PROTOCOLPROTOCOL

Lions Learning WeekendLions Learning Weekend

PDG Jim HiltPDG Jim Hilt

March 26March 26thth, 2011, 2011

DEFINITIONS Etiquette Order Common courtesy Recognition Order of

precedence Flags (pg 26)

At Meetings Table seating Guest Speakers (Pg 27-28)

Anthem(s) & Grace Toasts (Pg 29)

Doing the right thing – at the right time!

Order of PrecedenceFolks you are likely to meet

Council Chairs

District Governors

Immediate Past District Governors

Past Council Chairs

1st Vice District Governor

2nd Vice District Governor

Past District Governor

Order of Precedence (cont’d)

Region ChairZone ChairCabinet ChairsClub PresidentImmediate Past PresidentClub SecretaryClub TreasurerOther Past Presidents

Order of Precedence (cont’d)

General Comments:

If more than one title, use highest titleRecognize MJF’s as a groupFollow local customs for non-Lions

(MP, MPP, Mayor, Councilor, etc.)

5 3 1PODIU

M

2 4 6

AUDIENCE

1. Chair/Presiding Officer – Club President2. Guest of Honour/Speaker– DG or other3. Club Secretary4. Introducer5. Club Treasurer 6. Spouse of speaker, 1st. VP, etc. (optional –

NEVER leave an empty seat)

Introducing dignitaries -

1.Chair or presiding officer

2.District Governor(s) –precedence over all others

3.Immediate Past District Governor

4.Vice District Governors - 1st., 2nd.

5.Past District Governors – start with most recent

6.Region Chair(s) - alpha order

7.Zone Chair(s) – alpha order

Once established – that’s it!

HEAD TABLEINTRODUCTIONS

Begin with the meeting Chair or Presiding Officer

Proceed from lowest rank to highest

Introduce spouses with the member

(Many Head Table introductions are simply done from far left to centre, then far right to centre. This is quite acceptable)

HEAD TABLE

Canadian Flag - always on the left . . .Unless there are three flags . . .

HEAD TABLE

Three flags – Canadian in the middleUSA – on left LCI – on right

GUESTS

Prepare in advance Inform speaker of

time, date, place Discuss length of

time they have – be firm

Equipment needs (podium, a/v, etc.)

Allow them to speak right after dinner

Greet at door, assign a Lion, explain what’s going on

Seat according to protocol

Request a biography Any special needs? Properly thank (gift?) Have only one guest

speaker *

GUESTS (cont’d)

IF IT IS A NON-LION Explain what is

happening (vest, pin trading, tail twisting, banner, etc.)

No fining or “selling” Offer opportunity to

leave, especially if they traveled a great distance

VISITING OFFICER

•No fining or “selling”

•Offer opportunity to leave, especially if they traveled a great distance

GUESTS (Cont’d)

Recognize guests before meal startsDo not charge for meal (If necessary,

add $1 to every other meal to offset)If you must have more than one speaker

when a District Officer is making an Official Visit, the visiting Officer must be advised – this should be the exception!!

Visiting Officer is given the opportunity to speak first.

ANTHEMS AND GRACE

Ask members before meeting starts – better than “surprising” them

If you have an international guest, it would be a great courtesy to sing or play their anthem first

Anthems and grace should be done with dignity, and with pride

Grace may also be sung! No “Amen”

TOASTS

Pre-select who will do each toast

Keep it short!!! (non-alcoholic beverage)

Toast to visiting guest’s country first.

Toast to Queen Toast to Canada (Done separately)

Toast to Lions Clubs International

Reply (By highest ranking Lion present)

Toast to Partners in Service (not “the ladies”

Reply by a non-Lion partner

MEETINGS Encourage members to arrive early and

socialize – (this is certainly better than having them “socialize” during the meeting)

Encourage members to pick a different seat each meeting – get Tail Twister “on side” for this. (Good way to break cliques)

Start on time – (courtesy to members who are punctual)

MEETINGS (Cont’d)

Ask members to stand when speaking – (courtesy to the hard of hearing – also confirms who has the floor)

Insist on only one meeting at a time – remember, Protocol is “order” & courtesy.

HELPFUL HINTS

Use an Agenda – there will be greater order and etiquette if members know “order of business”

Have a copy of Robert’s Rules of Order – again, if Protocol is “in order”, what better guide?

GENERAL COMMENTS

Only principal speaker acknowledges dignitaries

If more than one Head Table, highest level is considered primary. In such cases, avoid seating Lions of same rank at different tables.

CONCLUSION

Protocol is just “common sense”

You will rarely, if ever, be called upon to host a Lion above the rank of District Governor

Your District Directory has much of this same information

Don’t be afraid to ask! That’s what we are here for

If physical restrictions of your hall interfere, don’t be afraid to adapt.

QUESTIONS/COMMENTS?

Please remember to complete the Course Evaluation

PROTOCOL

Thank you so much for attending . . .

Enjoy the balance of your weekend!