Start with the official team
The enquiry should come through an authorised delegation or protocol contact who can describe the proposed private role. Avoid sending detailed official movements or sensitive documents through a general form. Establish the appropriate communication process and let the responsible team decide what information may be shared. The provider should be told what commercial support is being considered without being asked to infer sensitive official requirements from the status of the visitor.
Do not infer official powers
Commercial personnel have no automatic government mandate, special access or authority over public bodies. Any supporting assignment must fit the arrangements established by the responsible official organisations. The provider should confirm only duties it can actually undertake; website imagery or general articles are not evidence of specialist state-protection credentials. If specialist credentials or capabilities are essential, the authorised team should request and verify the relevant evidence rather than rely on general marketing material.
Review each requested service
Separate personal accompaniment, transport, interpretation and event coordination into distinct requests. The relevant organisations must review permissions, suitability and responsibilities for each component. An hourly rate for a guard does not establish that a specialised official assignment has been accepted or that every requested capability is available. Each proposed provider should understand the limits of its accepted role, including the point at which the official team retains responsibility for a particular activity.
Confirm through formal coordination
Use written acceptance naming the authorised contacts, agreed scope and service period. Keep public descriptions proportionate and avoid implying that a visiting official is a client without permission. Any limousine arrangement from Zurich should remain a separate confirmed service within the wider official programme. The client should preserve the distinction between a preliminary enquiry, an accepted commercial scope and any separate official permissions required for the visit.