Representation: the representative does not take the principal's seat

Three situations come up at almost every ceremony: the representative, the accompanying guest and the late confirmation. The first is the one that raises the most questions, partly because a wrong rule gets passed around: the seat belongs to the office, so the representative sits where the principal would have sat.

The written rules say otherwise. In Italy the representative follows immediately after the peers of the person represented (decree of 14 April 2006, article 16). In Spain they take the place of their own rank unless they expressly represent the King or the President of the Government (Royal Decree 2099/1983, article 9). In France “ranks and precedence cannot be delegated” (decree 89-655, article 13).

Check the rules that apply

The details vary. A representative’s position depends on who is sending them, who is being sent and what kind of ceremony it is, and national orders and local practice do not all treat it the same way. Before arranging the row, check the rules that apply to your occasion and decide case by case. Put the decision in writing before the ceremony, because nobody wants to argue about it at the entrance.

Record it straight away

Notice of a representative often comes late, sometimes on the morning itself. That is exactly why it belongs on the invitation as soon as you receive it, not on a sheet left at the reception desk. The sequence in the hall changes, sometimes so does the order of speakers, and the people greeting guests need to know who is arriving and on whose behalf.

Even while preparing the invitations, note whether you expect the office holder or a representative. In the week of the ceremony that small detail saves a good many phone calls.