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“IT’SNOTPERSONAL...IT’SPROTOCOL”
NATIONALPROTOCOLWEBINARMARIABRIGHT
MID-ATLANTICREGIONALPROTOCOLCHAIRMarch23,2017
AGENDA
• Greetings• NationalProtocolCommittee• RolesandResponsibilitiesoftheProtocolChair• TheJackandJillProtocolExperience
• RankandOrder• PublicEvents• Handler/Escort• RitualsandAttire• GiftsandCourtesies• ResolutionsandProclamations
• GuardiansofOurBrand
NATIONALPROTOCOLCOMMITTEE
2016-2018NationalProtocolCommittee
Joselynne FordeChair [email protected]
Dawn [email protected]
VaCora [email protected]
Carla TysonFar [email protected]
Nichole [email protected]
Maria [email protected]
Andrea McHenrySouth [email protected]
Julie [email protected]
• MemberProtocolEducationvia– NationalWebinar– RegionalWebinars– Mothers’ConferenceWorkshops
• Create“ProtocolPerfect”Newsletter
• UpdatetheProtocolSectionofMemberManual
• ChapterMotherandTeenProtocolChairsTraining
• DevelopaNationalConventionProtocolGuide
NationalProtocolCommitteePriorities
WHYISPROTOCOLIMPORTANT?
TheWhat…• Thecodeofceremonialformsandcourtesiesacceptedasproperinofficial
dealingsandpublicforum.
• Theactoffollowingprocedures,whichprescribeorderandgoodmannersinofficialactivities,ritualsandceremonies.(Webster’sDictionary)
TheWhy…• Enhanceschapteroperationsbyprovidingasupportiveandstructured
environmentforchaptermembers.
• Presentsourorganizationfavorablybystrengtheningourimageonnational,regionalandlocallevels.
PROTOCOL ANDTHE “JACK AND JILL” WAY
ROLESANDRESPONSIBILITIESOFTHEPROTOCOLCHAIR
• Providesguidance,supportandadviceonnationalprotocolpracticesandprocesses,withastrongfocusonNationalConvention.
•ActsasaprotocolresourcetoNationalExecutiveBoard.andRegionalProtocolChairs.
• LeadstheexecutionofNationalceremoniesinaccordancewiththeJackandJillofAmerica,Inc.MemberManual.
• SupportsMembereducationandadherencetoJackandJillprotocolandtheexpected/establishedbehaviors.
ROLES AND RESPONSIBILITIESNATIONAL PROTOCOL CHAIR
•AppointedbytheRegionalDirector,responsibleforprovidingprotocolguidanceandsupportonRegionallevelandactsasaprotocolresourcetoRegionalLeadershipTeamandChapterProtocolChairs.
• SupportsflawlessexecutionofRegionalceremoniesinaccordancewiththeJackandJillofAmerica,Inc.MemberManual.
•Manage,arrange,andsecureleadershipassistantsforspecialguestsduringregionalvisits.
• SupportsMembereducationandadherencetoJackandJillprotocolandtheexpected/establishedbehaviors.
ROLES AND RESPONSIBILITIESREGIONAL PROTOCOL CHAIR
•AppointedbytheChapterPresident,Chaptersarerequired tohaveaProtocolChairpursuanttoArticleII,Section7(E)oftheNationalBylaws.
• ProvidesprotocolguidanceandsupportontheChapterlevel,ensuringflawlessexecutionofChapterceremoniesinaccordancewiththeJackandJillofAmerica,Inc.MemberManual.
•Manage,arrange,andsecureleadershipassistantsforspecialguestsduringchapterevents.
• EnsuresChaptermembersarewelleducatedandadheretoJackandJillprotocolandexpected/establishedbehaviors.
ROLES AND RESPONSIBILITIESCHAPTER PROTOCOL CHAIR
THEJACKANDJILLPROTOCOLEXPERIENCE
VARIESLEVELSWHEREPROTOCOLISIMPORTANT
• BusinessMeetings• Ceremonies• FundraisersandotherPublicEvents• GiftsandCourtesies• Invitations• Seating• FormofAddress• Attire• RoomSet-Up
WhoComesFirst?
