District 4
PROTOCOL
D4 Board Retreat
September, 2010
Slide #1
What is protocol?
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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 #2
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 #3
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 #4
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 #5
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 #6
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 #7
Starting the program
• Toast?
• Grace or invocation?
– Non sectarian
• Anthem or pledge of allegiance?
• How do YOU officially start your meeting?
Slide #8
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 #9
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 #10
Introductions
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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 #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
Slide #12
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 #13
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 #14
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
Slide #15