EVENT PROTOCOL.pdf

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GROUP 5 PP R R EE SS EE N N TT O ORR SS :: R EE G R G II N N AA M M.. SS II LL VV EE R R II O O MM AA.. LL EE LL AA NN II PP II NN EE DD AA SS AA M M II R R EE M M EE DD II OO KK II ZZ ZZ EE N N W W AA NN EE EE SS PP II N NO O ZZ AA Event Management EVENT PROTOCOL  INTRODUCTION An event can be defined as a public gathering intended for purposes such as celebration, education, marketing, or reunion. The orchestration of various live experiences, ranging from weddings and festivals to private parties, sporting events, conferences, and meetings, necessitates event management—a skillful blend of creative and technical expertise.  PROTOCOLE A protocol is a set of traditional practices that have long been accepted and used when dealing with and The term “protocole” comes from the meeting with others. Greek and means “first glue.” It may be said that protocole is teh “glue” that holds official life in our society together. It also includes where to seat your guests at a dinner and Pro how to fly the flag. t con ocol s r imp idera eflect o ti s dig rtant on mu tua nit a n l r ari es b when d esp etw b i s ect een r i nat nging espec and ion i s. tog ally eth er The protocol includes the proper way of addressing dignitaries and how to dress for an event. PROTOCOL FOR ADDRESSING A PERSON For greetings “Mr.” is used for “Sir” is generally considered an men. acceptable alternative to the formal address in written and spoken greetings. The feminine equivalent could The use of “Madam” or “Ma’am” for be "Madam" or, less formally, a female addressee is acceptable. "Mrs.", "Miss.", or "Ms." This rule does not apply to religious And there is no formal rule for or titled person the use of “Ms.”, the preference of the addressee should be respected.  Dress for Formal Occasion The appropriate dress for a formal occasion should be included on the invitation. This might include business attire for formal day functions. Black or white tie for formal evening events. Name badges should be worn on the right-hand side. So that when the hand is extended for a handshake, the name badge is easily readable.  PROTOCOL FOR GUEST SPEAKERS Speakers need to be briefed in advance and provided with a list of guests to be welcomed, in order of precedence. The duration and content of speeches should be coordinated with the speakers prior to the event and should also be reviewed with the chief. Seating protocol in an official state function Correct seating arrangements for occasions such as awards ceremonies and formal dinners must be observed by the event organizer. Precedence at the table can lead to hurt feelings and indignation among families as well as diplomats. Once you have determined who is of higher rank, then it is just a matter of placing people around a table.  4 RULES IN SEATING (FORMAL DINNER) 1 1. When there is only a 3 single table, the host and the hostess Women and men do not sit usually sit at opposite side by side in pairs. ends. When multiple tables are needed, the host and hostess may Married individuals are 4 be at separate tables. typically not seated 2 1 adjacent to each other, 2. The individual with the whereas engaged couples highest rank typically are seated together occupies the right-hand seat of the hostess. In the whenever feasible. case where the highest- ranking person is a woman, or the wife of the highest-ranking man, she is seated to the right of the host.  When entertaining dignitaries, such as government or military officials and foreign diplomats, the host or hostess of an official luncheon or dinner seats the guests according to rank. Traditionally, the host and hostess sit at the head and foot of the table. When they are friends with a number of the guests, they may choose instead to sit opposite each other at the middle of the table, where it will be easier for them to converse with more people. When both women and men are attending the event, seating is as follows: The highest-ranked male guest sits to the right of the hostess. The man next in rank sits to the left of the hostess. The wife of the man of the highest rank sits to the left of the host. (If the man is unmarried, the woman of the highest rank takes this seat.) Spouses in attendance who don't hold an official position are seated according to the rank of their husbands or wives. Guests who have no protocol ranking are seated according to the unspoken rank the host assigns to them. The host ranks guests as he chooses, basing his decision on age, social prominence, personal accomplishments, and mutual interests shared by seatmates. Proficiency in a foreign language also comes into play when foreigners are among the guests.  Seating Arrangements for Events Seating arrangements have the power to make or break deals, relationships, and even event goals Choose the type of seating arrangement based on what activities you have planned for the event as well as how long the event will be and any specific needs attendees may have. Keep in mind that the type of seating arrangement you choose depends on the space you have available, your goals for the event, and what furniture you have at your disposal.  