The Proper Care of Members and Guests

 All organizations function under certain rules or customs in order to accomplish their goals. Protocol should be a very important part of those rules. Protocol is simply good manners, treating those attending a meeting or event as you would treat them in your home. It should be an expression of these good manners in an atmosphere of friendliness and politeness, giving the proper recognition and mutual respect to the offices and the guests.

Correct observance of protocol will add to the success and pleasure of any event and to the enjoyment of your guests. Protocol can be practiced formally and informally, but should always be practiced with ease, therefore making your guest feel relaxed and welcome. .

            Protocol and customs of an organization vary from one group to another, therefore the rules of protocol of your organization may supersede commonly used procedures and principles.

INTRODUCTIONS

It is the responsibility of the presiding officer to present members and guests seated at the head table. She should always have a copy of the seating chart with names and titles from the protocol chairman.

When a state or international president is introduced, the audience should stand for the applause in recognition of the office. The presiding officer may initiate this by turning to the honoree, gesturing slightly to the audience to rise and leading the applause. Remember, state and international presidents are always introduced by the presiding officer, never the program chairman or someone else.

            Introduce the highest ranking guest first, however if each guest is to say a few words, introductions should begin with the lowest ranking and go up the line. Then the last comments come from the highest ranking guest or officer.

INTRODUCTION OF SPEAKERS

Introduction of a program speaker should be limited so as not to exhaust the topic to be covered. Its purpose is to establish the integrity of the speaker on the subject. And, should never be so flowery as to embarrass the speaker or the audience.

Present to the audience any person they already know. Introduce those they do not know.

If a speaker is late, wait only fifteen minutes before proceeding to the next order of business.

If a speaker is exceeding her allotted time, slip her a note that indicates how much longer she may speak. One or two minutes is a good rule to follow.

When thanking a speaker never recap the speech. A simple "thank you" or "thank you for a very enlightening speech" is appropriate.