An interview with Irena Lichnerowicz, Director of Diplomatic Protocol at the Ministry of Foreign Affairs
What is the role of diplomatic protocol, and how does it function within the Ministry of Foreign Affairs?
The role of diplomatic protocol within the Ministry of Foreign Affairs is crucial, as it ensures the efficient management of ceremonial matters, international relations, and the country’s representation on the global stage.
The Director of Diplomatic Protocol oversees a large department and supervises the operations of all its divisions, including protocol, privileges and immunities, the presidential division, legal affairs, and the official visits division. Additionally, it involves processing award applications and handling the protocol arrangements for the diplomatic and consular corps accredited in Poland. A vast number of documents, applications, and notes pass through the protocol office. These matters are often complex, requiring time and in-depth analysis.
The Director of Diplomatic Protocol also maintains close contact with the country’s most senior figures, including the president, the prime minister, the minister of foreign affairs, and heads of foreign delegations at the highest levels. In Poland, diplomatic protocol operates at the state level, meaning it serves the country’s most prominent officials – the head of state, the head of government, and the minister of foreign affairs.
It is essential to remember that working with each VIP requires a different approach, as every individual has distinct character traits, preferences, and customs. Most of the individuals I have worked directly with were well versed in diplomatic protocol, but top officials, both in Poland and worldwide, still need a kind of “conductor” to guide them – someone to inform them of their next meeting, direct them to where they should stand for a photo, and point out key aspects to pay attention to, and so on, and so forth. A good example of this is the family photo at the NATO Summit, where nearly 70 people needed to be arranged, with Polish President Andrzej Duda, NATO Secretary General Jens Stoltenberg, and then U.S. President Barack Obama positioned at the centre.
How does diplomatic protocol contribute to shaping Poland’s image on the international stage?
Due to its apolitical nature, professionalism, and respect for other states and their representatives, diplomatic protocol plays a crucial role in Poland’s international representation. It helps build and maintain positive relations with other countries and strengthens Poland’s global standing. Simply put, diplomatic protocol is a tool that enables Poland to present itself effectively and professionally on the international stage, which influences its image, relations with other states, and overall position in global politics.
Diplomatic protocol has well-established rules and traditions. In an era of globalisation and rapid changes in international politics, are these rules also evolving?
In today’s era of globalisation and dynamic changes in international politics, certain aspects of diplomatic protocol undergo modifications, although its fundamental principles remain largely unchanged. Traditional diplomacy has always aimed to maintain order, respect, and formality in international interactions. However, as the world becomes increasingly interconnected and diplomatic engagements more diverse, there is a growing need to adapt these principles to contemporary realities.
Contemporary diplomacy requires an awareness of cultural diversity and norms. Globalisation has also influenced the way international meetings and discussions take place. The rise of social media, digital communication, and tools such as video conferencing have all changed how protocol is applied, particularly in virtual meetings. Today, protocol is valued not only for its formal aspects but also for its ability to adapt to modern communication tools. Furthermore, global challenges such as climate change and international security necessitate adjustments in protocol to accommodate more complex cooperation frameworks. Another key issue closely linked to diplomatic protocol is the security and mobility of diplomats.
In 2014, you became the first woman to hold the position of Director of Diplomatic Protocol at the Polish Ministry of Foreign Affairs. Was this a challenge for you? How did you feel stepping into the role?
It was certainly a challenge, but also a tremendous honour and a testament to the trust placed in me by the ministry’s leadership. On the one hand, it was an unusual situation, as men had traditionally dominated this role, which brought a sense of responsibility to meet expectations as a woman and break certain stereotypes. On the other hand, I hoped that my experience and expertise would enable me to perform my duties effectively.
In retrospect, I can say that there were some who doubted me. However, I stuck to the principle that if I didn’t try, I wouldn’t give myself a chance. I was fortunate to have a great deal of support from those closest to me, which was both encouraging and motivating. I paid little attention to negative comments and approached my work with enthusiasm. Along the way, I encountered many kind and supportive individuals. Protocol chiefs worldwide tend to get along well and form a friendly network. A great example of this was my collaboration with Ambassador Csilla Würtz, known as the iron lady of NATO protocol, with whom I worked closely on organising the NATO Summit in Warsaw in 2016. We spent countless hours preparing the event. Our discussions were not always easy, and we did not always agree, but after nearly two years of hard work, we managed to organise a successful summit. We became friends and remain in frequent contact to this day.
Looking back, it was one of the best decisions of my life. There were many opinions about my work in social media, but I remained calm and did not let any critical remarks affect me. There will always be people who disapprove of one’s position. I vividly remember someone once commenting that I was too visible during various visits and ceremonies, that my blonde hair stood out too much. In response, one of my colleagues jokingly suggested that the critic should try dyeing their hair blonde, dressing in a formal suit, wearing high heels, and attempting to remain unnoticed among a group of delegates or security officers dressed in dark attire. It’s simply impossible. The chief of protocol is not meant to be invisible – quite the opposite. When guiding a VIP, one is often ahead of them. To perform this role effectively, visibility is essential.
How has your career progressed?
After several invaluable years of gaining experience at the Chancellery of the President of Poland, under the supportive guidance of First Lady Jolanta Kwaśniewska and my outstanding director Aleksandra Jacoby, I joined the Ministry of Foreign Affairs in 2005. In 2010, I was selected for a diplomatic posting in London, but following the Smoleńsk tragedy, I decided to remain in the protocol department. Just a day before the tragedy, on 9 April, I had spoken with Director Mariusz Kazana, who encouraged me to take up the position of Deputy Director for Official Visits. Initially, I was unsure, but after Director Kazana’s death in Smoleńsk, I felt I should stay. It was an incredibly difficult time.
