Responsibility for the organisation of State Visits rests with the Lord Chamberlain's Office. Lieutenant Colonel Sir Malcolm Ross, Comptroller of the Lord Chamberlain's Office, explains the process:
"The visits are planned about a year ahead. I think it was probably in the early part of 2003 that we heard that this visit was on the cards.
First of all you get a decision in principle that a particular Head of State should be invited, [then] The Queen's invitation Manu Regia - that is, in her own hand - is delivered to the Head of State by our Ambassador or High Commissioner. He would then respond positively and the two sides start negotiating on dates.
"As soon as I hear that a visitor has been approved, I will make contact with that visitor's Ambassador or High Commissioner here in London to determine what sort of programme we are looking at.
Simultaneously, the Foreign Office will be talking to our Ambassador or High Commissioner in that country. So there are two channels of communication.
"There is a big build-up, and it depends on the size of the country as to how much is done in the way of reconnaissance. With the United States, we have had two or three visits already of increasing size. The first Americans came to have a look and have early discussions in early July this year.
"The programme has a number of pretty immovable building blocks. There is a ceremonial arrival, which is usually followed on the first day by a private lunch between The Queen and her household and the visitor and his travelling suite.
At the end of the first day there is a State Banquet given by The Queen. On the second day, it is customary for the visitor to have talks and lunch with the Prime Minister in Downing Street, and, that evening, the visiting Head of State may give a return banquet for The Queen.
"The State Banquet is The Queen's Banquet and is therefore predominantly British, so that the President can meet senior British figures.
"It comprises 160 guests, of whom about 30 are members of the Royal Family. Then, starting with the Lord Chancellor, the Archbishop of Canterbury, and the Prime Minister and government, it tends to be important people who run the country, service chiefs, captains of industry and business, particularly those who do trade with America.
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The Queen always likes to inspect the table of the State Banquet before her guests arrive to see that she is happy with all the arrangements |
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"Of course, on the second night, when it is President Bush's banquet, it is his opportunity to invite Americans who are here in this country and who are travelling with him. That evening will be predominantly American, so that he can introduce his countrymen and women to The Queen, who will be his guest for the evening.
"Beside those fixed events, we endeavour to do anything that the visitor wishes to do, whether it is of a political nature; whether it is going to the City of London for talks with business and industry; whether it is going to a defence establishment or a university to receive an honorary degree.
"The variety is enormous. That is where the flexibility lies in planning the visit, because we are very keen that the visit should be varied and should suit the tastes and requirements of the visitor."
Often on State Visits, a member of the Royal Family will accompany the visiting Head of State on a number of engagements. When President Putin visited the United Kingdom earlier this year, for example, he was accompanied on engagements in Edinburgh and London by The Duke of York. As Sir Malcolm Ross comments:
"As far as is possible, we will ask a member of the Royal Family to accompany the visitor to an event which is of interest to that particular member of the royal family, whether it is to do with a patronage or indeed, as it is now with The Duke of York, to do with his interest in overseas investment and industry. I think it adds that little bit of extra which makes [the visit] different to [that of] an ordinary guest of government."
As the visit of President Putin showed, State Visits often encompass many different areas of the United Kingdom. Mr. Putin carried out a programme of events in Edinburgh and this can very often reflect the personal wishes of The Queen herself as Sir Malcolm Ross explains.
"The Queen is very keen that visitors should realise that there is more to this country than just London and the south east of England.
"However, with the State Visit timetable being as crammed as it is, it can often be difficult to arrange away-days for visiting Heads of State. The spouses of Heads of State very often have their own programme for certain events, when their partners may be undertaking political tasks or other visits on which they are not in accompaniment.
"A separate programme is arranged for the visitor's spouse. Often that is a harder programme that we have to put together. We are really searching for personal interests, whether it is an interest in children's charities, hospitals, schools or literature."
The costs of the State Visit are met by the government of the day, except for transport costs in and out of the country. Any staff that the President brings with him, aside from the official suite of around 14 people, are also paid for by the visiting country. As for Sir Malcolm Ross, it would be fair to say that he anticipates a pretty busy month ahead.
"The first group will arrive 12 days or so before the President and I should think we'll be pretty flat out from then."
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