Unit 6 Protocol

Unit 6

Mark Attendance in Comments

Protocol:

Protocol is a diplomatic and political term that refers to appropriate behavior and rules of

conduct for a particular situation or event. Protocol can also be a more sophisticated word to use

to denote appropriate actions or rules in business

The word "Protocol" means the correct and appropriate way of doing things. Organizations

need to equip staff with skills in protocol, etiquette and events management through training.

This investment will build solid and productive relationships with business associates and will

result in better outcomes for the organization.

The face to face communication opportunities created by events provide business people with

the most powerful of opportunities to influence their colleagues, clients and investors. Smooth

well run events reflect well on any business building its reputation and standing.

In today's business and diplomatic world, Protocol has become a sophisticated and a strategic

asset. Protocol guides how we behave socially, conduct business and interact in specific situations.

This has positively impacted on how people live and work together, with less friction caused at

times by barriers in the socio cultural environment that we operate in. Traditionally protocol

tended to have a narrow definition and therefore was classified as of operational rather than

strategic significance. Protocol is more than escorting visitors and order of precedence. In

Government and corporate world, it enables people of diverse backgrounds and social

orientations to carry on business in a friendly atmosphere and manage today's complex and

cosmopolitan world with ease and finesse

Objectives of Protocol

Following are the prime objectives:

·          Increase and strengthen participants' protocol and etiquette skills in handling dignitaries.

·          Equip participants with skills to navigate today's culturally diverse business environment.

·          Develop participants' skills in orchestrating VIPs visits, meetings, ceremonies and special

·         events.

·          Identify the various tasks in management of events and the human and physical resources

·         required to stage successful events.

·          Equip participants with skills to organize events without the help of event coordinators thus saving the organization some money.

·         Review and determine the different marketing strategies appropriate for the event being managed.

·         Promote acceptable manners and respect for others

Features of protocol

Titles, Dress for Formal Occasions, Protocol for Speakers

Inviting Guests

  Invite them well in advance –At least 3 months from  event  

A verbal contact followed by written confirmation is appropriate.

Also follow up one to two days prior to ensure all arrangements are in order.

 Discuss with them the following :-

·         Purpose of the visit

·         Time allocated for the visit

·         Who will cover expenses of transport, meals, parking and accommodation

·         Provision of a meal for their spouse

·         Any special needs?

·         Food, equipment. Indicate appropriate dress. Does the guest require transportation/ accommodation

Protocol for addressing a person /Titles

·         “sir” is generally  considered as an acceptable alternative to the formal address in both written and spoken greetings.

·         The use of “Madam “ or “Ma’am” for a female addressee is acceptable.  

·         This rule does not apply  to religious or titled persons.

·         For greetings in which “Mr.” is used for men   The feminine equivalent may be “Madam” or, less formally, “Mrs.”, “Miss.”, or “Ms.”.

·         And there is no formal rule for the use of “Ms.”, the preference of the addressee should be respected. Dress for

Dress for formal occasions

·         The appropriate dress for formal occasions 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 SPEAKERS

·         Speakers need to be briefed in advance and provided with a list of the guests to be welcomed, in order of precedence.

·         The timing and the length of speeches need to  be discussed with the speakers before the event and must also be canvassed 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 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

RULES ON SEATING (FORMAL DINNER)

1.When there is but a single table, the host and hostess usually sit at opposite ends. When multiple tables are needed, the host and hostess may be at separate tables.

2. The highest ranking male generally sits to the right of the hostess.

 The wife of the highest ranking man, or the highest ranking women herself sits to the right of the host. 3. No two women set side by side and no two men sit side by side

 4.Married people are never seated side by side, but those engaged are seated side by side whenever possible.

5. The ranks for various persons is determined by the President of the Country

Table Manners:

·         Sit at the table facing the placement with arms close to your side.  

·         bite sized pieces and place onto fork

·         Do not place too much food on your fork

·         When eating food:- Chew the food with your mouth closed and never talk while eating.  

·         Don’t waive your cutlery around while you are eating

·         If eating soup or any food that is liquid avoid slurping the  food.  

Be mindful of other guests.

·         Avoid talking too loudly

·         Do not smoke at the table

·         Do not speak on the mobile phone while at the table

PROTOCOLS OF FLAG FLYING  

Display and usage of the flag is governed by the Flag Code of India, 2002

 1. The National flag should be hoisted at a height in a suitable manner

2. Whenever the flag is hoisted, it should occupy the position of honour and be distinctly placed

3. Where the practice is to fly the flag on any Government building

 4. When the flag is displayed horizontally or at an angle from the window or balcony, of a building, the saffron band must be upper most.

 5. When the flag is flown during a public meeting, the speaker should face the audience and the flag should be displayed behind and to the right of the speaker

6.When the flag is carried in a procession or a parade, it should be held in the right hand.

 7.If there is a line of other flags, the National flag should be in the middle.

 8.No other flag should be hoisted higher than the National flag.

 9.The flag should not be used to cover or decorate the speaker’s desk during any meeting.

 10.The National flag should never be displayed with the saffron band down.

 11.The flag should not be allowed to touch the ground or trail in water

 12. The flag should not be displayed or fastened in a manner which might damage it

Protocol for sporting ceremony

Opening game and closing ceremony( OLYMPICS)

The philosophy and ceremonial aspects which surround the Olympic Games distinguish them from all other international sports events. Through music, song, dance and fireworks, the opening and closing ceremonies invite people to discover the culture of the country in which the Games are taking place.

In addition to these celebrations, there are some very precise rituals at the ceremonies. It was at the 1920 Games in Antwerp that most of this protocol was put in place. It has been developed over subsequent editions of the Games.

Today, Rule 55 of the Olympic Charter specifies some of the protocol that has to be followed during the ceremonies and the words used by the head of state of the host country to open the Games. The other main points of the opening ceremony are:

• The entrance of the host country head of state
• The national anthem of the host country
• The parade by the participants
• The symbolic release of doves
• The opening of the Games by the host country head of state
• The Olympic anthem, played as the Olympic flag is brought into the stadium and hoisted
• The Olympic oath taken by an athlete
• The Olympic oath taken by an official
• The Olympic oath taken by a coach
• The final leg of the Olympic torch relay and the lighting of the cauldron
• The artistic programme

Olympic  oath by Sports Players

when an athlete swears the Olympic oath at the opening ceremony, he or she undertakes, in the name of all the other competitors, to abide by the rules and take part in the competitions in a spirit of sportsmanship.

The taking of the Olympic oath by an athlete has been part of the protocol of the opening ceremony since the 1920 Games in Antwerp. The text of the oath, written by Pierre de Coubertin, was modified at the 2000 Games in Sydney, and now includes a phrase affirming the athletes’ commitment not to use drugs

.