email address for contact person at the organization event/organizer background information the number of people expected to participate the role the elected official is being requested to play (e.g. opening remarks, award presentation, attendance only, etc.) all invitations are reviewed by the Mayor and Council’s Executive Assistants, who will advise if further information is required

All other dignitaries should be invited by telephone and booked via their assistants once an event date is confirmed (if their presence is required). A hard copy of the invitation or email should follow.

13.0

How to Address Dignitaries 13.1 Mayor The Mayor should be formally introduced as ‘Mayor [full name]’.

In conversation, the Mayor should be addressed as ‘Mayor [last name]’, not by his/her first name. Correspondence to the Mayor should be addressed as ‘Mayor [full name]’.

13.2 Members of Council Regional Councillors should be formally introduced as: ‘Regional Councillor [Ward number, full name]’.

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Corporate Protocol Guidelines

13.0 How to Address Dignitaries (continued) City Councillors should be formally introduced as ‘City Councillor Ward [Ward number, full name]’.

In conversation, Members of Council should be addressed as ‘Councillor [last name]’, not by their first names.

Correspondence to a Member of Council should be addressed as ‘Regional/City Councillor [full name]’.

13.3 MP and MPPs The MP and MPPs should be formally introduced as ‘Mr./Mrs. [full name], MP/MPP’, and the area they represent.

In conversation, the MP and MPPs should be addressed as ‘MP/MPP [last name]’.

Correspondence to the MP and MPPs should be addressed as ‘Mr./Mrs. [full name], MP/MPP’, and the area they represent.

The MP or MPPs that are cabinet ministers or equivalent should be formally introduced as ‘The Honourable [full name], MP/MPP’, and the area they represent.

In conversation, the MP and MPPs that are cabinet ministers or equivalent should be addressed as ‘MP/MPP [last name]’.

Correspondence to the MP and MPPs that are cabinet ministers or equivalent should be addressed as ‘The Honourable [full name], MP/MPP’, and the area they represent.

13.4 Ministers Ministers should be formally introduced as ‘The Honourable [full name], Minister of [area]’.

In conversation, a Minister is referred to as ‘Minister [last name]’.

Correspondence to Ministers should be addressed as ‘The Honourable [full name], Minister of [area]’.

13.5 For further information please visit the Canadian Heritage page on the Government of Canada website.

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Corporate Protocol Guidelines

14.0

Council Chambers 14.1 On the day of a Council meeting or special event, the Council Chambers is set-up by staff.

14.2 There is designated seating for the Mayor and Members of Council. Senior staff is seated at the horseshoe table. Front row seats are reserved for dignitaries and special invited guests.

Community Recognition and Support 15.0

Letters of Greeting from the Mayor 15.1 Letters of greeting from the Mayor are issued to groups, institutions, individuals, organizations, or businesses for the following:     

arts and cultural celebrations charity fundraising galas and events city-wide sports tournaments conventions, trade shows, festivals significant anniversaries and awards

Letters are often used in an organization's printed program or for display purpose at the event for which it was requested.

Letters of greeting cannot be issued for:    

events or organizations that have no direct relationship to the City of Pickering anything that contravenes City policies or by-laws matters of political controversy ideological or religious beliefs, or individual conviction

15.2 Requests for letters of greeting from the Mayor must be accompanied by a description of the organization and the event for which it is being requested.

Drafted words and phrases to be included in the letter are welcome. The more detail provided regarding the event, the more personalized the letter can be. At a minimum, the accompanying information must include:    

event date printing deadline description of the organization and event contact information Page 13 of 23

Corporate Protocol Guidelines 15.0 Letters of Greeting from the Mayor (continued) 15.3 Requests should be submitted a minimum of four weeks in advance of the print deadline, using the online request form located on the Office of the Mayor page of the City website, or in writing and sent to: Office of the Mayor Pickering City Hall One The Esplanade Pickering, ON L1V 6K7

Email: mayor@pickering.ca Fax: 905.420.6064 Website: pickering.ca

15.4 Letters of greeting are issued at the discretion of the City of Pickering.

16.0

Milestone Certificates 16.1 Certificates are issued to Pickering residents and organizations for anniversaries, birthdays, special honours, and outstanding community service.

