2019 Founder Region Leadership Soroptimist Protocol Welcome to the wonderful world of Soroptimist Protocol. So what is protocol? 2019 Founder Region Leadership

What is protocol? Definition: the official procedure or system of rules governing affairs of state or diplomatic occasions. Definition: the official procedure or system of rules governing affairs of state or diplomatic occasions. CLICK Protocol promotes orderly procedures. Personal friendships, likes and dislikes cannot matter in official life Always remember that you honor the office a person holds…not the person. Note: Should an occasion arise when you do not know the correct protocol, you will find that a gracious, cooperative attitude is most acceptable. Protocol promotes orderly procedures. Personal friendships, likes and dislikes cannot matter in official life. Always remember that you honor the office a person holds…not the person. Note: gracious & cooperative attitude is most acceptable.

Proper Soroptimist Protocol Meetings: Attend regularly Address presiding officer – title followed by name Address other Soroptimists – first name Pay your own way Invite Soroptimists and others to business meetings Welcome visiting Soroptimists Disagree politely CLICK EACH BULLET Begin and close meetings on time; be on time for meetings.  Attend regularly.  Address the presiding officer as president, governor or, if the vice president is presiding, by her title followed by her name, e.g. “Vice President Mary.”  Address another Soroptimist by her first name.  Do business with Soroptimists on a business basis, expecting no favors or special treatment.  Pay your own way, unless you’re invited as a guest or as a speaker.  Invite Soroptimists and others (as deemed appropriate by the president) to business meetings. Welcome visiting Soroptimists.  Disagree politely and keep informality within the bounds of fellowship and parliamentary procedure.

Use Correct Terminology We are Soroptimists — not Sorops Members— not sisters or girls Clubs — not chapters Federation — not national or federal Pledge — not a creed or motto District meeting, region conference, federation or international convention. Region officers — not regional officers Soroptimist — not “Soroptimism.” Use Correct Terminology CLICK EACH BULLET We are Soroptimists — not Sorops.  We are members — not sisters or girls.  We are clubs — not chapters.  We are a federation — not national or federal.  We have a pledge — not a creed or motto.  We attend a club or district meeting, region conference, federation or international convention.  We elect region officers — not regional officers.  We believe in Soroptimist — not “Soroptimism.”

Use Correct Names Soroptimist International of (name of your club) SI/club name Soroptimist International of the Americas Soroptimist International of Europe Soroptimist International of Great Britain & Ireland Soroptimist International of the South West Pacific Soroptimist International Use Correct Names CLICK EACH BULLET Soroptimist International of (name of your club) SI/club name if written Soroptimist International of the Americas Soroptimist International of Europe Soroptimist International of Great Britain and Ireland Soroptimist International of the South West Pacific Soroptimist International

Introductions Federation/International Officers Honored guests Seated in position of honor Region conferences Functions New club charting Introductions CLICK Federation/International Officers are recognized as honored guests and CLICK should be seated in positions of honor CLICK They should be recognized by the presiding officer at some time during the affair. CLICK At region conference, the custom of standing to recognize various officers should be observed. CLICK They should always be introduced at club functions or club charter ceremonies.

Several dignitaries Not speaking begin with highest-ranking guest begin with lowest-ranking guest Introductions CLICK If there are a number of dignitaries present who are to be introduced, but are not expected to speak, begin with the highest-ranking guest. If guests are expected to say a few words, then begin with the lowest ranking guest. Exception: The region governor is ALWAYS last!

Club Meetings/Events Founder Region Board District Director(s) Region Treasurer Region Secretary Governor-elect Governor – all rise Introductions at Club Meetings and Events Founder Region Board should be introduced in the following order: CLICK ON EACH BULLET District Director(s) Region Treasurer Region Secretary Governor-elect Governor – all members should rise when the region governor is introduced. The officers leading up to the governor should remain standing until the governor is introduced. AND TOGETHEER WE ARE A TEAM! CLICK

District Meetings City/Government Officials Other Visiting Soroptimists Past Fellowship President(s) Past Governors(s) Current Fellowship Director Current Fellowship Presidents Current Visiting District Director(s) Region Board District Meeting Introductions should be done in the following order: CLICK ON EACH BULLET City/Government Officials Other Visiting Soroptimists Past Fellowship President(s) Past Governors(s) Current Fellowship Director Current Fellowship Presidents Current Visiting District Director(s) Then Region Board as stated previously

Protocol for Seating/Recognition CLUB President - seated front & center Speaker - seated at her right Program Chair - seated right of speaker Other officers - seated on left Governor – right of president Protocol for Seating and Recognition of Officers Club  A club president is recognized as chief officer and host for the club. CLICK EACH BULLET President - seated front & center Speaker - seated at her right Program Chair - seated right of speaker Other officers - seated on left Governor – right of president

REGION Governor – chief officer and host & presides at region conferences International or federation officers – honored guests Guests attending conferences – seated on platform during opening Region CLICK  A region governor is recognized as the chief officer and host in her own region. She should be seated in a place of honor a Soroptimist club chartering or function, installations and other Soroptimist affairs.  International and federation officers are recognized as honored guests.  Guests attending region conferences need not be seated on the platform — except during the opening ceremonies — unless they participate in the program or are specifically invited to that position by the host governor.

Soroptimist Pins Membership Pin Left side Close to heart No pins worn above Worn at all meetings/events Wearing of the Membership Pin By custom, the pin is worn on the left side, close to the heart.

