District 4 PROTOCOL

1. District 4PROTOCOL D4 Board Retreat September, 2010

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

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

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

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

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

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

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 • 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. 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

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

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

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?

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