For four years, I served as Deputy Director in the protocol department. From December 2014 to 2018, I was Director of Diplomatic Protocol, overseeing the organisation and coordination of international events such as the NATO Summit in Warsaw and World Youth Day in 2016. Later, I had the honour of representing Poland as Ambassador to Cyprus (2018–2023), an extraordinary experience filled with challenges and opportunities. Upon completing my diplomatic mission, I returned to the Ministry of Foreign Affairs to resume my role as Director of Diplomatic Protocol.
Which event that you handled as the Director of Protocol was the most demanding?
Without a doubt, the most challenging and largest event was the organisation of the NATO Summit in July 2016, which Poland co-hosted. We welcomed 38 heads of state and government, 37 ministers of foreign affairs, 40 ministers of defence, 2,262 delegates, and 1,600 journalists. The sheer scale of the event was impressive. It is important to note that such an undertaking is always organised by the host country in collaboration with the so-called Summit Task Force, a team of officials working within NATO structures and reporting to the NATO Secretary General. This group of experts travelled regularly from Brussels to coordinate the preparations, including protocol arrangements, with various Polish state institutions involved in the execution of the event. Preparations lasted for more than a year and a half.
The second major event was the visit of His Holiness Pope Francis to the World Youth Day celebrations in Kraków, which took place just two weeks after the NATO Summit. Preparations with the Vatican’s protocol team began as early as February 2016. From his arrival to his departure at the airport, we meticulously planned and executed every aspect of the official visit, which took place at the invitation of the Polish authorities. For me personally, being so close to the Holy Father was an unforgettable experience – one that I will forever hold dear in my heart. It was significant not only on a spiritual level but also from a protocol perspective, as I was responsible for ensuring the smooth execution of the visit. Pope Francis does not particularly enjoy rigid protocol, yet he fully understands that certain rules must be observed to ensure an efficient and well-organised visit.
The Holy Father always greeted us with a smile, sometimes joking with me and the head of the Vatican’s protocol team, saying, “Oh, you’re here again – where are we going now?” or “How did you get here so quickly? You’re already ahead of me!” He would then add, “Aren’t you tired?” to which I would reply, “No, Holy Father, I’m managing just fine.” I speak Italian, which was invaluable for direct communication. It is worth emphasising that for the entire team representing numerous Polish institutions, this was an enormous challenge, yet at the same time, an incredible experience – though entirely different in character from the NATO Summit.
Alongside my team in the diplomatic protocol department, I have organised hundreds of visits and numerous multilateral events. At home, I have a collection of commemorative photographs with Polish presidents and prime ministers I have worked with, as well as with heads of state, prime ministers, and ministers of foreign affairs from around the world. I also have a charming photo with Prince William and Princess Kate, as well as one with the famous singer Lionel Richie, taken in the company of Jolanta Kwaśniewska. Each photograph is connected to a different visit, a unique story, sometimes an anecdote or a memorable remark. I recall how, at the conclusion of his official visit to Poland, His Majesty King Philippe of Belgium thanked me and said, “It’s a pity we can’t take you with us to the Royal Palace’s protocol team in Brussels.” That was one of the kindest compliments a chief of protocol could receive at the end of a visit.
I have always found my stays in Washington and New York particularly fascinating. My first American memory is a photo taken with US President George W. Bush at the White House in 2002. Later, I handled President Barack Obama’s visits to Poland, including his attendance at the NATO Summit. In 2017, I welcomed President Donald Trump, and in March 2014, I was involved in President Joe Biden’s visit to Warsaw. Each president has a distinct personality, and each visit has its own character.
I remember that during his farewell at the airport, then US Vice President Joe Biden said to me, “You’re like my sister Valerie – you take care of me and tell me what to do step by step.”
These are experiences and emotions that will stay with me for a lifetime. However, it is important not to get carried away by them. One must remember that working in diplomatic protocol is a service role – what is often referred to as service work. Our job is to be a tool of diplomacy, guiding others in the right direction like signposts. Without a collective effort – without what I call the dream team – no single person can achieve anything. This work is fundamentally a team effort, and I would like to take this opportunity, through Ambasador, to once again express my gratitude to all my colleagues, particularly my deputies. I have known Director Maciej Obcowski for 20 years, and our collaboration is one where we can communicate without words.
Which events organised during Poland’s Presidency of the Council of the European Union have been particularly demanding in terms of protocol?
During Poland’s Presidency of the Council of the European Union, we have been responsible for the protocol arrangements of numerous events, particularly informal ministerial councils, such as the Informal Foreign Affairs Council, attended by EU member states’ ministers of foreign affairs and the High Representative for Foreign Affairs and Security Policy. Poland’s diplomatic protocol plays a key role in organising these events, ensuring proper protocol procedures are followed.
I would also like to mention one of the most exceptional recent events we coordinated: the commemoration of the 80th anniversary of the liberation of the Auschwitz-Birkenau concentration and extermination camp, which took place on 27 January 2025. The organisation of this event required significant effort and precise planning – both in terms of substance and protocol. The arrangements encompassed various aspects, including preparation, the ceremony itself, and the reception of high-ranking guests, such as members of royal families, presidents, prime ministers, parliamentary leaders, and ministers. However, above all, the most important aspect was honouring and paying tribute to the survivors – the witnesses to the Holocaust. Only a few days ago, we bid farewell at the Jewish Cemetery to one of them, Professor Marian Turski.
The events and visits I have mentioned required careful planning and coordination to ensure their success and to contribute positively to Poland’s image on the international stage.
Interview conducted by Ada Krzewicka
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