Below membership pin Laurel Society pin Fellowship pin Club anniversary pin Region pin Other pins should be worm below your membership pin. CLICK EACH BULLET Laurel Society pin Fellowship pin Club anniversary pin Region pin

Name Badge Worn on right side Easily seen Worn at all club meetings/events Great for public awareness Wearing of your name badge The name badge should be worn on the left side, opposite your membership pin. It should be easily seen especially when shaking hands. It should be worn at all club meetings and events as well as other club’s meetings and events. Great for public awareness at other community events: chamber of commerce, association meetings, scholarship events etc…

Founder Region Club Tips Now we have some region specific protocol tips to share with you.

Communication Invitations to club fundraisers/awards always CC (courtesy copy) District Director In-district collaborating with other clubs, get approval from District Director Cross district collaboration, get approval from Governor Communication CLICK When sending invitations for club fundraisers or awards programs, always courtesy copy the District Director. Before contacting other clubs to participate in a project, send the proposal to your District Director for approval and guidance. If you plan on collaboration with clubs in other districts, please get approval from the Governor

Fundraisers Always invite the following: District Director Region Treasurer Region Secretary Governor-elect Governor Fundraisers CLICK EACH BULLET Invite District Director, Region Treasurer, Region Secretary, Region Governor-elect and Governor to fundraisers. MORE Remember, the region board often attends many events of the 53 clubs so the more notice you can give the better so they can plan their calendar. Officers traveling a distance to clubs appreciate offers of lodging as well and gives us a great opportunity to get to know our members better.

Awards Programs & Installations Invite Region Board Invite District Director & Governor as club guest Seat region board in place of honor Invite District Director or Governor to speak or be a part of the program Introduce region officers in proper order Awards Programs and Installations CLICK Invite District Director, Region Treasurer, Region Secretary, Region Governor-elect and Governor to club awards programs and installations. Invite District Director and Governor as club guest. Seat District Director, Governor and other region officers, if attending, in a place of honor. Prior to event, ask District Director or Governor if they would like to speak and allow appropriate time in the program. Introduce region officers using order provided below.

Installations Installing Officer Theme Budget for props Considered club guest Invitation to Give Inspiration Advanced notice Optional club guest Consider travel distance CLICK When planning your installations, the region board loves to be invited to be your installing officer. Be sure and let her know your theme, the names of the incoming officers, and what the budget is for props or installation tokens. It’s always a good idea to send her the bylaws so she knows the duties of the officers of your particular club. The installing officer should also be considered your club guest for the meal. If you are asking someone from the region board to give an inspiration at your installation, please try to ask in advance. Although, most district directors and board members are prepared and carry an inspiration just in case they are called upon at the last minute, we really like to be well prepared and spend time choosing an inspiration that fits the theme of the installation. It is optional whether you decide to waive the meal fee but do consider the distance that the board member is traveling to attend.

Protocol for Presidents Be on time Make introductions Have a strong agenda Sit/stand appropriately Speak up Understand the unwritten speaking rules Do not have your phone out CLICK EACH BULLET Be on time – if your early, you’re on time, if you’re on time, your late. Arrive early to the meeting to set up and greet members and speakers Make introductions – don’t forget to have members introduce themselves and guests, and especially dignitaries Have a strong agenda Sit appropriately – sit in an open posture as to invite members to approach you. Stand upright at the podium not slumping over like a sack of potatoes Speak up or speak clearly into the microphone. Understand the unwritten speaking rules. It’s not polite to interrupt others, but in some meetings, you have to interrupt at some point to get members back on point and to keep the meeting under control Do not have your phone out. There’s nothing worse than a president looking at her phone (or any member for that matter) while you are trying to conduct business or others are talking. This problem has become so egregious that it’s the norm, but let’s try to get back to giving your full attention to the club meetings and especially programs.

Committees President facilitates forming Review roster for hidden treasures President serves as ex-officio member Follow up with committee President facilitates forming all committees of the club CLICK Review roster for hidden treasures, especially when choosing chairs of committees. The member should have experience being on the committee beforehand to know what the tasks of committee. President serves as ex-officio member of every committee. This doesn’t mean they have to attend every meeting, but they should attend them sporadically to see first hand how the committee is functioning. Follow up with committee – it is the president’s responsibility to make sure that the committee is accomplishing their goals and able to meet deadlines. As the say, “the buck stops with you”.

Communicating to Members Email Phone Website Facebook (closed group) Conference Calls Newsletter There are many ways of communicating with your members. CLICK EACH BULLET Email Phone Website Facebook (closed group) – it’s good to have a closed group for club notifications and an open group for public awareness. Conference Calls Newsletter Remember, members have their preferred way of receiving information, so it’s better to use several forms of communication so your members stay well informed.

Resource Tips District Director Region Board Region Website Federation Website And above all… Other resources at every members disposal is: CLICK EACH BULLET District Director - Region Roster Region Board Region Website Federation Website

Region Roster Region, federation, international leadership Region committees, descriptions, deadlines District Meetings, conferences, conventions Club - leadership, meeting info, club number, club charter date, sponsor, social media sites, LYD chair, DI,BI chair The region roster is one of the best resources you can use and includes a plethora of vital information. Nine out of ten times when we get a question from a member, the answer is in the region roster. Here’s what you will find: CLICK Region, federation, international leadership Region committees, descriptions, deadlines District Meetings, conferences, conventions Club - leadership, meeting info, club number, club charter date, sponsor, social media sites, LYD chair, DI,BI chair

Soroptimist Protocol CLICK We hope you have learned something new today concerning Soroptimist Protocol and most of this information is located in the Founder Region Roster and the Leadership Manual.