ROTARY PROTOCOL (FOR INTRODUCTIONS)
Refer to the Manual of Procedure: Protocol of RI
It is important to respect the positions within Rotary during introductions
In general:
1. Current position takes precedence over past position, then
2. Past position takes precedence over future position
3. Individuals holding more than one office are ranked according to the highest office.
Accompanying spouses have the same “rank”.
4. Officers at formal functions should be addressed according to protocol only once.
(Therefore make sure that subsequent speakers are aware of this and only use a
generalised introduction)
5. You must start with the highest ranking officer present.
6. Within a grouping of past position holders, the holder who was the farthermost back
in their year in office is ranked first and so on up to present.
Example of introductions at the start of a meeting or event:
Special non-Rotarian guests / signatories including Guest Speaker (if a Rotarian, moves
up list to here).
RI President (or the RI President’s Representative who is treated as if they were the RIP)
RI Director John Lawrence & Janet
Past RI President Bill Boyd & Lorna
Past RI Director Grattan O’Connell & Verna
(current most senior position)
(past most senior position)
(past next most senior position)
District Governor Jack Davies & Adrienne
Past District Governor Mark Tregidga & Margaret … because in office 1999-2000
Past District Governor Beryl Robinson & Colin … because in office 2004-2005
District Governor Elect Leanne Jaggs & Mike
District Governor Nominee Nicolas Spillmann & Nicole
Assistant Governor Penny Leyland & Warwick
(Note that at this point past ceases to be recognised – i.e. a past AG would normally be
regarded as just another visiting Rotarian)
(Club) President of host club (& spouse)
Others – public, then visiting Rotarians, then make sure members AND spouses / partners
are mentioned (as a group – although there may be cause to recognise the occasional
individual)
Other comments
Planning is the key to not missing important people at an event – write down the
introductions from invitation response, then have someone greet guests but who is on the
look out for unexpected Rotary dignitaries and last minute apologies (a Rotary dignitary is
never called a “no show”). Just as it is important not to overlook mentioning people, it is
not a good look to mention people as if present when they are not. If a dignitary arrives
after the introductions, there may be an opportunity to acknowledge their presence later in
proceedings – use discretion.
As with any Guest Speaker – allocate a host, even if just to get things started and to
ensure they are “briefed” where to sit, when they are likely to be called up on etc. The
person introducing them should have met the guest and have their facts straight. NB: DG
biographies are available from the website.
If any guest is expected to be seated at a predetermined place, they need to be advised of
their seat on arrival.
Respect guests by inviting them / their table to first in the food line / served first at the
table. The most senior current ranking officer – normally the District Governor and
spouse, should be the first in line, accompanied by the host – e.g. Club President and
spouse.
If uncomfortable with the above order – e.g. not introducing PRIP Bill Boyd first, get the
introductions made without embellishment and then follow with an opening comment that
may bring Bill to the “forefront” first … “We are especially honoured to have PRIP Bill with
us today” etc.
When inviting the District Governor to an event as District Governor, the Governor and
their spouse are not charged a fee. At other times it is the club’s discretion whether to
charge the DG and spouse but it is strongly recommended that the District Governor and
their spouse always be Free of Charge. Make sure the DG is aware of the arrangement
so as not to cause embarrassment and advise the registration desk so they do not
incorrectly ask for payment. One way is to strike out any payment figure on an invitation.
An Assistant Governor (or spouse) of a club should not be asked to pay the breakfast /
event fee when accompanying the District Governor on their official club visit.
The AG and spouse should not be charged an event fee when attending the club
Changeover when the DG is not present, as the AG is representing the DG. If the DG is
present, the AG, if specifically invited by the club, may be asked for a fee, but the position
should be made clear to the AG when the invitation is extended.
At other times where the AG has not been invited in their role as AG it is recommended
that they not charge him/her if this is possible (the Club may or may not charge their
partner as a separate consideration but would suggest same for both AG and spouse).
Make sure the AG is aware of the arrangement so as not to cause embarrassment and
advise the registration desk so they do not incorrectly ask for payment. One way is to
strike out any payment figure on an invitation.
Senior ranking current office holders, e.g. R.I. Director John Lawrence, should not be
asked for a fee. If I doubt, always check with the District Governor or District Secretary.
The District Governor should not be subject to a Sergeants fine. It is also recommended
that the Assistant Governor be exempt from being fined.
E&OE
Compiled by Colin Robinson with assistance from PDG Welly Choy
2008.