Birthdays and wedding anniversaries:  

birthdays (75 years or more – in increments of 5 years) wedding anniversaries (25 years or more – in increments of 5 years)

Customized certificates: 

to individuals, businesses and organizations on milestone occasions

16.2 Special Honours – recognition at a provincial, national or international level requests should be submitted a minimum of four weeks prior to the event and must include the following details:     

recipient's full name and address occasion details including the date of the event requester's name, address and phone number deadline date if different from event date mailing address, or request to pick up at the Customer Care Centre, Pickering City Hall

16.3 Requests should be made using the online certificate request form located on the Office of the Mayor page of the City website, or in writing and sent to:

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Corporate Protocol Guidelines 16.0 Milestone Certificates (continued) Office of the Mayor Pickering City Hall One The Esplanade Pickering, ON L1V 6K7

Email: mayor@pickering.ca Fax: 905.420.6064 Website: pickering.ca

16.4 Certificates are issued at the discretion of the City of Pickering.

16.5 Certificates from other levels of government: Premier of Ontario       

birthdays (80 years or more) marriage anniversaries (40 years or more) anniversaries of private companies (50 years or more) anniversaries of non-profit service or social clubs and religious groups (25 years or more) retirement (25 years or more) retirement-Military (15 years or more) Ontario Public Service (OPS) Quarter Century Club (25 years or more)

Contact: Premier's Correspondence Unit Whitney Block, Room 4620 99 Wellesley Street West Toronto, ON M7A 1A1 Phone: 416.325.3777 Fax: 416.325.3745 Website: www.premier.gov.on.ca Lieutenant Governor of Ontario  

birthdays (90 years or more) wedding anniversaries (50 years or more)

Contact: The Office of the Lieutenant Governor of Ontario Queen’s Park 67 Wellesley Street West Toronto, ON M7A 1A1

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Corporate Protocol Guidelines 16.0 Milestone Certificates (continued) Phone: 416.325.7780 Fax: 416.325.7787 Website: lt.gov.on.ca Prime Minister of Canada  

birthdays (65 years or more) wedding anniversaries (25 years or more)

Contact: Executive Correspondence Services 80 Wellington Street, Room 105, Langevin Block Ottawa, ON K1A 0A2 Phone: 613.941.6880 Fax: 613.941.6901 Website: www.pm.gc.ca Governor General of Canada (greetings from Her Majesty The Queen)  

birthdays (90, 95, 100 years or more) wedding anniversaries (50 years or more)

Please note that proof of age or marriage is required to receive greetings from Her Majesty.

Contact: The Office of the Governor General of Canada Anniversary Section Government House 1 Sussex Drive Ottawa, ON K1A 0A1 Tel: 613.993.2913 Fax: 613.990.7636 Website: www.gg.ca 17.0

Proclamations 17.1 Proclamations encourage public awareness and provide recognition for events, achievements and activities that are significant to the City of Pickering.

Proclamations are a ceremonial document designating a period (special day, week or month) to reward the efforts and commitments of an individual, event or organization that enhances our community.

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Corporate Protocol Guidelines

17.0 Proclamations (continued) 17.2 Requests for proclamations which primarily serve to benefit one or more of the following causes are generally accepted:      

arts celebrations cultural or religious celebrations charitable fundraising campaigns civic promotions public awareness campaigns to honour individuals, institutions or organizations for special achievement(s)

17.3 Requests for proclamations which fall into any one of the following groups shall not be approved for:     

politically-based parties, organizations, or individuals promotion of business or commercial enterprise if the intent is contrary to corporate policies or by-laws if the intent is to defame the integrity of the City, Council Member, or staff person if the event or organization has no direct interest or relationship to the City

17.4 For further details, refer to Proclamation Procedure ADM 110-004.

18.0

Flags 18.1 Community groups may borrow a City of Pickering flag for display at their event, provided that it is returned by a specific date and in good condition.

