Hosting the Governor-General - viceregal visiting

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Hosting the Governor-General.

These are the 1942 notes covering everything from Sir Cyril Newall's titles to his seating preferences.


Notes for General Guidance in connection with
Visits of the Governor-General.

THE following general notes are furnished with a view to assisting local authorities in the preparation of programmes for the visit of Their Excellencies to cities and boroughs during wartime:—

1. TITLES.—The correct titles of Their Excellencies are:— (a) "His Excellency Marshal of the Royal Air Force Sir Cyril Louis Norton Newall, Knight Grand Cross of the Most Honourable Order of the Bath (G.C.B.), Member of the Order of Merit (O.M.), Knight Grand Cross of the Most Distinguished Order of Saint Michael and Saint George (G.C.M.G.), Commander of the Most Excellent Order of the British Empire (C.B.E.), on whom has been conferred the Albert Medal of the First Class (AM.), Governor-General and Commander-in-Chief in and over His Majesty's Dominion of New Zealand and its Dependencies."
(b) "Her Excellency Lady Newall."

2.ADDRESS.—A copy of any formal Address to be presented to His Excellency should be forwarded to the Official Secretary as soon as possible for approval.

3. PROGRAMME.—A copy of the proposed programme for Their Excellencies' visit should also be forwarded to the Official Secretary for approval.
In drafting the programme it should be borne in mind that it is Their Excellencies' wish on the occasion of their first official visit—
(i) To attend a combined gathering of the school-children:
(ii) To visit the local public hospital:
(iii) To inspect any Home Guard, E.P.S., W.W.S.A., or similar organizations:
(iv) To meet as many of the leading residents as possible at some comparatively informal gathering:
(v) If time permits, His Excellency may visit the R.S.A. rooms, the leading club, &c. Her Excellency also visiting similar women a institutions.
Ample time should be allowed for each of the above functions. When visiting hospitals, for instance, it is His Excellency's practice to see every patient individually when possible.
It is essential that the scheduled times should be strictly adhered to throughout Their Excellencies' visit.
Once Their Excellencies' programme has been approved no addition and/or amendment should be considered.
NOTES.—(i) If it is proposed to hold any function out of doors, an indoor alternative should be submitted in case of inclement weather.
(ii) The name of the unit from which the Guard of Honour is drawn should be shown on the programme, together with the name of the O.C. of the Guard and of all other units which it may be proposed that the Governor-General should inspect.
(iii) The names of, and positions or offices held by, those to meet Their Excellencies at the various institutions, clubs, &c., which it may he proposed that they should visit should also be shown.

4. RECEPTION.—(i) If Their Excellencies arrive by train, the Mayor, Mayoress, and Town Clerk should meet them on arrival of their train at the station.
(ii) If Their Excellencies arrive by car, the Mayor, Mayoress, and Town Clerk should meet them at their hotel shortly after their arrival at a time which will be arranged.
(N.B.—The same procedure applies to Their Excellencies' departure, the Mayor, Mayoress, and Town Clerk saying good-bye either at the station or hotel.)

5. CIVIC RECEPTION.—(i) His Excellency's formal reply immediately follows the Mayor's formal address. The Mayor (and others) then speak, His Excellency replying last.
(ii) The seating on the dais, facing the assembly, should be arranged so that the Mayor is in the centre, the Governor-General on His Worship's right and Her Excellency on his left, the Mayoress being on His Excellency's right.

6. GUARDS OF HONOUR.—(i) If a Guard of Honour is provided, the Royal Salute should not be given until His Excellency has taken up his position in front of the Guard of Honour. His Excellency will inspect the Guard, attended by an Aide-de-Camp, and accompanied by the Officer Commanding the Guard. The Mayor will stand by Her Excellency's side while the inspection is in progress.
(ii) Similarly, the first six bars of the National Anthem should not be played at the civic or other reception until Their Excellencies have reached their chairs and are facing the auditorium or assembly.
(iii) At the conclusion of the reception the first verse of the National Anthem should be played.
(iv) It is Their Excellencies' wish that at combined gatherings of school-children all the local Boy Scouts, Girl Guides, Cubs, and Brownies should be present and form a Guard of Honour (numbers unlimited).

7. GENERAL.—(i) His Excellency does not usually speak for longer than five to ten minutes. Other speakers may well follow this example.
(ii) A microphone should, if possible, be installed on all occasions when His Excellency is to speak, particularly out of doors. (N.B.—lf it is proposed that His Excellency's speech on any occasion should be broadcast, the Official Secretary should be advised when the programme is being submitted.)
(iii) Their Excellencies prefer chairs not to be too low: Council Chamber chairs have been found to be admirable.
(iv) If and when a pilot car is provided, either by the police or by the local traffic authorities, it should take up a position in front of the Vice-Regal car without requiring the latter to stop. The chauffeur of the Vice-Regal car will usually reduce speed for the purpose.
(v) If a luncheon or dinner is given to Their Excellencies it should be remembered that they prefer, particularly in wartime, a short meal quickly served.

Government House, Wellington, 1st February, 1942.