ossibility of unction
ubmission to
ost
reparation of uest List
ubmission of uggested Guest ist to Host
nvitation to quests
(GHF GOVERNMENT HOSPITALITY
FUND FUNCTION
Host: Sec of State Host: Minister
!
FCO FUNCTION (ie FCO to pay)
Host: Sec of State, Minister or FCO official
Contact Social Secretary, who will advise on venue, funding, invitation cards, caterers, etc
Copy to Social Secretary
Social Secretary will send appropriate forms to Dept
Social Secretary has a card index of previous guests and lists of possible guests for each country
Copy to Social Secretary and Parliamentary Relations Unit
Social Secretary will then send a draft invitation card to be approved by department and Private Office
Social Secretary submits menus
Social Secretary invites guests by telephone
GHF send suggested
menus to host
Desk officer invites guests by telephone & provides Soc Sec with list of guests to whom cards will be sent by GHF
Social Secretary sends suggested menus to host
Desk officer/Social Sec (if SOS is host) invite guests by telephone
If the function is a reception, invitation cards are sent regrets only/RSVP and guest list produced:
By Social Secretary By Desk Officer By Desk Officer/Social
Secretary
Final arrange- ments
Social Sec prepares final guest list and table plan for submission with personality notes to SOS. Department submit briefing & speech notes if required to PS/SOS,
Social Sec attends function with GHF
representative.
Department submit final guest list, briefing and personality notes to Min-
Social Secretary to prepare table plan and final guest list (copiec to News Dept and PRU). Desk Officer will pre- pare and submit briefing inster's office.personality notes/toast, Copy guest list Speech notes. to PRU & News Dept. Soc Sec**
GHF rep attends Social Secretary will
function.
normally attend functio
Guests are checked off on list on arrival at function, directed to correct room, given table plan and/or guest list by Social Secretary or GHF rep. If a guest fails to arrive or is late, suitable arrangements are made with caterer on timing of meal and changes made to table plan
if nonoscon
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Private notes are available after approval.