18.2 Flags may be purchased by contacting the Customer Care Centre and are available in the following sizes:   

4’ ½ x 2’ ¼ 6’ x 3’ 9’ x 4.5’

18.3 The courtesy flagpole at City Hall, only, will be used for the display of flags or flag raisings.

Requests for flag displays and flag-raising ceremonies may be approved for:   

non-profit or charitable organizations recognition of a state/country recognized by our Federal Government visiting the Mayor and Members of Council public awareness campaigns Page 17 of 23

Corporate Protocol Guidelines

18.0 Flags (continued) Requests for flag displays and flag raising ceremonies shall not be approved for:       

politically based parties, organizations, or individuals religious organizations or the celebration of religious events matters of political controversy or ideological beliefs promotion of a business or commercial enterprise if the intent is to defame the integrity of Pickering Council matters designed to incite hatred or disorder if the event or organization has no direct relationship to the City of Pickering

18.4 For further information refer to Flag Raising Procedure ADM 110-002.

19.0

Plaques 19.1 Plaques should reflect the year Council approved the project and/or the date of the dedication.

19.2 A plaque may be installed to commemorate the official opening or special recognition of a City facility (i.e. trail, park, bridge, etc.).

19.3 Size, shape (portrait or landscape) and placement of plaques are determined by the construction project team, or client department. A dedication plaque should include:

Project/Facility being recognized (upper and lower case)

Date of Ceremony/Official Opening Members of Council 2014-2018 Mayor Name Regional Councillors Name Name Name

Ward 1 Ward 2 Ward 3

City Councillors Name Name Name

Chief Administrative Officer Name This space is reserved for identifying funding partners if required

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Corporate Protocol Guidelines

19.0 Plaques (continued) 19.4 The installation of plaques on City property must be authorized by the Chief Administrative Officer.

20.0

City Pins 20.1 The City provides up to 100 pins to individuals or organizations that are participating in exchanges, national or international events and tournaments representing the City of Pickering. Pins are limited to one request per organization per event.

Guidelines for Issuing City Pins Individual  Collectors or residents of Pickering traveling to another country Members of Council

Up to 10 pins

As required

Sports Teams/Youth Groups  Local Tournament  Provincial Tournament  National Tournament  International Tournament

Up to 25 per team Up to 50 per team Up to 100 per team Up to 100 per team

Not-for-Profit Organizations

Up to 50 pins

20.2 Individual pins can be obtained free of charge by contacting the Mayor or Council Office. Additional pins may be purchased from the Customer Care Centre for $5.00 including HST (prices are subject to change).

21.0

Corporate Tables 21.1 Requests for corporate table sponsorship must be submitted in writing to the Office of the Mayor for consideration, a minimum of four weeks prior to the event.

The City will purchase a maximum of one table per event.

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Corporate Protocol Guidelines 21.0 Corporate Tables (continued) 21.2 The following criteria and eligibility will be considered for sponsorship:  event offers a clear benefit for the City or Region of Durham  event complements the City’s Corporate Values and Vision  sponsorship recipient is a community group, organization, association or not-for-profit with a positive community reputation  sponsorship of the event provides opportunity for City recognition The following types of organizations and events will not be considered for sponsorship:  politically based parties, organizations or individuals  religious organizations or events  any organization or event that may have a conflict of interest with the City 21.3 Corporate tables are coordinated by the Executive Assistant, Mayor who works with Council Support staff to determine Council’s interest in attending events. Confirmation of attendance from Members of Council is recorded in the corporate tables chart for tracking purposes by the Executive Assistant, Mayor.

21.4 For further information please refer to the Invitations Protocol Standard Operating Procedure.

22.0

Facility Tours 22.1 The City of Pickering hosts facility tours for groups interested in meeting Mayor and Members of Council and/or seeking information on municipal government, programs and services.

22.2 The Customer Care Centre is the principle point of contact for groups interested in receiving a facility tour. Customer Care staff will process the request, and liaise with the appropriate department who will take the lead in coordinating the tour.

22.3 All of the following conditions must be met before a tour shall be approved:  the request for a facility tour must be received by the City of Pickering, preferably in writing, a minimum of two weeks in advance  individuals required to participate in the tour (i.e. staff from the appropriate department, elected representatives, external partners) are available for the time required Page 20 of 23

Corporate Protocol Guidelines

22.0 Facility Tours (continued)

 funding or resources must be accommodated through existing budgets and must not result in an additional financial burden to the City Note: where a request for a facility tour does not meet the criteria and mandatory requirements, approval from the Chief Administrative Officer is required.

