How to submit a request for patronage

From time to time, His Excellency The Governor-General endorses the objectives of select organizations by formally granting them patronage, thereby providing them with the name and prestige of the Vice-Regal office.  However, patronage is an expression of support for the general aims of the organization, and is not evidence of endorsement for specific initiatives.

 

A.        Criteria

Organizations which seek patronage should:

  1. Be appropriately constituted with organizational rules and objectives.
  2. Be financially responsible.
  3. Have aims that are in harmony with  institutional or personal themes and interests of The Governor-General
  4. Have active, annually-implemented programmes.
  5. Not be a commercial for-profit enterprise.

 

B. Operational Guidelines

Organizations that wish the patronage of His Excellency the Most Honourable Sir Patrick Allen and/or Her Excellency the Most Honourable Lady Allen should:

1.      Submit a letter (not e-mail).

2.      Provide  supporting documentation, including:

o    A copy of the constitution and/or articles of association.

o    A brief history of the organization and its objectives.

o    Details of its sources of funding.

o    A list of its Board of Directors.

o    Its latest financial report.

o    Any other relevant information.

3.      Indicate the way in which the patronage request has been authorized (e.g. by vote at an annual general meeting).

4.      Indicate, by listing,   the expectations of the Patron.

5.      Indicate if The Governor-General or Lady Allen, or both are being sought as Patron (s).

 

CApproval

When written approval has been given for patronage, the following must be observed:

1.      Draft copies of all   programmes, menu cards, as well as promotional material, invitations and similar material intended for printing and/or broadcast dissemination must be submitted to the Office of the Governor-General for approval before publication.

2. Once approval is given for the publication of documents, there shall be no changes, unless agreed by the Office of The Governor-General. Any changes made and published without prior approval will result in cancellation of the Patronage.

3.      A copy of the annual report, including audited financial statements, should be submitted on a timely basis.

 

D. Functions Attended by Their Excellencies

1.   Approval of Patronage for specific events does not mean that Their Excellencies will be present at the function.  If their presence is desired, a separate letter of invitation should be sent to the Office, if possible, at least three (3) months before the proposed date of the event.  It is not correct to send only a printed invitation card.  If Their Excellencies accept an invitation to a function, the following should be observed:

a.     Details should be provided including:

i.      the exact location.

ii.      contingencies that have been put in place for alternate venue – if the event is outdoors.

iii.      time of the event.

v.      dress code

b.     Information should also be provided on:

i.      the name of the person chairing the function.

ii.      the names of persons who will be seated at the head table (if applicable).

iii.      the number of persons invited to attend the event.

iv.      the dignitaries who have been invited to the event.

v.      duration of the function

vi.      proposed Media coverage

 

c.     Organisers of speaking engagements should also ensure that:

i.      the public address system is in good working order.

ii.     a podium or lectern is in place.

iii.    audiovisual equipment (if applicable) is in good working order.

iv.    they facilitate a site visit by a team headed by The Governor-General’s Aide-de-Camp.

v.    They familiarize themselves with the protocol involved in functions at which Their Excellencies are present.

E. Duration of Patronage

Patronage should not be assumed to continue indefinitely from one Governor-General to his successor.  Each time a Governor-General changes, organizations should re-apply for patronage.

 

King’s House

November    2010