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International Visitor Protocol

The purpose of the protocol is to develop a procedure to be used by all council services for advising elected members and senior officers of the council on all international visitors/delegations coming to West Lothian.

Purpose of the Protocol

The purpose of the protocol is to develop a procedure to be used by all council services for advising elected members and senior officers of the Council on all international visitors/delegations coming to West Lothian.

The purpose is not for the visit to be approved, but to allow senior officers to determine the appropriate level of engagement.

If elected members are to be invited to the visit or event, the Revised Protocol for Multi-Member Ward Working should also be followed.

The protocol and form will allow for a robust analysis of inward international engagement and the ability to respond to FOI requests.

How the Protocol will work

On being made aware of an international group/delegation visiting West Lothian, the relevant council officer will complete the International Visitors to West Lothian form word icon International Visitors to West Lothian form [49kb].

This will provide details of:

  • Name of Delegation/Visitors
  • Country
  • Purpose of the visit
  • Duration of Visit
  • Number of Delegates, and whether any are elected members

The council officer will provide an opinion on whether the delegation would benefit from or merit either a Civic Welcome or a Civic Reception.

  • A Civic Welcome is defined as an informal welcome by Provost/Leader as appropriate
  • A Civic Reception is defined as being a more formal welcome by Provost/Leader with lunch/dinner as appropriate

If the council officer does not feel that a Civic Welcome or Reception would be appropriate, the form should be emailed to the Head of Area Services, and copied to the Chief Executive. The Head of Area Services will confirm that a Civic Welcome or Reception is not appropriate. The form should then be emailed to the Provost, Leader of the Council, and Portfolio holder for Culture and Leisure for information.

If it is felt that a Civic Welcome or Reception would be appropriate, the completed form should be emailed to the:

  • Provost
  • Leader of the Council
  • Portfolio holder for Culture and Leisure
  • Chief Executive
  • Head of Area Services

The determination of the appropriate level of engagement will be taken by the Chief Executive.

The Protocol is to be used for all inward (to West Lothian) international visits/delegations.