Add. #II
National Pan-Hellenic Council, Incorporated
Guidelines to Proper Protocol
FOREWARD
The concepts, comments and suggestions in this document are not necessarily original, but
nevertheless, they are presented in an effort to promote consistency throughout Greekdom as we
recognize our leaders, properly carry out various functions and seek to enhance the Greek family,
as well as our own personal image. In these times of rapidly changing values and lifestyle, it is
imperative that we who know better exercise a high level of decorum, mutual respect, and
courtesy. Greeks everywhere should serve as role models for today’s youth and society as a
whole. These exemplary qualities, faithfully executed, will make us stand out distinctly, and thus,
rise in stature above others in bringing order to this trouble-ridden, chaotic society as we evolve
in the 21st century.
These guidelines further provide a procedure for the proper recognition of all Greeks and should
be adhered to, especially when National and Regional Officers of NPHC and affiliate
organizations are visiting local councils and affiliate chapters, thereby showing local community
members and leadership that we have a high regard and deep sense of respect for leaders in the
Greek family.
Every financial Greek member of our family is entitled to, and should be accorded, proper respect
and recognition. Whether at home or visiting another area, Greeks should be readily identified by
wearing the badge of his/her respective organization and/or other appropriate insignia or
identifiers of organizational affiliation. In every activity or endeavor, others are constantly
watching and evaluating us and what we represent. How well Greeks are received, recognized,
and regarded among their own will go a long way in determining how well the community atlarge will receive and give respect to our leaders.
PROTOCOL
The National President of the National Pan-Hellenic Council, Inc., and the highest officer of each
of each affiliate fraternity and sorority, should at all times be granted the respect, courtesies and
amenities befitting the office.
Due recognition and respect should be shown to NPHC Officers in the following sequence:
•
Council of Presidents (National Presidents of affiliate fraternities & sororities and NPHC
National President)
•
Past National Presidents of NPHC and affiliate organizations
•
NPHC National Executive Board
1. NPHC National First Vice President
2. NPHC National Second Vice President
3. NPHC National Third Vice President
4. NPHC National Secretary
5. NPHC National Treasurer
6. NPHC Immediate Past National President
7. NPHC Regional Directors
8. Affiliate National Executive Directors
9. NPHC Executive Director
10. NPHC Appointed National Officers
•
Past National Officers
•
Other National/Regional Affiliate Officers, Regional NPHC Officers, and other
dignitaries
All assembled should rise at the entry of the dais and remain standing until the last person enters
and the dais is seated. Processionals for the dais are according to ascending rank. If a chair must
be skipped for higher ranking officers who must enter near the end of the processional, it is okay
to do so.
When more than one National President is present at a function, the following order of
introduction should be followed.
1. Council of Presidents Chairman
2. Remaining affiliate leaders according to organization sequence in the NPHC logo
(Greek alphabet): Supreme Basileus (Alpha Kappa Alpha Sorority, Inc.), General
President (Alpha Phi Alpha Fraternity, Inc.), National President (Delta Sigma
Theta Sorority, Inc.), International Grand Basileus (Zeta Phi Beta Sorority, Inc.),
Grand Polaris (Iota Phi Theta Fraternity, Inc.), Grand Polemarch (Kappa Alpha
Psi Fraternity, Inc.), International Grand Basileus (Sigma Gamma Rho Sorority,
Inc.), National President (Phi Beta Sigma Fraternity, Inc.), and Grand Basileus
(Omega Psi Phi Fraternity, Inc.).
3. NPHC National President (the President of the organization holding the function
is always last to enter)
All assembled should always rise and receive National Presidents, Past and Present.
REPRESENTATION
The National President is the official spokesperson and representative of the National PanHellenic Council, Inc. Upon the initial entrance or introduction of the NPHC National President
at a NPHC function, a public meeting, or any other public function, members should rise in
recognition of the Office. Every effort should be made to ensure that all courtesies are extended
to include complimentary registration or admittance (where appropriate), housing, and all
necessary transportation as deemed appropriate. If the National President is unable to attend a
national, regional, or local NPHC event, a National or Regional NPHC Officer may represent the
NPHC at the request of the NPHC National President.
The Regional Director is the official representative of his/her respective region. During Regional
functions, the Director should be extended the same courtesies; recognition and services accorded
the National President.
The local NPHC Council President is the official representative of the local council and should
attend state, regional and national meetings as the council’s official representative and
spokesperson.
Handbook Addendum – Protocol Guidelines
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RECEPTION
The local council or host region, to mark the visit of the National President, should host a
Welcome Reception. Local, county and state dignitaries (i.e., Mayor, Councilman, Governor or
Legislators) should be invited to participate in the reception. Local dignitaries should be
encouraged to make appropriate presentations (e.g., key to the city, proclamations, etc.) to the
National President during the visit.
