Event Protocol and Staging
Chapter 3
What is Protocol
Itis the official procedure of system
of rules governing affairs of state or
diplomatic occasions.
In event planning, protocol encompasses
the formalities, etiquette, and
guidelines one should adhere to when
hosting or interacting with government
officials or other organizational leaders.
Protocol
It is a set of rules or a series of instructions that are
established by tradition or by agreement.
Itgathers a series of behaviors, actions and techniques
that are considered suitable for a social event of a certain
formality.
Protocol is associated with what is known as etiquette:
uses and customs that must be kept in public acts.
For example: ways of dressing, good manners, greeting with
reverence to an authority, respecting punctuality.
Importance of Protocol
Inthe organization of events, the protocol is a
fundamental communication tool to achieve
the success of the event itself.
Protocols
are specifically designed to generate
professional conversations and interactions
that would not naturally occur without a
protocol.
There is argument that protocol restrict the kind
creative thinking or lucky accidents that can result from
the free, unobstructed exchange of ideas.
Major issues to consider in event
protocol
Pre event planning ( Ex. Invitation)
Arrivals and departure of VIP’s
Greetings
Introduction
Local customs & business etiquette
Titles, Honorifics (earned versus bestowed)
Photographs
Gift giving
Flags
Tables layout and seating assignments
Catering
Dressing
Business event protocol
In the organization of an event there are different types of
protocol: business, religious, cultural, military, diplomatic
etc
Business event is divided into three phases: the pre-
organization, the event itself, and the post-event.
i. Pre-organization protocol for an event.
When organizing an event, the first basic rule is to decide the reason of the event we want
organize. Then the following decisions are taken:
Place and time
Infrastructure
Program
Guests
Business Events Protocol
ii. Protocol during the event.
The day of the event is the most important day.
How this day will take place will mark the event’s success or not. The following details
are important at this stage:
Host , Reception of guests , Seating arrangement , Meals
etc
iii. Post-event protocol.
The work of an event organizer does not end with the end of
the event. In the days following the end of the event it is
important to take care of the following functions:
Survey, Conclusions, Gratitude:
Functions of a Protocol Officer
Advise in the fulfillment of his or her obligation relating to community, state,
national, and international protocol and cultural concerns.
Plan and host special events and socials.
Plan and orchestrate meetings, conferences, ceremonial events and functions.
Represent organization at events.
Utilize the organizational order of precedence for proper seating, introductions,
drafting of speeches and testimonials.
Travel locally and abroad with client or executives, when necessary.
Greet and escort visitors.
Research and manage overall selection of gifts
Event Protocol
Agenda — Program order
• Normally prepared for the public or speakers (order of speakers and their titles/topics)
Timeline — Timed program order (with cues)
Minute by minute outline of the event (speakers, A/V cues, stage direction, etc.) —
normally for event coordinators
Script— Timeline and Remarks together
Timeline inclusive of what the speakers will say —
normally for event coordinators and speakers/MC
Remarks — Talking points or speech for speakers
Speech — Normally for speakers
Event timing & Invitation
When setting the day/time for your event, remember to consider the
following:
Holidays, Annual community events, Work schedules, City traffic , Road
closures due to construction or on-campus events, Sunlight direction (if
event is outdoors), Seasonal weather (if event is outdoors)
Standard practice for dissemination schedules for larger gatherings
(50+) with mainly external constituents:
min of 8 weeks: save the date
min of 4 weeks: invitation (if no save the date)
min of 3 weeks: invitation (post save the date) with RSVP
Invitation
Key items to include:
Approved Logo
Invitation Line
Request Line
Occasion Line
Date Line
Time Line
Location Line
Special Instructions ( ex. Dressing code)
Reply or RSVP Information etc
RSVP Lists
• Lists should have the following elements:
Full Name
Guest Name
RSVP
Affiliation
Title (when possible)
Blurbs means 2-5 sentence summary on who they are.
Reasons for blurbs – to let the speaker or the boss know much about the
audience; and have fluent discussion with the concerned parties
Attire
Attire is the dressing code
The way the event participants and staff are dressed shapes the
event mood.
Make sure the invited guests know the dressing protocol
Is it formal
Traditional
Casual
Dinner Cloth
Special costumes etc
Event staff should be uniformed or at least well groomed
Dressing Code- Male
Precedence
Official precedence means the standard order of rank of the group
in question.
Relative precedence, on the other hand, is conferring a higher
precedence to a person than their current position dictates — or their
order of importance related to the specific meeting/event.
Rules of thumb:
For recognitions, keep similar groups together (e.g. elected officials should
be recognized at the same time, etc.)
Always go macro to micro or vice versa; do skip around with who is being
recognized.
Precedence
8. Minster of Foreign Affairs
Precedent
order of Federal
Government : 9. Foreign Ambassadors
1. President 10. Widows of Former Presidents
2. Prime Minister 11. Members of the Cabinet
3. Deputy Prime Minister Members of the House of
12.
4. Regional State President Representatives
5. Speaker of the House of 13. Mayors
Representatives / Federation 14. State Senators and
Regional
council Representatives
6. Former Presidents 15. Invited other VIP’s
7. Former PM 16. Other guests
Seating Protocol
Theatre Style:
Reserved Seating for Speakers/Platform Party, VIPs ,
Invited guests as precedence.
