Protocol is a
measure of manners, but is more than just manners. Protocol is the observance
of accepted practices, which gives certain recognition to officers, and shows
proper respect to guests and program participants. It promotes orderly
procedure and good relations among members at all levels and lends certain
objectivity: Protocol honours the office a person holds, not the person.
How do you address a dignitary?
During the meeting
you should call the dignitary Madame District Governor or Mister Division Governor.
That’s easy enough to remember. If, however, you are the speaker, you will
address the presiding officer first and then the dignitary. For example:
“Mister Toastmaster, Madame District Governor and members of cabinet…” and then
start your speech. The same rule applies if you use a Master of Ceremonies. For
example: “Master of Ceremonies, Madame District Governor…” or “Madame Master
Ceremonies, Mister Division Governor…” Don’t ever use Mistress of
Ceremonies.
What about the seating arrangements?
Just as protocol
lends respect to individuals, so it teaches proper etiquette for recognising
and honouring those in positions of leadership. Protocol provides a means of honouring
the office, especially at meetings and banquets. A customary method for
honouring dignitaries is to seat them at a main table, facing the audience.
At all meetings,
the number of persons to be seated at the main table is determined by two
factors: the size of the group and the number of persons to be honoured. A second main table may be used if there are
many people to be honoured and the size of the group is very large. This table
would be placed in front and at a lower level than the main table.
Honour tables may
be used instead of an overly long table. These would be placed immediately
adjacent to the head table or just in front of it, for people you wish to
honour. “Reserved” signs should be placed on such tables; arranging with the
hotel for contrasting colours of table linens, to set such tables off from the
others, is a nice touch.
Main table guest
may be seated in either of two ways:
Alternate: The guest with the highest rank is seated
at the right of the presiding officer, the next highest to the left, with the
rest alternating right and left. Those who have no rank, such as members who
say grace, are seated at the ends.
Straight line: The guest with the highest rank sits on
the right of the presiding officer (this is normally the President or
Toastmaster of the Evening). Those of lesser rank, such as members who say
grace, are seated at the ends.
If there is a
lectern, the presiding officer sits to the right of centre if the number of
head table guests is even. If there are an odd number of guests, the presiding
officer sits in the centre.
The presiding
officer makes all introductions. Introduce guests in descending order of rank,
beginning with those of highest rank, regardless of where they may be seated.
Do not introduce down the table on each side unless this seating follows
ranking order.
If you’re unsure
about ranking guests, here’s the accepted order of precedence (highest first):
religious dignitaries, government officers (state, city); guest speaker (if a
non-member); International Officers (President, Vice-Presidents, Directors);
international staff; Past International Officers, District Officers (District
Governor, Lt Governor: Education, Lt Governor: Marketing, Secretary, Treasurer,
Division Governor, Area Governor).
If more than one
Past District Governor is present, the one who has served the most recently has
the highest rank. Members who hold two positions are honoured for the position
holding the higher rank.
In most countries,
it is customary for a woman to take precedence over a man if their rank is the
same. Never introduce “the main table”, introduce “those seated at the main
table.”
A person who is
unknown to the group is introduced; one who is known is presented.
Once you have
planned for guests at the main table, you should keep in mind certain points of
protocol for running the meeting or gathering successfully.
Designate a host
for special guests. Special guests and their spouses should not be expected to
pay for the meals. When visiting dignitaries are overlooked during meeting
arrangements, acknowledge and introduce them as soon as their presence is
noted.
When grace is
spoken at a meal, it should be given before any food is touched and should be
brief and spoken with proper thought and reverence.
The guest of
honour is usually the first person to leave the head table and may stay to
mingle with the guests.
When the gathering
concludes, you’ll want to thank everyone who made the event a success. Thank
you speeches should be brief (30 to 90 seconds), considerate and relative. The
thank you speech should not review what the speaker said.
A reference to the
contribution the speaker has made to the subject is all that is needed, with
mention of a wish for his or her continued success and the hope of having the
speaker back another time.
If a small token
of appreciation is given (a book or ornament), the thanker may ask the chairman
or president to make the presentation.
When you’re the
Toastmaster of the meeting, you should make your introductory speeches brief
and exacting. They should cover only the essential purposes for the occasion.
Introductions can
be as brief as a half minute and should be no longer than two and a half
minutes. The occasion in a sense dictates the length of the introduction and
what the introducer should shay.
Select only one or
two references to the person’s qualities or experience. Indicate the honour of
having the person perform and don’t mention the speaker’s name until the end of
your introduction.
For example, the
introduction for the Toastmaster of a meeting should only be about 30 seconds
and might go: “Our Toastmaster this evening recently obtained the DTM and has
ably demonstrated his value to our club, area and district. Our Toastmaster for
the evening, John Smith.
On the other hand,
the introduction for the guest speaker at a dinner should last about one to two
and a half minutes: “Our speaker for today has spent a lifetime in her chosen
career, adult education. Our speaker has clearly demonstrated a genuine
interest in communication as is evident in the number of monographs, which have
been published under her authorship. It is indeed our pleasure to have such an
outstanding authority on communication address us. Our speaker has chosen
“Effective Means of Nonverbal Communication for her topic. Please give a warm
welcome to Jane Smith, President of Use your Voice.
