What happens behind the scenes during celebrity visits to Offenbach

The recent visit of Malawian President Lazarus Chakwera and his delegation to Offenbach last week was a special event. Such occasions are rare, but the town hall is always well prepared for them. Gordon Hadler, Head of the Main Office for twelve years, and his team routinely coordinate these events: "Despite the excitement and the organizational effort, these are great occasions for our city. In addition to the Main Office, the Public Relations Office is also centrally involved in the preparations and implementation. Bettina Jöst is a very experienced member of staff who ensures that high-ranking guests feel well looked after and comfortable in Offenbach. She is very familiar with the etiquette and protocol of such events. Together with Mr. Hadler and other colleagues, she organizes everything down to the last detail.

Whether Federal President or Olympic champions, bishops or ambassadors: Offenbach has repeatedly welcomed guests of honor over the past decades. The city's Golden Book, which has been kept since 1949, bears witness to this. This book is not only a historical collection, but also an impressive work of art. It was produced by Offenbach master students from fine, light-colored leather with gold edging and is housed in an equally high-quality protective cover - although it bears the modest title "Guest Book of the City of Offenbach am Main". The first entry is dated June 28, 1949 and was written by Johann Rebholz, the Lord Mayor at the time.

The Golden Book also bears witness to the fact that Offenbach has always been a great sports city: many Offenbach residents have been honored for their sporting achievements with an entry in the Golden Book. In 1984, Offenbach was proud of its Olympic champions. Swimmer Michael Groß and fencers Cornelia Hanisch and Christiane Weber brought gold and silver medals back from Los Angeles, securing themselves a place of honor in the guest book. At the 2009 Sports Gala, former Kickers footballer Rudi Völler, who was born in Hanau, and former national soccer coach Steffi Jones immortalized themselves in the Golden Book.

Another highlight was the visit of former OFC coach Otto Rehhagel in 2008. "You could hardly breathe in the hall, so many people crowded in just to watch him sign the Golden Book," recalls Bettina Jöst. "This rush showed how much the city appreciates its guests and how important these entries in the Golden Book are for Offenbach and its citizens."

There were also prominent visitors at a political level, including several former German presidents such as Theodor Heuss (1953), Walter Scheel (1977) and most recently Joachim Gauck (2016). An amusing detail: even the Swedish male model Marcus Schenkenberg immortalized himself in the city's Golden Book in 2013, on the occasion of his partnership as the main sponsor of the Offenbach Tennis Club's (OTC) 1st women's team.

During the Malawian President's visit, the press department and the relevant offices worked closely with the protocol department of the Hessian State Chancellery. Among other things, it was clarified in which vehicles the guests would arrive and which security requirements had to be taken into account. In such cases, the relevant specialist offices as well as the city and state police must also be involved to ensure that all departments involved work together seamlessly. In Offenbach, the main office, the protocol department, the press office, the public order office, the road traffic authority and, as was the case last week, the business development department are usually involved.

The Main Office exercises domiciliary rights for Lord Mayor Dr. Felix Schwenke during such visits or events and is primarily responsible for logistical matters and time management. The precise planning of travel times during the course of the appointment is just as important as contact with the relevant police for security-related issues. The open concept of Offenbach Town Hall, which is not common in cities, also plays a role here. With its impressive foyer, it is a meeting place and freely accessible to all citizens.

There are special requirements for security-critical events in particular, such as the visit of former German President Joachim Gauck. When Joachim Gauck and his wife Daniela Schadt came to Offenbach in 2016, even the Federal Criminal Police Office was involved: Armored vehicles were on standby, access roads and paths were checked, buildings were inspected and escape routes were inspected. In addition, special wristbands were issued to the employees of the town hall, which regulated exactly who was allowed near the Federal President.

For Bettina Jöst, however, it is not just the safety aspect that plays a major role. She emphasizes that in addition to the precautionary measures, the focus is on treating guests with respect.

Regional gifts such as Offenbach pepper nuts or leather goods also play a role in these considerations in order to show the host's traditions. "However, we also think about typical regional features. Etiquette must be observed to ensure that all guests feel welcome and appreciated. That's why we do extensive research in advance and find out what is appropriate for the country and culture in question - such as shaking hands or a slight bow when greeting guests. We also find out whether our guests have any specific wishes. For example, our Japanese guests prefer still water to sparkling mineral water," reports Jöst. The Malawian president was even served coffee from Malawi. In addition, the main office clarifies other food and drink requirements, prepares the required halls and rooms and manages the Lord Mayor's chain of office. "The chain of office is mainly worn on ceremonial and special occasions. It is made of gold and, due to its high material value, is always looked after by an employee from the main office when it is retrieved from the safe in the town hall," says Hadler.

The protocol framework also plays a central role in Hadler's preparations. This includes, for example, the question of whether flags should be hoisted on the flagpole. "We have some flags and banners in stock for such occasions, but we first had to order one for the visit from Malawi. We also have to think carefully about how to hang it so that it doesn't end up hanging the wrong way round. The order of the flags also had to be clarified in advance. Like so many things here, there are certain rules," explains Hadler.

The care taken in all areas ensures that high-ranking visits to Offenbach run smoothly and with dignity. "From time to time, we also take a look at the Golden Book to see which prominent guests have already immortalized themselves in the past - that can always bring back exciting memories," adds Jöst.