SayPro Human Capital Dignitary Management Procedure SayProP529

Document Code: SayProP529
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 03 July 2025
Next Review Date: 03 June 2025

Policy Owner: SayPro Chief Human Capital Officer SayProCHCR

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1. Purpose

The purpose of this procedure is to establish a clear and consistent framework for managing dignitary visits and engagements within SayPro. This includes coordination, protocol, security, and follow-up to ensure professional, respectful, and efficient interactions with dignitaries.

2. Scope

This procedure applies to all SayPro Human Capital Officers, Royal Directors, Deputy Chiefs, and executive personnel involved in the planning and hosting of dignitaries such as government officials, international delegates, corporate leaders, and other VIPs.

3. Definitions

• Dignitary: Any high-profile individual such as government officials, diplomats, corporate executives, or other VIPs interacting with SayPro.
• Host Officer: SayPro Human Capital Officer responsible for the coordination of the dignitary visit.
• Protocol Lead: Officer or Royal Director ensuring proper protocol adherence.
• Escort Team: Personnel assigned to accompany and assist dignitaries during their visit.

4. Objectives

• To ensure that dignitary visits are conducted professionally, respectfully, and securely.
• To provide clear roles and responsibilities for all parties involved.
• To maintain accurate documentation and post-visit reporting.

5. Procedure

5.1 Initiation

• Submit the SayPro Dignitary Visit Request Form (SayProF529-01) to initiate the planning process.
• Deputy Chief reviews and approves the visit request.
• Notify Governance and Communications Units for further support.

5.2 Planning

• Assign Host Officer and Protocol Lead.
• Develop detailed itinerary using SayPro Dignitary Itinerary Template (SayProF529-02).
• Coordinate logistics: transport, accommodation, security, catering, etc.

5.3 Protocol & Engagement

• Follow SayPro protocol guidelines including formal greetings, seating arrangements, and gift policies.
• Escort Team to accompany dignitaries at all times.
• Capture event records with consent.
• Ensure confidentiality of sensitive discussions.

5.4 Post-Visit

• Complete and submit Dignitary Visit Report (SayProF529-03) within 5 working days.
• Send thank-you letters using SayPro Dignitary Thank You Letter Template (SayProF529-04).
• Archive all visit documentation.

6. Roles & Responsibilities

Role	Responsibilities
Host Officer	Coordinate visit logistics and communication
Protocol Lead	Ensure protocol compliance
Escort Team	Support and accompany dignitaries
Royal Director	Supervise and approve visit plans
Deputy Chief / CHCO	Final approval and oversight
Governance & Communications	Provide guidance, branding, and documentation support
Security & Logistics	Ensure safety and operational arrangements

7. Forms & Templates

• SayPro Dignitary Visit Request Form (SayProF529-01)
• SayPro Dignitary Itinerary Template (SayProF529-02)
• SayPro Dignitary Visit Report (SayProF529-03)
• SayPro Dignitary Thank You Letter Template (SayProF529-04)
• SayPro Dignitary Engagement Risk Assessment Form (SayProF529-05)

8. Security & Confidentiality

• Obtain security clearance before visits.
• Use NDAs for sensitive meetings.
• Maintain confidentiality of all dignitary information and discussions.

9. Compliance

Non-compliance may result in disciplinary actions and damage to SayPro’s reputation.

10. Review

This procedure will be reviewed every six months or as required.

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Approved By:
Neftaly Malatjie
Chief Executive Officer
SayPro