Zonta District 4 Area Workshops April, 2017

through service and advocacy. Mission statement Zonta International is a leading global organization of professionals empowering women through service and advocacy.

What is protocol? A set of guidelines or rules Outline of expected courtesy Demonstrated respect Recognition of status or hierarchy Behaviour to enhance efficiency & effectiveness Part of the culture of country or organization

Why do we have protocol? It projects a good image (values/standards) It reflects a well structured organization It aligns with Robert’s Rules of Order Promotes courtesy amongst members It creates a common way to do things to reduce confusion or questions

Zonta emblem Zonta pin is to be worn on the left side (by the heart) Guards (Club Presidents, A.D. and Governor) to be worn level or slightly higher than pin – turned up when in office Name tags, yellow roses and other insignia to be worn on right side

Informal welcoming to dignitaries Welcoming atmosphere Introductions to members and other guests (using the correct title) Meal preferences Audio/visual support To speak or not to speak Hospitality offered

Possible Zonta guests International President or International Board member International ICCs and members Past International Directors Governor (note –not DISTRICT Governor), LG Past Governors, District Board elected members Current Area Directors Current District Committee Chairs or District Officers Other Club Presidents Hosting Club Directors Guests from other Clubs

Starting the program Toast? Grace or invocation? Non sectarian Anthem or pledge of allegiance? How do YOU officially start your meeting?

Challenges Guest speaker has other unexpected guests accompany them Audio – visual equipment doesn’t work Guest speaker doesn’t show up or cancels at last minute Your challenges with protocol?

Special Events Basics – introductions Basics – toasts All head table should be formally introduced at the beginning of the event Basics – toasts A toast to the Head of State of host country and to Head of State of the guest’s home country NOT TO THE COUNTRY Do not use name, just title

Special Events Basic – seating arrangements Presiding Officer (Club President) is at the centre Speaker to the right Guest of honour to the left of the Presiding Officer or to the right of the speaker With podium – to the left (if centre) or next to it if located at end of table No empty seats

Club ceremonies Induction of members Re-commitment of current members Using the ‘traditional’ ceremony or the ‘candle ceremony’ Pin, rose, other items Re-commitment of current members Installation of Board members Traditional or candle ceremony? What are you asking your guest to do at the ceremony?

Roberts Rules Parliamentary procedures – tradition of customs and rules Parliamentary procedures provides processes to can develop satisfactory solutions to questions Helps flow of meeting = time mgmt. Ensures everyone has an opportunity to speak Brings order to meetings!

Voting Only elected members can vote Someone makes a motion Motion is seconded * not always needed Open the motion for discussion Close discussion - call for the vote If motion is amended – has to be seconded and then discussed, voted upon Complex rules – voice vote, show of hands, ballot votes, decisions by consensus (ONCA does not allow but could be included in bylaws) Your vote against motion can be recorded (strongly disagree)

Conclusion Communicate with guests You are honouring the guest Zontian’s office not just the person Enjoy ritual and ceremony which creates legacy, pride and history Don’t leave anyone out if introducing by name Platinum rule

Closing thoughts Protocol is about more than just rules Courtesy is the key component If in doubt – check the manual or ask! Protocol and courtesy transcend culture, hierarchy and roles – it is kindness, respect for the office if not the person for the office and good manners