Protocol Exam Notes

Synonyms for protocol ○ Etiquette How to act in society ○ Diplomacy Negotiations to achieve goal ○ Protocol Official procedure or systems of rules..state diplomatic occasions Origins of protocol = emily post Types...

Synonyms for protocol ○ Etiquette How to act in society ○ Diplomacy Negotiations to achieve goal ○ Protocol Official procedure or systems of rules..state diplomatic occasions Origins of protocol = emily post Types ○ Business Hierarchy Master introductions Dress appropriate Be punctual Practice cultural sensitivity ○ Institutional ○ Ecclesiastical ○ Sports ○ Royal ○ Social Cross cultural negotiation tactics ○ Research other cultures values ○ Aware non- verbal ○ Respect local customs ○ Remain flexible ○ Pay attention to cultural variations in conflict management Communication is key Objectives ○ Define your audience ○ Define the roles Host Partners Providers Your team Guests Press ○ Define storytelling Communications updated ○ Clear missions/vision/values ○ web/social media platforms ○ pr/press ○  Presidence over precedence ○ Precedence Rules essential in ensuring diplomatic and official events run smoothly and participants are treated with appropriate level of respect Precedence of order is important of which people go first, second or last Order of precedence must be respected in all kind of events Right side is honor! - historically more high esteem ○ Precedence One person always has more importance, they hold precedence of the event Person holding precedence is first on the list of the precedence ○ Presidency transfer Giving the honor to someone else to pay respect ○ Double presidency 2 or more Basics of social protocol ○ Being punctual ○ Greet people ○ Dressing right ○ Respect ○ Politeness and social cordiality ○ Art of conversation ○ Compliance with rules of civility Invitations ○ Name ○ Title and description of event ○ Host and organizers ○ Time and date ○ Where the event will be broadcasted or held ○ Rsvp , instructions (map attached) deadline Official protocol treatment for members of the government and seniro officials shall be that of sir or mam followed by title of the corresponding post, employment or rank, on official missions abroad, they shall be addressed in accordance with the regulations of the country or international organisation If they have 2 titles, say the most important Protocol documents are written in front of the name and surname of the peson followed or preceded by the position held Placement of institutional flags ○ If the number of flags is odd, the Spanish flag goes in the center. ○ If the number is even, it goes in the right-central position. The placing of institutional flags in official mourning ○ European institutions, only the european flag and the state flag in mourning are lowered ○ Half mast on public buildings and navy ships Book of honor  ○ Book owned by any public or private entity in order to collect signatures of the relevant personalities who visit institution ○ First page not written or numbered ○ Next page is reserved for diligence where how many pages it consists of is..dated , signed and stamped ○ Last page closing note stating that all pages have been used and date and sign Documents most frequently used in the organisation of institutional events ○ Protocol program ○ Event plan ○ Event report ○ Order of service Protocol programme ○ Symbology of the organising institution /undertaking ○ name/title of the event ○ Date and time and place ○ Date of edition ○ Main participants ○ Name and contact of person responsible ○ Timetable ○ Scheme of the presidency ○ Event programme ○ Refers to the development of the event from the start time to the finish ○ It does not include the time before and after the event ○ It is usually placed on the table/presential seats, and if necessary it is given to the attendees ( this way we avoid giving explanations of the functioning of the event ) Event report ○ It is a document that records the development of the event as it has taken place and who has participated ○ There are institutions or companies that develop minutes by minutes and there are others that develop it as a document where the lessons learned are collected Lessons learned ○ Identify ○ Document ○ Analyze ○ Store ○ Retrieve Order of service ○ This document is to have the logistical order of the necessary elements to be able to develop the event correctly Usually includes if there is catering or not and what it includes. It also includes the time of service and the3 pickup time Also along with other elements such as audio visuals, or sound equipment In The hotel world it's called beo (banquet event order)  Corporate protocol ○ Present best image of the company to all audiences ○ Optimize the companies profits and loss account ○ A good product or presentation is not enough without effective communication, marketing and PR ○ Success requires Strong marketing and branding campaigns Company representatives who effectively reflect the brand and product Protocol department Ensures effective message transmission and enhances the companies image which directly impacts commercial success Main reasons for incorporating a protocol dept ○ Improve image ○ Adapt new communication strategies, that require frequent event with large audiences, media presence and higher need for success ○ Society values protocol and good manners ○ Positive external projection ○ International travel requires understanding and respecting different cultures Internal protocol ○ Working hours ○ Dress code ○ Internal media ○ Organization visits ○ Effective meetings External protocol ○ Events..organization rules, dress code , depend type of event ○ External communications..represent ocmpany ○ Attention to public..greeting correct way of channel with client ○ Professional contracts Public relations ○ Public relation of enterprises are concerned with maintaining the appropriate relationship of an organization, company, holding or collective with various audiences for the viability and achievement of previously set objectives Presentations and saulatations ○ The ones who is less (man, young or employee) is presented to the one who is more(woman, adult or boss) ○ Who invites pays Ceremony of the last stone Types of events ○ Corporate ○ Social ○ Cultural ○ Sporting ○ Academic  Phases of an event ○ Planning Objectives Initial concept Select date, time , venue etc ○ Organisation Secure vendor Coordinating stakeholders Assigning roles Logistics plan ○ Execution On site set up Managing flow Addressing challenges ○ Evaluation and closing Feedback Analyzing performance Design and production of events : idea to execution ○ Concept Brainstorm Develop themes ○ Visual design Mood board Venue layout ○ Technical production Equipment rehersals ○ on-site coordination Set up Real time adjustments Elaboration of scheduled and budgets ○ Timeline creation ○ Contingency plans ○ Key tools ○ Budgets Expense breakdown Tracking tools..soread sheets Contingency funds Evaluation Technological innovation drives sustainability in events ○ Digital tools to minimize waste..no more printing ○ Emergency efficiency led lighting ○ Virtual and hybrid events Implementing tech and sustainability  ○ Immersive experiences…ar/vr ○ Green certificates ○ Virtual and hybrid events as a norm Streaming for participation worldwide Weddings Concept of grand weddings started in renaissance Queen victoria white 1960s more personalized less religious Work your way in with silverware The hosts at end of table Guest of honor to the right if guest Go to the right when serving Present food on left And remove items in the right