1. Zonta District 4 Area Workshops
April, 2017

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

3. 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

4. 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

5. 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

6. 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

7. 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

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

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?

10. 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

11. 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

12. 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?

13. 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!

14. 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)

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

16. 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