OTTAWA—The plaque was made, the Queen’s visit organized and Canadian diplomatic staff were schooled in the protocols of a royal encounter.

But those planning the grand reopening of Canada House — Canada’s high commission office in London — were tossed a curve ball with the sudden resignation of Foreign Affairs Minister John Baird, according to documents obtained by the Star under access to information.

Diplomats and protocol officers were left scrambling to determine who would represent Canada after Baird announced in the Commons on Feb. 3 that he was quitting his post — just two weeks before his scheduled attendance at the big event in London.

The day of Baird’s resignation, Virginia Taylor, the visits and events liaison officer at the high commission, asked Foreign Affairs staff whether someone would replace him at the ceremony.

“With Minister Baird’s resignation today, do you still recommend that someone attend the opening of the High Commission in the UK on February 19? If so, would it still be the Minister of Foreign Affairs or would you recommend someone else,” Taylor wrote.

Another colleague asked: “Should we be pushing for a minister on Feb. 19?”

Gordon Campbell, the high commissioner, responded, “I will ask for sure.”

Baird had been scheduled to represent the Canadian government at the grand unveiling of Canada House, a property in a prime location overlooking Trafalgar Square. The building had been renovated and expanded as Ottawa consolidated its diplomatic operations in one location in the British capital.

The Queen and Prince Philip were invited to preside over the event. And it turns out that Baird intended to go too, despite his resignation from cabinet.

On Feb. 9, Campbell told high commission staff that Baird would still attend the event but diplomats held discussions with the Foreign Affairs department and the prime minister’s office to figure out his role.

“If it turns out that he has no official role in the royal event (other than as a guest) he is to be placed in either the Sir John or Laurier Room and to be part of a cluster presented to the (Queen),” wrote Gillian Licari, the commission’s head of VIP visit unit.

The next day a Foreign Affairs official in Ottawa inquired about a decision: “If latter has been deemed senior (government of Canada) rep, that would be helpful to know.”

A colleague replied, “You can tell the system … that Baird is coming, even if in what capacity we don’t know.”

But with barely a week to go, confusion continued.

“Still no confirmation on who is coming ... new Minister is of course invited, but I gather Baird is still coming. I’ll keep you posted. The (high commissioner) is meant to be getting info later today — the Palace is asking too,” high commission spokeswoman Caroline Mallan wrote to a colleague on Feb. 11.

Rob Nicholson, the new Foreign Affairs minister, was indeed eyed to take Baird’s place but that plan was scrapped because it appeared his British counterpart, Philip Hammond, was not available for a meeting at the same time.

“I need to tell the palace today. If (Nicholson) is not coming, then I will ask former minister to represent Canada,” Campbell said in a Feb. 11 email.

Loading... Loading... Loading... Loading... Loading... Loading...

On Feb. 16, Licari sent word that the palace was “very comfortable” with Campbell’s proposal to put Baird front and centre at the event to greet the Queen, announce the dedication of an atrium and invite her to unveil the plaque and sign the visitors’ book.

In that same email, Licari provided a brief overview of the royal niceties, telling staff that “the Queen walks speedily, as does the Duke.”

“Pens. (The Queen) will use a fountain pen, as provided by us,” Licari said, adding in bold type, “It should be tested beforehand to make sure it works.”

A more detailed note from Consul-General Lisa Almond went out the day before the visit, listing some “important” protocol points. Among the tips: “Have FUN! Don’t hesitate to clap enthusiastically when Her Majesty enters a room — the more noise the better.”

Commission staff were also encouraged to wave at the Queen and were told how to address the royal couple — “Your Majesty,” then Ma’am” for her, and “Your Royal Highness” or “Sir” for him.

“You should not offer your hand but rather wait for her to offer her hand — she may or may not do so,” Almond wrote.

The event went off smoothly but Baird’s appearance left many scratching their heads. There were questions from the Privy Council Office why Baird was present — and why his name and title appeared on the plaque to mark the reopening.

“Can you provide any and all information you may have on the genesis of the below,” wrote Eric Laporte, an analyst at the Privy Council Office, referring to an attachment.

“Also clarification as to whether other Canadian officials were considered to represent Canada at the event following Mr. Baird’s resignation as (foreign minister) would be appreciated,” Laporte asked.

In a message to a Foreign Affairs colleague, Mallan explained the reasoning for Baird’s presence.

“As to his name on the plaque — it was already ordered and takes week to produce. Mr. Baird was the Minister who oversaw the bulk of this project,” she wrote.

Read more about: