Slide #1 District 4 PROTOCOL D4 Board Retreat September, 2010

Slide #2 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

Slide #3 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

Slide #4 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 – up when in office Name tags, yellow roses and other insignia to be worn on right side

Slide #5 Informal vs Formal 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

Slide #6 Possible Zonta guests International President or International Board member Governor (note –not DISTRICT Governor) Area Director ………………………………….. District Committee Chairs or District Officers Other Club Presidents Guests from other Clubs

Slide #7 Hospitality for guests Visiting ‘official will pay for lodging, travel &incidental expenses –Home hospitality is always appreciated Hosting Club covers meal(s) Souvenir or donation to ZIF is always welcome (potted plants cannot be transported over border) but not necessary

Slide #8 Starting the program Toast? Grace or invocation? –Non sectarian Anthem or pledge of allegiance? How do YOU officially start your meeting?

Slide #9 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?

Slide #10 Special Events Basics – introductions –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

Slide #11 Introductions Presiding Officer (self introduction) International Zonta representation Guests of Zonta (non members) Guests of Zonta (members) Governor, Lt. Governor, District Officers Area Directors District Committee Chairs Past Governor Past District A.D.’s, Officers Club President(s), Club Officers Past Club Presidents, Past Club Officers Areas in numerical order, Clubs in alpha order

Slide #12 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

Slide #13 District Events Conference –Protocol (flags, speaking order, etc) is covered in the District Manual Workshops –Introduction of ‘head table’ and/or special guests (in order of status) –Appoint ‘Mistress of Ceremonies’ or Chair of event –Use titles when introducing Zonta guests

Slide #14 Club ceremonies Induction of 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?

Slide #15 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