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Meeting & Event Protocol: East Meets West

Meeting & Event Protocol: East Meets West. Robert Coffman, CGMP U.S. Department of the Treasury SGMP National President. Meeting & Event Protocol. Objectives: Definition of protocol What does protocol encompass? Focus on a few key areas related to meetings and events Resources available.

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Meeting & Event Protocol: East Meets West

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  1. Meeting & Event Protocol: East Meets West Robert Coffman, CGMPU.S. Department of the Treasury SGMP National President

  2. Meeting & Event Protocol Objectives: Definition of protocol What does protocol encompass? Focus on a few key areas related to meetings and events Resources available

  3. Meeting & Event Protocol Definition of PROTOCOL, as defined by Merriam-Webster.com: “…the records or minutes of a diplomatic conference or congress that show officially the agreements arrived at by the negotiators…” “…a code prescribing strict adherence to correct etiquette and precedence (as in diplomatic exchange and in the military services)…”

  4. Meeting & Event Protocol Pre-Event Planning Arrivals Greetings Introductions Local Customs, Business Etiquette Titles, Honorifics (earned versus bestowed) Photographs Gift Giving Flags Table Layouts and Seating Assignments Catering

  5. Meeting & Event Protocol Pre-Event Planning

  6. Meeting & Event Protocol Pre-Event Planning Country/City/Venue selection -Ease of Access – infrastructure and ADA concerns -U.S. company or flagged hotel? -What other meetings/events/groups are in-house? -Country holidays, religious holidays/events, marches, etc.

  7. Meeting & Event Protocol Pre-Event Planning Safety/Security Concerns -Communication plan -Huddle Location -Emergency evacuation plan -Access routes -Natural disaster or Terrorism Emergency Contact Info for EVERYONE -Direct supervisor info -Personal

  8. Meeting & Event Protocol Titles -Honorifics -The Honorable… Governor, Acting Governor, Lieutenant Gov., Chief Justice of the Supreme Court of OR, Attorney General, Treasurer, Comptroller, State Senator, Mayor… -Reverend, Professor, Dr., etc. -Miss, Ms., Mrs. -Sir/Madam

  9. Meeting & Event Protocol Flags

  10. Meeting & Event Protocol Flags

  11. Meeting & Event Protocol Flags

  12. Meeting & Event Protocol Flags

  13. Meeting & Event Protocol Seating

  14. Meeting & Event Protocol Seating

  15. Meeting & Event Protocol Photos

  16. Meeting & Event Protocol Catering Planning Food & Beverage Services -Cultural/religious concerns -Bottled water service – std @ lectern, opened V unopened? -Wine service? -No “PANS” (Pork, Alcohol, Nuts, Shellfish) -Host fare versus Local fare versus “American” fare

  17. Meeting & Event Protocol Resources CIC CMP and CGMP Training Materials/BooksGSA Website State Department Website Embassy Desk Listing Individual Country/City websites Books United States Protocol: The Guide to Official Diplomatic Etiquette by Mary French Protocol: The Complete Handbook of Diplomatic, Official ad Social Usage by Mary Jane McCaffree & Pauline Innis Colleagues/Peers

  18. International Meetings Contact Info Rob Coffman, CGMP P: 202.622.0210 E: robert.coffman@treasury.gov

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