8 Types of Seating Arrangements for Events 01 CHEVRON 02 AUDITORIUM It typically includes The layout features two columns of built-in seating great short, angled rows divided by a for large groups, central aisle. An effective approach lectures or speaker often adopted by organizers utilizing series, and ceremonies this seating arrangement is to create a central focal point at the front, or rows of chairs directing the audience's attention oriented towards a towards the speaker. central focal point, often a professional ALBERT EINSTEIN Benefits: BEST FOR: stage or podium. 1. Training It presents two columns of short, angled rows separated by a central aisle. A prevalent strategy among planners employing this seating configuration is to establish a prominent focal point at the front and center to guide the audience's focus towards the speaker. 2. Presentations with Ensures that all participants have Great for large groups, audience participation an unobstructed view of the lectures or speaker series, 3. Conference and ceremonies speaker, facilitating seamless group interactions. BEST FOR: Provides an optimal setup for presentations by combining the advantages of different seating styles. 1. Award Shows 2. Press Conference 3. Product Demonstration ALBERT EINSTEIN  04 BOARDROOM 03 BANQUET Banquet seating means using round tables evenly spread out Boardroom and conference throughout the space. Keep in seating offer one long, mind that tables in banquet rectangular table for guests seating arrangements usually to sit facing each other. accommodate between 8-10 Keep the following people. For best results, group principles of conference together people who are seating psychology in mind familiar with each other, such when creating your seating as family members or co- chart: workers. Otherwise, seat people The VIP should sit at the head of the table according to shared interests The VIPs’ closest advisors should flank them People in the middle or towards the opposite end such as hobbies or project goals will spend most of their time listening Socializing is to encourage natural Anyone sitting opposite the VIP will likely feel conversation. inclined to disagree with them, but if not, they easy and Provides an optimal setup for presentations by combining the advantages of different seating styles. should be a verbal supporter so that others take comfortable Best for: note 1. Weddings Facilitates discussion Best for: Ideal for 2. Parties Directs focus to one 1. Brainstorming sessions person 2. Small team meetings networking and 3. Award shows 3. Strategic mergers relaxing 4. Banquets Offers strategic 4. influencing those in the middle 5. Charity events placement for business to agree with the VIP meetings 05 CABARET 06 CLASSROOM A study featured in the Social It found that physically Psychology of Education highlighted Socializing is sitting (or standing) closer the significance of seating encouraged yet guests arrangements in influencing students' to someone makes you feel can remain focused on performances or academic and social behaviors. This emotionally closer to them presentation underlines the importance for event too, which may explain why planners to carefully consider the cabaret-style seating at seating layout, as it directly impacts BEST FOR: participants' engagement and conduct events helps build 1. Award Shows within educational settings. Optimal relationships. Whether you 2. Passive training Focuses attention to the presentations front of the room seating arrangements suggest choose cocktail tables for 3. live entertainment Naturally primes restricting small tables to your entire space or mix attendees for learning accommodate four individuals and Ideal for note taking them in with other seating maintaining a minimum of three feet types, make sure to place of space between seats at longer tables for optimal outcomes. the chairs in a U-shape around them with an BEST FOR: opening that faces a chosen 1. Group training 2. In-person focal point. certification 3. Product information workshop 07 HOLLOW SQUARE Similar to banquet and U- shaped seating arrangements, 08 U-SHAPED Support eating and working the hollow square style is as U-shaped or horseshoe Ideal for both All attendees are straightforward as its name seating entails a presentations and group visible to one suggests. This configuration configuration of tables collaboration another and can have a allows participants to forming a rectangular shape Everyone can comfortable to with an open end. To one another maintain visibility while also see each other at compensate for the reduced all times. ensuring a comfortable floor space, consider Audience can BEST FOR: personal space, making it utilizing wall surfaces for comfortably 1. Collaborative interact with meetings with fewer particularly suitable for decorative elements or speakers. than 30 guests 2. Working lunches dining or working on laptops. presentation aids. This 3. Workshops Employ this seating layout for seating arrangement is groups that may find ideal for participants who BEST FOR: have collaborated previously 1. Team meetings traditional banquet tables 2. Presentations or intend to collaborate overcrowded, providing shortly, fostering a additional space for attendees conducive environment for seated at both ends. relationship development.  EVENT DECOR Ceiling Arrangements Flower Photo Zone Floral Arrangement Evening Lighting Dinner Table Floral Arrangements Cake Decor Dinner Table Decor Candles Plates Champagne Glasses THANK YOU!