CHAPTER XXVI. PROTOCOL AND ETIQUETTE
Protocol in Relation to Meetings Is the system that governs relative importance of office or persons It determines rank in speaking, location at a food function, reception line, speakerʼs table, recognition, and introduction. It is courtesy extended to persons of prominence before and at meetings.
Protocol in Receiving Lines Persons are positioned in respect to rank in accordance with level of organization at which office is held( national, state, regional, local)
• The president is the first in line.
• The guest of honor stands next to the president; others stand according to rank.
• A designated host greets the persons approaching the line, presents them to the president, stating their names clearly.
• The president then introduces each person to the guest of honor, who repeats the procedure to the next one in the receiving line, and so on.
Protocol in Seating The presiding officer is seated at the center of the table, or to the right of the lectern. The guest of honor is seated at the right side of the presiding officer. The program chair or person who is to introduce the speaker is at the left of the presiding officer. All other guests of honor are seated according to their importance( or rank) alternately on each side of the presiding officer. Place cards should be used at all head tables. The presiding officer is provided a list of the seating arrangement for ease in introductions.
Protocol in Introductions from the Head Table Those at the head table are introduced as they are seated, i. e., far left to center, then far right to center. Never skip introducing a guest seated at the head table because they will be presented later on for a speech. The presiding officer should introduce persons seated at the head table. One INTRODUCES to the assembly any person with whom they are not acquainted, and one PRESENTS to the assembly any person they should already know.
Tips for Treatment of Guest Speakers Guest speakers should be treated as you would treat a guest in your own home. Following are some guidelines: Preliminary Contact— When you invite a speaker, tell him or her the following:
• Date, time, and place of meeting( and notify him or her of any changes).
• Kind of group and approximately how many to expect.
• What you want him or her to talk about, and for how long.
• The financial arrangements, if any.
Follow-Up— If he or she accepts, then be sure to:
• Ask for a Personal Data Sheet.
• Give him or her explicit directions about how to get there.
• If the speaker is a woman, tell her what kind of clothes people will be wearing.
• Also, a traveling companion is welcome.
Meeting:
• Have someone posted near the door to greet the speaker.
• See that the speaker meets the president, program chair, etc.
• See that the facilities are proper— podium, light, freedom from outside noise or piped-in music, ventilation, etc.
• Detect, if you can, any menu restrictions— low-salt, decaffinated beverages, etc.
• Be sure both you and the speaker understand how long he or she is to talk.
• If questions are to be asked from the floor, get agreement first from your speaker. 61 July 1994