The Sultanate of Oman hosting the 31st Congress of the International Federation of Journalists (IFJ) from May 31-June 3 is an achievement not only for Oman but also for the Arab World. Over 350 journalists representing federations, associations, unions and press organisations from 156 countries will attend the meeting. The gathering is similar to that of the UN General Assembly meetings in September each year.
His Highness Sayyid Asaad bin Tarik al Said, Deputy Prime Minister for International Relations and Cooperation Affairs,Personal Representative of His Majesty the Sultan, will patronise the opening ceremony on May 31 at the Oman Convention & Exhibition Centre (OCEC). The IFJ meeting assumes great significance as it is a recognition of Oman's high position in the global arena.
Few may ask about the relationship between the art of diplomacy and international media gathering.
All international conferences reflect the level of protocols and etiquette by the organising country. Guests may have negative image if there is a protocol failure and etiquette of receiving guests or taking precedence over seating, as well as priority in entering the conference and meeting room or giving priority to the most important, or losing order and precedence in hotels and transportation and attending conferences, and discussions.
This also includes media cell, press coverage, art of managing speech, tact of choosing the word at the right time, good listening, principle of criticism and self-criticism, precedence of speaking on the podium and others.
These aspects and behaviour will be monitored and evaluated at this global event, starting from arrival of guests until their departure. Those involved in the organisation must be highly professional and experienced and delegate the tasks and duties and have in place both original and alternative plans avoiding any default.
The Oman Journalists Association (OJA) headed by Dr Mohammed al Araimi and the supporting staff and myself have made strenuous efforts to create an ideal atmosphere for the guests.
The members of the association were divided into groups responsible for implementing the protocol and standard etiquette. The groups were divided into teams such as the visa, travel tickets, exhibition centre, transportation, airport (reception and farewell), hotel, social media, follow-up, food, escorts, secretarial and translators for English, French and Spanish languages.
Besides the Association, the government ministries and private agencies expressed their willingness to provide all support to OJA to ensure the success of the conference.
The OJA began by holding practical and scientific workshops to introduce diplomatic concepts related to the art of receiving VIPs, body language, communication skill, attending food banquets, handshakes, focusing on types and colours of clothing, providing 7-star service for guests instead of five stars, respecting punctuality and timing.
The etiquette of attending side meetings, round-table meetings, exchanging personal cards and gifts, using phone while attending guests, art of speaking and word choice, etiquette of walking and sitting was also practised.
Dr Araimi and the members also submitted detailed reports about readiness to host this international conference. The approval was granted after a series of marathon meetings between the IFJ headquarters and the Muscat office.
Dr Saadon bin Hussein al Hamdani
The writer is ex-diplomatic head of student affairs dept, OCMT
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