The introducer should
know the proper pronunciation of the speaker’s name and the speaker’s current
position or title. The introduction should convey the occasion’s importance and
hence the speaker’s importance.
Whenever you raise
your class and drink a toast, you are participating in a custom that dates back
to the times when citizens of ancient Rome and Greece drank to honour their
gods. The concept of the toast, in fact, originated with the Romans, who were
accustomed to browning their bread in the fire. When the bread became too hard
to chew, it was placed at the bottom of wine kegs and tankards to collect the
sediments. The toast concept eventually expanded to include the drink in which
the bread had been soaked - and even the person in whose honour the drink was
about to be consumed. Hence the term, the toast of the town.
Toasting customs
vary from country to country. The English gave them on bended knee. Brawny
Scotsmen, on the other hand, stood on chairs and put one foot on the table. The
French brought civility to the custom with a bow. It is Western custom to raise
one's glass and then touch the glasses of all others assembled.
Today toasts are
offered for a variety of occasions: engagement parties, weddings, birthday
celebrations, going-away parties, anniversaries, retirement banquets and dinner
parties, to name but a few. And in keeping with changing mores and customs,
toasts do not necessarily involve wine or other alcoholic drinks, water, tea,
coffee, juice and other beverages also are acceptable for toasting.
Toasts generally
make references to the occasion and/or to the person being honoured and offer
some thought or perspective on the occasion. A typical toast will bestow best
wishes as well as hopes for health, happiness and good fortune and other
positive thoughts. Some offer advice. All can be as serious, witty, sentimental
or poetic as the giver wishes.
You are probably
most familiar with the simple toasts - "Cheers" or "Here's to
you", but a well-done toast requires more thought.
§
Prepare an
opening, body and conclusion. A toast is a speech.
§
Make sure it
fits the occasion in both mood and language. For formal gatherings, the toast
should be dignified, although some humour is appropriate. For informal occasions, where guests are
likely to be acquainted with one another, toasts can be lighter in tone and
phrased to fit the relaxed atmosphere.
§
Avoid
clichés. Tired expressions such as "Down the hatch" or "Here's
mud in your eyes" are the last refuge of the uncertain toastmaster.
§
Be sincere.
The best toasts are heartfelt.
§
Don’t
embarrass anyone. Be sensitive to your audience and to the occasion.
§
Use vocal
variety; the same techniques used for speech are applicable to your toast.
Timing is
important when giving a toast. Generally, the best time is after the chosen
beverage has been poured for all guests and the room is relatively quiet. For large
public occasions such as banquets, stand and look about the room until you have
everyone's attention. If a few people continue to talk, gently tap a glass with
a spoon to suggest the sound of a toast. Then, when you have everyone's
attention, say "I wish to propose a toast to (the person or
occasion)". (This differs from introducing a speaker where you would
refrain from using the speakers name until after your introductory speech. With
a toast the person / organisations name is mentioned in the beginning.)
At this time everyone should lift his or her glasses. When all have done so,
give the toast, making eye contact with guests around the room. If toasting one
or more people, finish your toast as you look at each of them.
For formal
occasions, ask the guests to rise with you in drinking the toast. If the toast
is being directed to a particular person or to several people, the individuals
remain seated and do not drink with the others; after the toast is drunk, they
rise and briefly thank the others. For informal occasions, all remain seated as
the toast giver lifts her glass, pronounces the toast and then leads the
assembled company in gently clinking glasses together before downing their
beverages. Again, if the toast is made to a particular person or to several
people, those people do not drink with the others; they simply thank them
afterwards and then drink.
For a
Toastmasters occasions:
At a Toastmasters
meeting we normally have 2-3 toasts, i.e.
§
The loyal
toast – The president of South Africa is a political figure and therefore the
loyal toast is to the country. No applause after the loyal toast.
§
Toast to TMI
– is a motivate toast (a speech) with applause after the toast.
§
Toast of own
choice – is a motivated toast (a speech) to an organisation or person with
applause after the toast.
When you are the dignitary or a
guest
If you are asked
to sit at a main table, here are some rules of head table etiquette to follow:
§
If an error
has been made in the seating arrangements, do not draw attention to it,
particularly if it concerns you. Arrive early enough to be lined up or find
your place before the program begins. Give your undivided attention to the
speakers. Remember, you are in full view of the audience.
§
Smoking is
not permitted until after the loyal toast. It is a courtesy to refrain from
smoking at the main table while a speaker is talking. If smoking, take care not
to place dinner companions in discomfort.
§
Personal
articles should not be placed on the table. Be prepared to stand up graciously
when being introduced. Push back your chair a little before the introduction is
made.
§
Guests and
members do not begin to drink or eat before the presiding officer has taken the
first sip or bite. A guest who arrives late should remain at the back of
the room until there is a break in the program.
§
Refrain from
leaving the head table until the honoured guest has departed or the proceedings
are over. The presiding officer should not leave the head table until the program
has concluded.
The correct
observance of protocol and accepted social behaviour will add to the success
and enjoyment of any occasion and to the comfort of your guests. If at any time
you are not sure of correct procedure, a gracious attitude is always
acceptable.
Advanced
Communication and Leadership Programme: Special Occasions Speeches
Last updated: 21 September
1999
e-mail: divisiona@yahoo.com