What is PROTOCOL

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What is PROTOCOL?
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What is PROTOCOL?
Protocol is a word of diplomatic usage, from
the Medieval Latin protocollum, meaning the
first (document) glued into a book of records,
as such presumably setting the form for others to
follow in the same register.
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Uses of Protocol

• Diplomatic intercourse and ceremonial such as
  matters of procedures
• Precedence of diplomatic representatives in
  official meetings and ceremonies
• Even the places of their seating and that of
  their wives at dinners and entertainments,
  public and private

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Order of Precedence
The rank or order of procedure of official must
at all times be properly recognized, be it in
entry, sitting or introduction at banquets,
functions or other gatherings
General Rules

• Current positions takes precedence over past
  positions
• Past positions takes precedence over future
  positions
• Individuals holding more than one position shall
  be ranked by the highest positions held
• Accompanying spouses have the same ranks as the
  Rotarian spouse and
• At a formal function, officers should be
  addressed according to protocol only once.

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Order of Precedence District
Level
01 District Governor 08 Protocol Officer 02
District Governor-Elect 09 Public Relations 03
PDGs in order of seniority 10 Senior Deputy
District Governor 04 District Governor Nominee
11 District Committee Chair 05 District
Secretary 12 Assistant District Governors 06
District Treasurer 13 District Officer 07
District Auditor 14 Incumbent Presidents
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Order of Precedence Club Level
01 President 08 Director Community
Service 02 President-Elect 09 Director
International Service 03 Vice-President
10 Director for Youth 04 Secretary 11
Secretarys 05 Treasurer 12
Treasurer 06 Directors Club Service 13
Sergeant-at-Arms 07 Director Vocational Service
If Directors If Appointed
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Order of Precedence District
Official Functions
The DG presides in all District functions. The
order of precedence among the District officers
below the DG is as follows
District Trainings District Conference 01
District Governor 01 District
Governor Lady 02 Other RI Officers present
02 RI Pres Rep Lady 03 PDGs Other RI
Officers 03 Conference Chair 04
District Governor-Elect 04 Host Club
President 05 District Secretary 05
Church Government Officials 06 District
Treasurer 06 Regional Other RI
Officials 07 Senior District Deputy Governor 07
Invited PDG from other District 08 Assistant
District Governors 08 District
Governor-Elect 09 Incumbent Presidents
09 District Governor Nominee 10
District Secretary
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Order of Precedence
President-Elect Training Seminar (PETS)
This is an informational program planned,
organized and implemented by the District
Governor-Elect in cooperation and coordination
with the District Governor. Except for calling
the meeting to order and/or welcoming address by
the DG, the DGE conducts the entire seminar.
In the opening ceremonies, the host club
president and the seminar chairman have
precedence following the DG and the DGE. The
presentation speakers are also seated at the head
table. In multi-district seminars, the DGE of
each district must conduct separate planning
sessions.
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Order of Precedence District
Assembly (DISTASS)
This is held to provide motivation, inspiration
of Rotary knowledge, and instruction in
administrative duties of the club president,
secretary and other incoming club leaders. In
the opening ceremonies, the host club president
and the assembly chairman have precedence
following the DG and the DGE. In multi-district
assemblies, the order of precedence among the
district officials is based on the seniority of
the districts.
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Order of Precedence Club
Official Functions
1. Clubs Induction of Officers
Presidential Table before July 1st
01 Club President 08 Spouse of District
Governor 02 District Governor 09 Spouse of
President-Elect 03 Guest Speaker 10 Spouse
of District Governor-Elect 04 President-Elect
11 Bishop,City/Provincial Mayor 05 District
Governor-Elect 12 PDGs (in order of
Seniority) 06 Inducting Officer 13
District Governor-Nominee 07 Spouse of the Club
President
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Order of Precedence Club
Official Functions
Presidential Table after July 1st
01 Club President (Outgoing) 08 Spouse of
District Governor 02 District Governor (News) 09
Spouse of President-Elect 03 Guest Speaker
10 Spouse of IPDG 04 President-Elect 11
Bishop,City/Provincial Mayor 05 IPDG 12
District Governor-Elect 06 Inducting Officer
13 Mederator 07 Spouse of the Club President
(Outgoing)
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Order of Precedence Club
Official Functions
2. Club Weekly Meeting
Figure 1 When chairs at the head table are odd
number. (Numbering according to order
of precedence)
8-6-4-2-1-3-5-3-7-9
(Audience)
President (No. 1) sits at the center. Guest of
honor and speaker (No.2) sits at the right of the
President.
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Order of Precedence Club
Official Functions
Figure 2 When Chairs at the head table are
divisible by two. (Numbering according to
order of precedence)
10-8-6-4-2-1-3-5-7-9
(Audience)
President (No. 1) sits at the center. Guest of
honor and speaker (No.2) sits at the right of the
President.
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Order of Precedence Club
Official Functions
3. Weekly Guest Speaker