RECEIVING LINE
The formal receiving line is rarely used at most functions. In most instances, a reception has been
accepted as a more effective and congenial way to enable NPHC Officers and visiting VIPs to
interact and meet Greeks and their guests.
It’s important to remember that the success or tone of both public and private events may be
dependent on advanced planning of the receiving line, holding area, and dais protocol.
If the event calls for a formal receiving line, attention should be paid to the formation of the line
to assure a good and uninterrupted flow of traffic, not blocking exits and walkways. The line
should reflect the following order:
1. Local/Host council President, host Regional Director or Conference Chairperson,
who would introduce guests to the National President (in turn, introductions are made
henceforth)
2. National President and spouse, if applicable
3. Special Guests
4. Regional Director
5. Local Council President (if not in #1 position)
6. Other special NPHC Officials or dignitaries (VIPS)
HOLDING ROOM OR ASSEMBLY ROOM
Chairs are positioned with table/chair cards bearing the names of the members of the dais in the
order in which they are to be seated on the dais. The host/hostess leads the processional.
THE DAIS OR HEAD TABLE
The line up for the dais should permit each person to proceed in an orderly progression to his or
her assigned seat, which should be clearly marked and inclusive of the seat reserved for the
National President. If the dais is two-tiered, the membership of the lower dais enters first. After
all persons on the dais have reached their assigned seat, the presiding officer in charge of the
ceremonies should invite all persons assembled to rise to receive the National President. After the
National President is seated, the program begins. The lowest tier is introduced first.
Handbook Addendum – Protocol Guidelines
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If a theatre style is being used for the meeting, the front row on the left-hand side of the room
should be reserved for the National Council of Presidents. The front row on the right hand side
should be reserved for the National Elected and Appointed Officers and Regional Directors. If
possible, individuals should be seated in rank order.
FORMAL SEATING
 One tier for a dais with 12 or less participants.
 Two tiers for more than 12 participants.
The position of the presiding officer or the Master/Mistress of Ceremony is to the right of the
lectern, as this person faces the assemblage. The guest of honor should be seated to the immediate
right of the presiding officer. The next person to the right should be the National President (and
spouse if applicable). Host Regional Director is positioned to the left of the podium. Other dais
guests should be seated to the right or left of the persons noted above, balanced in descending
order of rank.
If a two tiered dais is required to seat the dais guests, the designated national officers and honored
guests should be at the upper dais level, while designated persons such as program participants
and other guests are seated at the lower dais level. Consideration should be given to the physical
restriction of the participants of the dais or the physical aspects of the room and the visibility of
the dais in deciding tier assignment. Outstanding authorities have indicated that the important
guests should be placed on the lower level of the ascending platform.
The use of clearly scripted place cards is critical and should be utilized. If known sufficiently in
advance that a dais guest will arrive late, it is recommended that a seat be assigned to that person
at the end of the tier, with the exception of the National President.
Reserved seating should be provided, near the front of the dais for spouses or special guests of
dais participants, Council of Presidents, National and Regional NPHC Officers, Past National
Presidents, and Past National Officers.
HOSPITALITY AND SOCIAL AMENITIES
The National President should be provided transportation upon arrival and departure, as well as
during the visit by representatives from the host/local council or affiliate chapter. If time permits,
local sight-seeing should be included in the itinerary.
Hotel accommodations should be provided for the National President by the host/local council. A
suite or comparable accommodations should be comfortable, private, and secure, and sufficient to
permit the hosting of a meeting or entertaining VIPS or other special guests.
The host/local council should provide amenities such as light refreshments, beverages, and fruit
basket for the President‘s suite. Other efforts and activities, where feasible, should be made, to
provide for the general relaxation and entertainment of the President. Additionally, time should
be set aside, and space arranged, to allow the President to interact with all members, especially
undergraduates in the area, as they are surely the lifelines of all our affiliate organizations.
Handbook Addendum – Protocol Guidelines
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PRESS RELEASE
The local or host council, or region should plan full press and media coverage activities to include
a press release of the event(s) for maximum coverage during visits by the NPHC National
President or other National/Regional officers. Lines of communication should be established and
maintained with the NPHC Executive Director/National Secretary for information essential for
press coverage (e.g., biographical sketches, etc.).
ATTIRE
Greeks should be encouraged to wear the official colors of the NPHC—Black and White—at
NPHC National, Regional and local sponsored events, thereby fostering a greater sense of unity
and NPHC pride among participants. In addition stoles, kentes, and other affiliate insignia may be
worn.
Handbook Addendum – Protocol Guidelines
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