Ensure that all speakers have the appropriate
briefing on stage management.
Stage management includes: how to enter/exit
stage, how to use audio/visual equipment,
where beverage will be located at/near
podium, etc.
Types of table
layouts
Staging Protocol
Make sure the followings are in right order :
Sufficient and appropriate lighting
Podium, Panel table and chairs
Flowers, stationery ,
Event Banner behind stage
Water is at each seat
Flags are in proper order
Projection is showcasing event flyer/summary
Stair rails to the side of riser for safety purposes
Escorting VIP
Rule of thumb:
Always open the door for your guest, and allow them to enter first.
If directing them to a location, walk a ½ step in front of them. Never walk in front or block
them; always walk to their side.
If you are also with an administrator/ top management who knows where to go, allow them
to lead the VIP.
If you need to get the VIP/administrator to their set location, but they are amidst
conversation, stand in their view and allow them 1 minute to wrap up on their own before
interrupting.
Respect their personal space.
It is ideal to stand behind the person your VIP is speaking to and make eye contact. It is
important to give them the opportunity to wrap up the conversation
Do not be too pushy or territorial with VIPs. Give them the respect of being self-sufficient
while still offering guidance and assistance
Seating Protocol – Dinning event
Pre-determine table arrangements as well
as seating charts (if necessary).
VIP table should always have tent cards with guest names.
• For buffet style service, ensure guest honor is given priority
ensure that event coordinator and catering staff have agreed on the best location and line
management.
Menu cards should always be included to ensure guests are aware of potential food allergies.
For table assignments: Make sure your table assignments are in a logical order ex.
Numbers
• For plated service, ensure that guest of honor is served first.
Event Photography
• Run-Through:
Brief the photographers before the event what
you want them to capture.
This will help them choose the best lighting and angles.
Take official photos putting the event backdrop for record and promotion.
Respect guests’ personal space and requests.
Personal requests: Guests in private conversation rarely like having photos
taken of them. There will also be guests who prefer not to be
photographed. Respect their personal wishes.
Avoid drinks and nametags in photos.
Have a plan to give copies of the photo to guests when they ask.
Gifts & Awards
When gifts will be provided to a guest of honor, be cognizant of:
Culture: Example — Chinese culture considers clocks a sign of death.
Religion: Example — Do not give a person of the Jewish faith a crucifix.
Gifting history: what was the previous practice
Ensure no double-ups occur!
Travel requirements: Example : gift of horse to VIP consider convenience to
travel & customs requirements? Are the items perishable?
Ethical restrictions Gifts should not appear bribes
Awards- take extra caution to make sure recognitions are fair and appropriate
( no discrimination)
The Principles of Professionalism
Your eye contact
The entrance you make
The way you shake hands
Your posture
The way you introduce yourself
The way you introduce others
Your people skills
Eye Contact
Tells the other person you are listening
Actually makes you a better listener
Focuses attention on the individual and makes him or her feel important while you
look in control.
Direct eye contact should be made in the range of 40 to 60 percent of the time.
Less than that and a person is seen as shy, shifty, hiding something, or lacking self-
confidence and authority.
Improve Your Mingling Proficiency
Small talk:
Breaks the ice
Establishes a connection
Doesn’t require original or profound conversation
What persons say to each other to be polite
Practice these tips to improve your small talk ability:
Be well-informed
Focus on the other person and less on yourself
Don’t interrupt
Do listen
Think before you speak
Always close a conversation before walking away from the other person
Mingling tips
Avoid
these subjects with others you don’t
know very well:
Your health or diet habits
The cost of things
Personal
questions such as, “How much money do
you make?”
Mean gossip
Off-color jokes
Controversial issues
Introducing yourself
When do you introduce yourself?
When you recognize someone and he or she does not recognize you.
When attending a gathering, business or social.
When seated next to someone.
When the person introducing you does not remember your name.
A friend of a friend
Don’t introduce yourself and use an honorific such as Mr., Ms., Dr.etc
Introduce your name (Social)
Introduce your name, your organization and your position ( business)
Hand shakes
Be ready to initiate or receive a handshake in business and social arenas.
The right hand should always be free.
The left hand should hold only one item.
Extend your hand with the thumb up and fingers out.
Shake from the elbow, not the wrist or shoulder.
Shoulder-to-shoulder stance.
Avoid fragrance on hands.
Avoid large rings on right hand.
Consider cultural difference while hand shaking ( also COVID19)
Business card presentation
Present the card with the print facing the recipient so the recipient
will not have to turn it around to read it.
Carry cards in a card case to keep them fresh and protected such as
in a handsome card case.
Do not give out a business card that is defective, out of date, or
soiled.
Before attending an event, always put a supply of cards in your suit
pocket for easy access.
Don’t pass out your cards like flyers at a hardware store opening.
Handing your card out indiscriminately will make you appear pushy
and unprofessional.
Business cards
Never produce a card during a private luncheon or dinner where you
run the risk of your host seeing the exchange.
Present your business card to the receptionist each time you visit a
company. It helps the receptionist announce you.
Giving & Requesting: Don’t force your card on anyone or offer it early
in a conversation.
Junior executives don’t give or request cards from senior executives.
Let the senior executive request your card, and only then should you
present it.