• No other speech should be delivered after he has
  spoken.
• Express gratitude to the guest speaker in front
  of the club membership.
• When he is presented with a plaque or token of
  appreciation, the audience rises and applaud as
  the speaker receive the gift.
• After the meeting, the club sends a card or
  letter of thanks to the guest speaker.

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Order of Precedence Club
Official Functions
4. Introduction of Visiting Rotarians Guest
If Rotarians

• Start by mentioning his club
• His position in his club
• His classification

If non-Rotarians
1. Start by mentioning his profession 2. His
calling or business 3. His name
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Order of Precedence Club
Official Functions
5. Greeting Guest
The Sgt.-at-Arms, the Club President, or someone
the latter designates, should stand ready to
greet the guest at the door, be they known or
unknown to him. This means that the greeter
must come ahead of the specified time for the
meetings so that he can meet the punctual
visitors. Greeting a guest makes him feel very
much welcome and at ease in a friendly
atmosphere. The greeter is expected to
introduce the guest to some of the members. He
should see to it that the guest is already
comfortably in liaison with some people before he
leaves him and return to the door and continue
his chore.
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OTHER PRACTICES
1. DIGNITARIES
864213579 (Audience)
When chairs at the heads table are in odd number.
(Numbering according to order of precedence)
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OTHER PRACTICES
2. PLACECARDS
Cards place on the table indicate the seating
arrangements. The card measures about two inches
long and one-a-half inches high. The name of
the dignitary may be printed only on side of the
card, that side should faced the named person.
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OTHER PRACTICES
3. INVOCATION
An invocation is an act or process or
petitioning for help and support. There is not
justification for an invocation to drone
interminably as to bore the audience. It should
be direct to the point, clear and short.
Invocation is not applauded. Although Filipinos
are predominantly Catholic, an invocation at the
club meeting should be ecumenical in nature in
difference to other members and guests who
profess other religious beliefs and faith.
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OTHER PRACTICES
4. NATIONAL ANTHEM
The national anthem should always be played
and/or sung with dignity and pride. It should be
sung Reverently but now slow, and can go fast if
played. In either case, there should never be
applause after its rendition. Courtesy and
tradition dictate that if the national anthem of
a foreign visitor will have to be played, this
should be done before playing the Philippine
national anthem. When the anthem is played
indoors, all present inside should stand at
attention (stand erect with both arms dropped to
ones sides), or salute by placing the right hand
over the heart, and face the flag, or toward the
music if no flag is displayed
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OTHER PRACTICES
5. THE FLAG
Figure 1
Flag Posted Flatform Level
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OTHER PRACTICES
5. THE FLAG
Figure 2
All One Level
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OTHER PRACTICES
5. THE FLAG
Figure 3
RAISED PLATFORM Flag Posted Floor Level
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MEETINGS
A gathering of 3 or more sharing common
objectives where communication (oral or written)
is the primary means of achieving those
objectives.

• Achieve the objectives
• Use a minimum amount of time
• Satisfy the participants

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Types of Meeting

• Information Meeting
• Decision-Making/Problem Solving Meeting

Regular weekly meetings are generally
information meetings unless there is petition to
overturn a decision of the Board.
Board of Directors and Committee Meetings are in
the nature of decision-making and problem
solving meetings.
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KEY DIFFERENCES IN TYPES OF MEETINGS
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Major Components of a Meeting

• CONTENTS

• The information
• Knowledge
• Experience
• Opinion/Ideas
• Myths
• Attitudes
• Expectation that the participant brings to the
  meetings

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Major Components of a Meeting
2. INTERACTION
The way participant work together while
processing the meetings contents. Include
feeling, attitudes, and expectation that bear on
cooperation, listening, participation, trust and
openness.
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Major Components of a Meeting
3. STRUCTURE
The way both information and participant are
organize to achieve the meetings purpose.
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THANK YOU!