Care of Members and Guests
organizations function under certain rules or customs in order to
their goals. Protocol should be a very important part of those rules.
is simply good manners, treating those attending a meeting or event as
would treat them in your home. It should be an expression of these good
in an atmosphere of friendliness and politeness, giving the proper
and mutual respect to the offices and the guests.
protocol will add to the success and
pleasure of any event and to the enjoyment of your guests. Protocol can
practiced formally and informally, but should always be practiced with
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
used procedures and principles.
is the responsibility of
the presiding officer to
present members and guests seated at the head table. She should always
copy of the seating chart with names and titles from the protocol
a state or
international president is introduced, the
audience should stand for the applause in recognition of the office.
presiding officer may initiate this by turning to the honoree,
slightly to the audience to rise and leading the applause. Remember,
international presidents are always introduced by the presiding
the program chairman or someone else.
Introduce the highest ranking guest first, however if each guest is to
few words, introductions should begin with the lowest ranking and go up
line. Then the last comments come from the highest ranking guest or
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.
to the audience any person they already know. Introduce those they do
speaker is late, wait only fifteen minutes before proceeding to the
speaker is exceeding her allotted time, slip her a note that indicates
longer she may speak. One or two minutes is a good rule to follow.
thanking a speaker never recap the speech. A simple "thank you" or
"thank you for a very enlightening speech" is appropriate.
invitations should always be confirmed on official letterhead
Informal note paper or pre-written invitation cards may be used for
activities such as President's Day or Anniversaries.
invitations should request a response by a certain date. If
is received by the date requested there should be a follow
another letter or telephone call. Never assume that no
response means the
acceptance of the invitation.
check the spelling of the full name, title and correct address of the
receive the invitation and send as early as possible.
details of the event: date, time, kind of meeting (Luncheon/Business),
name, number of attendees, directions, parking, ect.
dress - formal or business attire.
that guest may bring travel companion
you are inviting the guest to do?
speech is to be given indicate the time allotted and the topic to be
or fee agreed to
you are the guest
forget the "THANK YOU" write as soon as possible after the event.