Managing Event Protocol:
Definition of Protocol and explain why it is important ?
- Traditional forms of behaviour on the context of ceremony (Van der Wagen, 2001)
- Almost every event has appropriate procedures in which certain restrictions regarding the observation of the ceremony are unavoidably necessary.
- If VIPs and dignitaries (Würdenträger) are present at an event then protocol is an important aspect of planning.
Enumerate the functions of protocols:
Functions where protocols are needed:
- Civic receptions (Official public ceremony)
- Formal parades
- Freedom city ceremonies (Appraise upon a valued member of the community)
- National day receptions
- Citizenship ceremonies
- Private functions
Where can you get information on protocol? Please enumerate!
- Libraries
- Internet
- Federal, state, local government protocol department
- Office of the United Nations
Please enumerate The order of precedence (EXAM Relevant).
For which type of officials or their personnel is a protocol nessary? Please enumerate among 6. What must an event manager know about?
- An event manager must know the hierarchy of importance within a given setting.
- The Master of Ceremony (MC) or any other speakers must be briefed on the list of guests to be welcomed, including their full titles in the list of precedence.
- An event planner can also use the order of precedence to make seating and other arrangement.
- In addition to government officails and members of parliament, involvement of any of the following personnel and officials at an event would require research into the necessary protocol requirements:
- Diplomats and foreign officials
- Religious officials
- Military personnel
- Academics
- Nobility
- Royalty
The right title to a VIP is very important. Please state 3 statement to it.
If a high ranking overseas visitors were attending? Where can you get the relevant information regarding the table of precendence or the titiles to be used?
What is title of the president in Zambia and the MP called?
How is the title for the queen of england?
- If high ranking overseas visitors were attending an event, an event organizer would contact the relevant embassy to obtain information on the table of precedence and the titles to be used.
- In Zambia, the presidents is referred to as “his excellency” and an MP is referred to as “honourable”.
- The Queen of England is referred to as, “her Majesty”.
Dress for formal occasions. Please state two important things.
Where should the appropriate dress code be posted? What does a appropriate formal dress may include?
- The appropriate dress for formal occasions should be included on the invitation.
- This might include:
Morning dress for a day function
Black tie (some times white) for a formal evening event. - Protocol also needs to be observed as to the correct insignia to be worn at ceremonial events.
Protocol for speakers please state 3 important things.
Explain about:
Speakers briefing.
Timing and Length
What has this to do with the Chief?
- 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 length of speeches need to be discussed with the speakers before the event.
- The chef must also be briefed so that speakers are not disturbed by food service or clearing of plates.
Please state important things for the seating plans for formal occasions.
- Correct seating arrangements for occasions such as award ceremonies and formal dinners must be observed by the event manager.
- The guest of honour always sits at the right of the host (unless otherwise stated.).
Please give 3 statement what event manager have to consider when it comes to dining and catering. Also explain the following terms:
- Limited a la carte
- **Plated food **
- French Serivce
- Russian service
- **Yum cha **
- Long Buffet
- **Station buffet **
- As an event manager, planning the style of food service also has protocol implications.
- For example, Chinese delegates do not like to choose food from a buffet, instead preferring a a banquet style meal.
- It is vital that the event manager remembers to source all dietary requirements for their guests, which can include Halal, van and gluten free.
- Plated food served to each guest:
This style of service ensures that food preparation is streamlined as each guest is served their meal on a plate - Limited a la carte menu
A limited a la carte menu with a few selections, such as you would have in a restaurant, is increasingly common especially at weddings. - French service
This is a highly formal style of service that includes attentive waiters who pour sour sauces and dispense various foods from platterns on the table.
This may include filleting, carving or preparing flambe dishes along side the table. - Russian service
This involves having a tray of delicacies where guests can choose from. In India, many different menu items and accompaniments may be served on a tray for each guest. - Yum cha
This a popular Chinese style if roving waiters servicing exotic dishes ( which are selected in passing ) is a way to encourage a shared meal with more conversation - Long buffet
Traditional long buffet has several sections for different courses. - Station buffet (grazing station)
Smaller buffet tables which are more accessible and people are able to help themselves without standing in line.
State 2 important issues about the “business protocol”.
- Many books and websites give advice on business protocol, particularly when meeting an international visitor.
- For example in Asia, in the business card carries more weight than it does in the Western countries and its design and presentation creates an important first impression along with a formal business style of dress code.
Please enumerate the rules of business protocol in China
- Keep your business cards in good condition by using a business card holder. Never use dirty or damaged or marked cards.
- The visiting party is usually the first to hand business cards with two hands with your name facing towards the person you are greeting.
- If possible have your card translated into the local language and present that side of the card.
- Take time to read the others person’s card carefully, giving due attention
- Never produce a card from or return one to a back pocket.
- Never write on another’s business card.
- Briefly study the card and, when seated place the cards so you can see them clearly and address the person by name. (shows interest and respect)
A “welcome to country ceremony” is always very important please explain why.
It is important to commence an event with a „Welcome to country“ceremony. This recognizes the indigenous citizenry and custodianship of the country. The “welcome to the country” speech is delivered by an indigenous elder who welcomes event delegates.
Religious and cultural protocol please give 2 statement to it.
- Formalities attach to most religious and cultural ceremonies, although these may or may not be observed by the client.
- The event organizer may therefore be required to assist with the protocol for such an event or to provide advice if the client wants a more relaxed arrangement.
What is important to know about National Symbols ?
- What are the nationals symbols of Zambia?
- It is important that at an event national symbols are used properly.
- Ensure that the national colours are correct and the shades required are met.