23.0

Key to the City 23.1 A “Key to the City” is a symbolic gift that the City bestows an esteemed recipient symbolizing the honour and freedom to enter and leave the City at will as a trusted friend to residents.

23.2 A “Key to the City” may be awarded to an individual, group or organization that furthers the ideals of the City of Pickering, or to recognize outstanding achievements in a field of endeavour, or in public and civic life.

23.3 The Mayor is the approval authority for “Key to the City” requests on behalf of Council and the City of Pickering.

23.4 For further information, refer to the Key to the City Procedure ADM 110-007.

Public Affairs 24.0

Visiting Delegations 24.1 The City of Pickering hosts visiting delegations for groups interested in meeting the Mayor and Members of Council and/or seeking information on business opportunities, municipal government, programs and services. Delegation visits could range from a brief visit to a full day program.

24.2 Delegation requests should be directed to the Mayor’s Office for consideration.

24.3 Requests for program information related to a specific area of service will be the responsibility of the appropriate department, as directed by the Mayor’s Office.

24.4 One or more of the following criteria must be met before a visiting delegation request can be considered:  the visit must aim for a short or long-term reciprocal benefit or have an added value to the City of Pickering

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Corporate Protocol Guidelines

24.0 Visiting Delegations (continued)  the visit must provide an opportunity to learn and collect data on competitive global business and government issues of importance to the City of Pickering  the visit must provide a real socio-economic interaction  the visit must provide the City of Pickering with an opportunity to enhance its profile on a municipal, regional, provincial, national or international basis 24.5 The following conditions must be met before a delegation shall be approved:  the request for a visiting delegation must be received by the City of Pickering at least two weeks in advance of the event. All requests should be directed to the Mayor’s Office for consideration  funding or resources must be accommodated through existing department budgets and must not result in an additional financial burden to the City 24.6 For further information, refer to the Visiting Delegations Standard Operating Procedure.

25.0

Press Conference/Announcements

25.1 The City of Pickering hosts press conferences and announcements to promote its various municipal services, and initiatives, as well as in partnership with other levels of government. Press conferences and announcements involve the media, and can be invitation only, or include members of the public, and typically include a question and answer period.

25.2 Press Conference/Announcement requests should be directed to the Corporate Communications Section for consideration.

25.3 For further information, refer to the Press Conference/Announcement Standard Operating Procedure.

26.0

Partner and Friendship Cities

26.1 Partner City – a cooperative, CAO-endorsed agreement between cities in geographically distinct areas to promote economic and cultural ties.

26.2 Friendship City – a cooperative agreement initiated by the Mayor between cities in geographically distinct areas to promote cultural ties and to better engage a specified local ethno-cultural community.

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Corporate Protocol Guidelines

26.0 Partner and Friendship Cities (continued) 26.3 Partner and Friendship City relationships allow communities to:        

exchange ideas gain valuable international, national, or local government perspectives, and increase the understanding of global, national, and local government issues generate harmony, tolerance and goodwill promote economic growth increase tourism exchange cultural and educational experiences and values build reliable business and other contacts engage diverse and defined communities within Pickering

26.4 Partner and Friendship City activities may include:      

two-way delegation visits exchange of information and greetings via written communication exchange of gifts on occasions of visits flag-raising ceremonies proclamations programs promoting tourism and economic development

26.5 For further information, refer to the Partner and Friendship Cities Procedure ADM 110-008.

Economic Development 27.0 Grand Openings 27.1 Businesses and organizations often contact the Office of the Mayor or the Economic Development Office when looking to engage the City in celebrating and promoting their Grand Openings. Economic Development staff, and the Executive Assistant, Mayor work together to support the business as they plan for their event.

27.2 For further information please refer to the Grand Openings Standard Operating Procedure.

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Corporate Protocol Guidelines

Appendix 1 Procedures The following Procedures are referred to in these Guidelines: Flag Raising Procedure ADM 110-002 Key to the City Procedure ADM 110-007 Partnership and Friendship Cities ADM 110-008 Proclamation Procedure ADM 110-004 Standard Operating Procedures The following Standard Operating Procedures are referred to in these Guidelines: Grand Openings Invitations Protocol Press Conference/Announcement Visiting Delegations

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