Protocol Manual - 1 Protocol The term protocol embodies the courtesies, amenities and rules of the etiquette used in the official life of an organization. It provides a pattern for recognizing and honoring offices, leaders and distinguished guests. It prescribes the courtesy and etiquette generally used to establish order of introductions, presentations, speaking, seating at head tables and positioning a receiving line. The presiding officer is generally responsible for the principles of protocol within an organization. In many instances, however, the responsibility may be delegated to others who have a knowledge of proper protocol. Head Table 1. General Guidelines 1.1. Those taking part in the program should be seated at the head table. 1.2. No member of the head table leaves before the honored guest leaves the head table. 2. Seating Arrangements 2.1. Zig-Zag Method 2.1.1. Presiding officer is seated in center, or when number of seats is even, at first seat to the right of the podium. 2.1.2. Highest ranking guest is always seated at the right of the presiding officer. 2.1.3. Person who introduces the speaker is seated to immediate left of presiding officer. 2.1.4. Guests are seated alternately, according to rank, first to the right and then to the left of the presiding officer and beyond the highest ranking guest and the introducer. 2.1.5. Positions are adjusted to allow the parliamentarian and secretary to be positioned for the convenience of the presiding officer (usually to the immediate left) when business is conducted. 2.2. Two Section Method 2.2.1. Seat guests to the right of the presiding officer in order of rank, with the highest next to the presiding officer. 2.2.2. Officers are seated to the left of the presiding officer in order or rank, with the highest at the immediate left of the presiding officer. Introduction of Guests and Dignitaries 1. Head Table 1.1. When introducing the head table, begin at the extreme left or right and proceed to the center, then the other side to the center. 1.2. Introduce honored guest or speaker last (Complete introduction of speaker may be postponed until time for speech). 1.3. Ask members to remain standing when introduced until all at the head table have been named. 1.4. It is proper for the presiding officer to preface the introductions by asking the assembly to hold their applause until all have been introduced.
Protocol Manual - 2 2. Past Governors 2.1. The officer who has served most recently is introduced first, then others in order of seniority. 2.2. Years of officer s administration are usually stated before the officer is identified by name. Ranking 1. Speaker who is not a member of the organization outranks District or International Officers. The courtesy is due the guest. 2. Rank with District as listed in Bylaws: 2.1. Governor 2.2. Governor-elect 2.3. First Vice Governor 2.4. Second Vice Governor 2.5. Treasurer 2.6. Director 2.7. Secretary 2.7.1. Elected officers outrank appointed ones 2.7.2. Officers outrank chairmen 3. At an installation ceremony, the installing officer has highest rank, unless there is an outside guest speaker or an international officer present. 4. At new club charters, the person presenting the charter has the highest rank, followed by the installing officer, unless there is an outside guest speaker or an international officer present. Receiving Line (The receiving line is formed to the right of the Governor who is first in line.) 1. Guest of honor stands next to the Governor; others in descending order of rank (see ranking, above). 2. A designated person greets each person approaching the line, then states the name clearly when presenting the person to the Governor. 3. Governor introduces each individual to the guest of honor. 4. Each person in line introduces the next person, speaking name of both parties. Prayers 1. Invocation a prayer calling for divine assistance. 1.1. Short and non-sectarian 1.2. The presiding officer waits for silence from the audience, then says Please rise for the invocation led by, and remain standing for the pledge of allegiance to the flag led by. 1.3. Assembly rises. 1.4. Person giving invocation should be seated at the head table, if possible. 1.5. Invocation given before the pledge of allegiance. 2. Grace thanks offered or blessing asked before a meal. 2.1. Assembly usually remains seated. 2.2. Non-sectarian. 2.3. Person who offers the thanks or asks a blessing is seated at the head table, if possible. Courtesies 1. Names 1.1. Proper pronunciation of names should be ascertained and mastered 1.2. Name tags
Protocol Manual - 3 1.2.1. Name and identification should be printed large enough for legibility. 1.2.2. Tags placed near the right should are readily visible during a handshake. 2. Presentation of Gifts 2.1. Mention reason for making presentation. 2.2. Give special significance, if any, of object being presented. 2.3. Give name and achievement of recipient. 3. Acceptance of Gifts 3.1. Brief words of thanks. 3.2. Open package and display gift. Points to Remember 1. Always place name cards on head table from the back, that is, facing the audience to eliminate error. 1.1. They should be printed and legible to the audience. 1.2. Names should also be printed on the back so those at the head table may find their places easily. 2. Determine that all who are to be seated at the head table are present and notified of seating arrangement. 3. Never leave chairs vacant at the head table. 4. If members to be seated at the head table are to enter the room together 4.1. Appoint chairmen 4.2. Give chair approved seating chart 4.3. Notify those to be seated at the head table in advance of the time and place to meet and inform them of the dress of the day. 4.4. Request chair to see that line is properly formed to agree with seating chart before entering. 4.5. Request chair have line ready and direct it into the room properly and promptly.
Protocol Manual - 4 Display of the Flag of the United States of America (Public Law 94-344, July 7, 1976) 1. On speaker s platform 1.1. If displayed flat against the wall 1.1.1. It is displayed above and behind the speaker 1.1.2. The union (the blue part) is uppermost and to the flag s own right (the observer s left). 1.1.3. When displayed from a staff, the Flag occupies the position of honor and is placed at the speaker s right as he faces the audience. Any other flag so displayed is placed at the speaker s left or to the right of the audience. 2. If not on the speaker s platform. 2.1. The Flag is placed in the position or honor at the right of the audience as they face the platform. 2.2. Any other flag is placed on the left of the audience as they face the platform. 3. No other flag or pennant is placed above or, if on the same level, to the right of the Flag. 4. When flags of two or more nations are displayed, they are flown from separate staffs of the same height. 5. When flags are flown from adjacent staffs, the Flag should be hoisted first and lowered last. 6. Flag is not dipped to any person or thing. 7. When bringing in the flags, the order of precedence is: 7.1. Country Flag 7.2. State Flag(s) 7.3. Altrusa International 7.4. Altrusa Foundation 7.5. ASTRA 7.6. Altrusa District 7.7. Other Time for Program 1. Presiding officer PRESENTS the Program Coordinator (DOES NOT TURN THE MEETING OVER TO). The Program Coordinator then introduces the program participants. 2. Members giving positions 2.1. Begin at one end of the room and work toward one end of head table. 2.2. Head table begin at one end and go to the other end 2.3. Presiding officer takes turn in order 2.4. Visiting Altrusans are asked to stand, turn and give their local club and position in club 3. Do not table hop.
Protocol Manual - 5 Head Table Seating Event: Day: Time: 11. 9. 7. 5. 3. 1. (no space here) 2. 4. 6. 8. 10. 11. 9. 7. 5. 3. 1. Podium 2. 4. 6. 8. 10. (If only one-level head table is used, continue number seats as outlined above until all participants are assigned a seat.) Approved by: