Protocol PEARLfection

Transcription

1 Protocol PEARLfection Advanced Protocol Practices Part III Developed Exclusively for Alpha Kappa Alpha Sorority, Incorporated by the International Protocol Committee Copyright 2014 Soror Code of Ethics.! Exercising good manners! Demonstrating high regard for each other! Being polite, kind, honest, fair and conciliatory! Eliminate the temptation to loose your cool! Plan ahead so that you arrive early! R.E.S.P.E.C.T.!!! " Very Special Guests, Diamond & Golden Sorors, Elderly, Physically Challenged " Move these guests to front of long lines " Allow these guests to enter elevators first! DO NOT SAVE SEATS! Observe Reserved Seating Signs 1

2 Key Elements of a Letter Letter of Invitation! Date, time and location of event! Attire! Request for recipient of letter (e.g. speaker, award recipient, VSG, etc.)! Information about event (title, public/private, attendance)! Information about AKA (for non-sorors) or chapter (for Sorors)! Contact name, address & phone number of chapter member! Deadline for RSVP Acceptance Letter! Date, time and location of event! Time of arrival! Attire! Report to holding room, reserved seating or other! Additional information (e.g. photographs will be taken)! Additional information requested (e.g. biography, picture, etc.)! Elected Officials on the program! Hotel accommodations, if necessary! Cost for additional guests to attend and #of free tickets chapter will provide! Contact name, address & phone number of chapter member Dear Ms. Jones, Sample Letter of Invitation Alpha Kappa Alpha Sorority, Incorporated, Rho Mu Omega Chapter invites you to be the keynote speaker at its annual Founders Day luncheon celebration Saturday, February 2, 2013, at 12:00 noon. The luncheon will be held at the J.W. Marriott, th Street, NW, Washington, DC. The theme of this luncheon is Continuing Our Legacy Through Timeless Service. Alpha Kappa Alpha Sorority, Incorporated has a rich history of 105 years of service to the community, both locally and globally and seeks to empower citizens and promote peace in the world. This public event will be attended by civic leaders and over 2000 local citizens of the community as well as students from several universities. If you are available to serve as speaker, please contact via Donna E. Davis, Chapter President at donnadavis@ .com by September 21, If you should have any questions, please contact me at Thank you for your consideration and we look forward to hearing from you. 2

3 Dear Ms. Jones, Sample Acceptance Letter Thank you so much for agreeing to be our keynote speaker at our annual Founders Day luncheon celebration at Saturday, February 2, 2013, 12:00 noon, at the J.W. Marriott Center in Washington, DC. Please report to the holding room located on Bahamas Conference Room at 11:00 AM for photographs and seating on the dais. The attire for luncheon is business attire. If you would like to bring a guest, tickets are $75. The luncheon should last no longer than two hours and you are asked to speak for no longer than 15 minutes. We will provide complimentary valet parking. Please send us a photograph and a short biography, your cell phone number and address by January 15, 2013 to donnadavis@ .com. If you have any other questions, please call me at Thank you for accepting our invitation and I look forward to seeing you on Saturday, February 2, 2012 at 11:00AM. Honorary Members Chapters MUST obtain written approval from the Corporate Office and the International Honorary Members & Awards Committee prior to inviting Honorary members to sorority events. 3

4 Dais vs. Reserved Seating Is a Dais necessary for the Event?! All VSG s are not required to sit on the Dais! Consider Number of Guests and/or VSGs! Consider type of Event; Room set-up Who should sit on the Dais?! Speaker, Chairman of the event, Honored Guest, other program participants! Supreme Basileus/ Regional Director/ Chapter Basileus! Elected Officials on the program Who should have Reserved seating?! VSGs not participating on the program! Diamond/Golden Sorors! Elected Officials (not on program)! Physically challenged individuals Two Tier Dais Chapter Event 2 nd Level of Rank Main Tier/1 st Level of Rank 4

5 Three Tier Dais Chapter Event Event Regional Conference Plenary Session 5

6 Far Western Regional Conference Plenary Session Holding Room Lineup Which Row Enters First??? 6

7 Holding Room Activities! Create Chair cards with individuals names on chairs in order! Distribute corsages and boutonnieres! Give instructions to the dais participants (standing, seating, pictures, etc.)! Light refreshments; at minimum, water! Review correct pronunciation for everyone s name! Take purses, folders and other items to dais (create name tags for bags) Presiding.. Programme AlphaXiOmegaChapter sfounders DayLuncheon2013 Mrs.RitaCloman,President,AlphaXiOmegaChapter MusicalPrelude. Mrs.MaryJoEvans,MusicChairman,AlphaXiOmegaChapter IntroducJonofFormerChapterPresidents.. Mrs.JacquelineAnderson:Vaughn,ProtocolChairman AlphaXiOmegaChapter PresentaJonofMembersoftheDais Mrs.JacquelineAnderson:Vaughn PresentaJonofInternaJonalandSouthCentralRegionCommiOeeMembers MeditaJon.. Dr.C.W.Wallace,SeniorPastor,PilgrimRestBapJstChurch WelcomeandOccasion... Ms.KimMcCree,1 st VicePresident,AlphaXiOmegaChapter GreeJngs.. Mrs.ChelleWilson,SouthCentralRegionalDirector, AlphaKappaAlphaSorority,Inc. UndergraduateChapterPresidents KyraMcCarty:President,KappaMuChapter AshleyChriss:President,EpsilonSigmaChapter TheHonorableEddieBerniceJohnson, U.S.HouseofRepresentaJves,District30 TheHonorableRoyceWest,TexasStateSenator TheHonorableMikeRawlings,Mayor,TheCityofDallas Grace... So[Music.. Ms.DeloresShaw,2 nd VicePresident,AlphaXiOmegaChapter Lunch Mrs.MaryJoEvans IntroducJonofKeynoteSpeaker... Mrs.RitaCloman KeynoteSpeaker.. AKorneyCarolynHouseStewart,InternaJonalPresident, AlphaKappaAlphaSorority,Incorporated PresentaJonandPinningofHonorees... Mrs.VernaFarmer,Founders DayChairman,AlphaXiOmegaChapter Ms.Rene Johnson,Founders DayCo]Chairman,AlphaXiOmegaChapter 7

8 ! We receive numerous requests for information and guidance on how to properly introduce program participants.! We have prepared a group of sample introductions based on a Founders Day program format.! These introductions may be used a guide (this is not a mandate) to assist you in drafting introductions.! You should always customize your introductions to fit your audience and program.! Protocol having been established is out of line and should NEVER be used by anyone in any AKA program format. 5 Minutes before the Program Starts: Ladies and Gentlemen, our programs will begin in 5 minutes, please take your seats, and silence your cell phones and electronic devices. Thank you. Announcement Before Processional: Good Afternoon, please greet our program participants. 8

9 Presiding Good Afternoon, I am Mrs. Rita Cloman, President of the Alpha Xi Omega Chapter of Alpha Kappa Alpha Sorority, Incorporated. We are excited that you have joined us for our annual 2013 Founders Day luncheon. Today, we celebrate 105 years of sisterhood since our Founders met on the campus of Howard University, 85 years since Alpha Xi Omega chartering in Dallas, Texas and the initiation anniversary years of our 25 and 50 year chapter members. Our program will proceed as printed in your souvenir booklet. Introduction of Former Chapter Presidents Good Afternoon, I am Jackie Anderson Vaughn, Chairman of the South Central Regional Protocol Committee and Chairman of Alpha Xi Omega Chapter Protocol Committee. The Alpha Xi Omega Chapter is proud to recognize its former Presidents and thank them for their service 9

10 Introduction of Dais/Program Participants! I am honored to introduce our program participants, elected officials, current and former members of Alpha Kappa Alpha Directorate, and Golden and Silver celebrants. Beginning on my right, they are:! Do not say, I am honored to introduce THE DAIS. Our guests are program participants, elected officials, dignitaries, members of the Directorate, honored guests, Very Special Guests, etc. Meditation Dr. C. W. Wallace, Senior Pastor of Pilgrim Rest Baptist Church will give our meditation 10

11 Welcome! To Mrs. Rita Cloman, President of Alpha Xi Omega, Mrs. Carolyn House Stewart, International President, Alpha Kappa Alpha Sorority, Inc., program participants and guest, we are honored that you are joining us to celebrate the Founding of our sisterhood.! Note: IF THE PROGRAM IS CLOSED (ATTENDED BY SORORS ONLY) THE ALPHA KAPPA GREETING MAY BE GIVEN: " To Soror Rita Cloman, Basileus of Alpha Xi Omega Chapter, Soror Carolyn House Stewart, Supreme Basileus of Alpha Kappa Alpha Sorority, Incorporated, current and former members of the Directorate, and all who serve Alpha Kappa Alpha, Good Afternoon.! NO ONE ELSE SHOULD ACKNOWLEGE ANY OTHERS SEATED ON THE DAIS. JUST STAND AND BEGIN SPEAKING Greetings in Order of Rank South Central Regional Director US Congresswoman Mayor City Councilman Former Regional Directors After the Greetings are given, it is acceptable for the President to present acknowledgement of other dignitaries in the audience rather than wait until the end of the program. 11

12 Grace! No greeting should be given before grace, begin your prayer! Ladies and gentlemen, please bow your heads Introducing a Late Guest! Before lunch you notice the Mayor has arrived after Greetings have been given! Presiding Officer or President: Would the wait staff please delay serving our lunch. Mayor Rawlings we are delighted that you are able to join us today. Please welcome our guests to the City of Dallas. Ladies and Gentlemen, The Honorable Mike Rawlings Introduction of Speaker Ladies and Gentlemen I have been given the honor of introducing our speaker Mrs. Carolyn House Stewart. Mrs. Stewart.. 12

13 After the Speaker is done! Give them their gift! Mrs. Stewart please accept this gift of appreciation for your supreme leadership and for making this event one that we will cherish! Mrs. Stewart, we are honored that you were able to join us today. Please accept this gift for inspiring us to continue to provide Timeless Service to mankind! Mrs. Stewart please accept this gift in celebration of! Gift are not small tokens, they are gifts Acknowledgements! We would like to acknowledge our special guests seated in the audience; all elected officials please stand, University Presidents, etc.! We extend a pink and green special thank you to the Founders Day Committee and to the Chairmen of this luncheon Mrs. Verna Gipson Farmer and Mrs. Rene Johnson for their untiring dedication. Give them a round of applause. If you have others to acknowledge, call them at the same time and have hostesses ready to disseminate gifts. 13

14 Greek Medley We will acknowledge the 8 PanHellenic Greek organizations. When your National Hymn is played, please stand. Acknowledgements! The members of Alpha Xi Omega Chapter thank you for supporting our luncheon. Be safe and have a wonderful afternoon! Dr. Wallace will give our closing prayer Introductions Former Supreme Basilei & Regional Directors! Introduce using number " 21 st Supreme Basileus, Soror Faye B. Bryant " 21 st International President, Ms. Faye B. Bryant (Public Events)! Introduce earliest to most recent " For example: 25 th Regional Director, 26 th Regional Director, 27 th Regional Director Chapter Events! Basileus is highest ranking officer, therefore introduced last! Supreme Basileus is the next highest ranking! Regional Director is next highest ranking! Introduced in ascending Order of Rank 14

15 Introducing Guests Biographies! Highlight key accomplishments/areas of interest " Read the bio in advance to be familiar with the person! DO NOT READ THE ENTIRE BIOGRAPHY FROM THE PROGRAM OR PAPER! Include the biography in the program guide/booklet " Participants can read the details later! Consider creating a short video to highlight accomplishments Prior to Meeting VSG! Find photo, research background and accomplishments! Locate holding and event rooms! Transportation: Communicate with Driver Get phone number! Review Daily Itinerary Escort Daily Responsibilities! Dress in Business Attire or attire appropriate for event! Review Itinerary with VSG! Keep phone with you and charged at all times! Maintain communication with driver! Maintain communication with Escort Chairman The AKA razzi! Control picture taking! Navigating through crowds 15