RANKANDORDER
OrderofRank• Thereare3LevelsofProtocol(rankedhighesttolowest)
– National– Regional– Chapter
• Rankdescribestheorderingbyofficeforthechapter,regional,andnationalorganization
• ThePresidingOfficeristhehighestlevelaccountableofficer atthechapter,regional,nationallevel
• AttheChapter,thePresidentisthePresidingOfficerandHighestRankingOfficer– IfthereisaNational/Regionalelectedofficerinchapter,sheisthehighestranking
officer• AttheRegionalLevel,theRegionalDirectoristhePresidingOfficer,but
theNationalOfficeroftheRegionistheHighestRankingOfficer• AttheNationalLevel,theNationalPresidentisthePresidingOfficerand
HighestRankingOfficer
OrderingforChapterEventsPrintedMaterials
President(P)VicePresident(VP)
ProgramDirector(PD)RecordingSecretary(RS)
CorrespondingSecretary(CS)Treasurer(T)
FinancialSecretary(FS)Editor(E)
Parliamentarian(PA)FoundationChair(FA)
Chaplain(C)Historian(H)
Nationaland/orRegionalElectedOfficer(NRO)
EFSTCSRSPDVPPPAFCCHOA
LocalChapterBusinessMeetings
ElectedOfficers PresidingOfficer AppointedOfficers
EFSTCSRSPDVPSGPNROFCCHAppointments
FormalPublicChapterEvents
EFSTCSRSPDVPPNROFCCHOther
SGisSpecialGuest;Ifanymemberisescorted,escortsitsnexttoofficerfarthestfrompodium
PictureTime
CPAFSCSPDPVPRSTEFCHHFCETRSVPPNRO PDCSFSPAC
OrderofRankRegionalOrder
DirectorTreasurerSecretary
Member-At-LargeAssociateChair
Father’sAuxiliaryChairCommitteeChairs
CommitteeMembers
NationalOrder
PresidentVice-President
ProgramDirectorRecordingSecretary
CorrespondingSecretaryTreasurerEditor
TheFormalProcessionalMother’sConference
ConferenceCo-ChairConferenceChair
VisitingOfficers(otherRegions)
AppointedRegionalOfficersAppointedNationalOfficersNewlyElectedOfficers(low
tohigh)RegionalAssociateChairFoundationMemberAt
LargeRegionalSecretaryRegionalTreasurer
NationalElectedOfficersSpecialGuest
RegionalDirector
TeenConference
ConferenceCo-ChairConferenceChair
VisitingOfficers(otherRegions)FormerNationalOfficers
NewlyElectedOfficers(lowtohigh)RegionalAssociateChair
FoundationMemberAtLargeRegionalSecretaryRegionalTreasurer
NationalElectedOfficersRegionalDirector
TeenAppointedOfficersTeenFoundationChair
TeenTreasurerTeenSecretary
TeenVice-PresidentTeenPresident
ChapterFormalEventEventCo-Chair
EventChair
VisitingOfficers(otherChapters)
AppointedRegional/NationalOfficers
AppointedChapterOfficers
NewlyElectedOfficers(lowtohigh)
Parliamentarian
Editor
FinancialSecretary
Treasurer
CorrespondingSecretary
RecordingSecretary
ProgramDirector
Vice-President
Regional/NationalElectedOfficers
SpecialGuest
President
FormofAddressandTitles• Whenmakingintroductionsforduringaformalpublicorprivate
meeting/event,youannouncenamesinorderofrank• ForJackandJillEvents,OfficialTitlesareused• Officerscandesignatehowtheywouldliketobeaddressed
– PresidentJones,PresidentValerie,NPVal– DirectorStephens,RDStephens,RDJanet– PresidentHall,CPHall,CPLaura– PreferreddesignationforNational- NPJoli,NETanya,etc…– PreferreddesignationforMAR– RDClaudia,RTAndrea,RSMichelle,MALTonya
• ForPublicEvents,Dr.,Ms.,Mrs.,etc…isused– Ms.ValerieJones,NationalPresident– Mrs.JanetStephens,RegionalDirector– Dr.LauraHall,ChapterPresident
• AllMembersstandwhentheNationalPresidentisIntroduced;remainstandingtohonortheRegionalDirector
FormalorCasual• Chaptercanestablishhowformaltheirmeetingoreventscanbe
• NotOptional– Addressofficersbydesignatedtitle(goodpracticeforwhenyoureallyneedit)
– Officialceremonies(donotchange)• Optional– Useofdaisformeetingsorevents(ifnodais,thenuseofheadtable)
– Processional
PUBLICEVENTS
PublicEvents– OurDefinition
• WewilldefinePubliceventsasanychaptereventopentomembersoutsideofthechapterortothegeneralpublic
TheInvitation• Invitationssenttothepublicsetsthetone(President)andflavor
(ProtocolChair)ofthechapter• TheChapterPresidentorProtocolChairisresponsiblefor
invitationtothePublic• TheRegionalElectedOfficersandNationalOfficeroftheRegion
(REB)shouldreceiveinvitationsforallpublicJackandJillofAmericaevents
• Invitationsshouldbesentatleast4-6weekspriortotheevent• IfyourbudgetcannotsupportpayingfortheREB,youmust
indicateorclearlymarktheinvitationasF.Y.I.(ForYourInformation)
• Anitineraryshouldbesenttoallvisitingofficersaheadoftime• ProtocolChairshouldconfirmattendeesatleast2weekspriorto
event
TransportationandAccommodations• TheProtocolChairordesigneeshouldpreparefortravel
andaccommodationsasappropriateformembersofREB• LocaltransportationisprovidedbytheHostChapter
– Pick-UpfromAirport– Ifdriving,providedirectionstotheevent
• AccommodationsathotelisprovidedbytheHostChapterunlessotherwisedesignated(ontheinvitation)– GreetattheHotel(pre-checkin)– Inroomcourtesiesshouldbesimpleandthoughtful
• TheProtocolChairshouldconfirmtravelarrangements12hourspriortoanticipatedarrival
TheEventSet-Up• Arriveatleast1hourearlytoensureeverythingisinplace• Makesuretheroomisset-upwithProtocolinmind
– Officers(chapter,regional,national)shouldhavedesignatedseating
– AssociatesandotherSpecialguestsshouldhavedesignatedseating
– Forluncheonsorbanquets,tablesshouldbesignedappropriately• Reservesigns,Specialflowers,NameCards
• Foradais,eachseatshouldbeappropriatelysigned• Foraprocession,aholdingroomishighlyrecommended
ShowTime!• LeadershipAssistantsareassignedandmeetsguests
inroomorlobby• Forluncheonsorbanquets,officersandguests
shouldbeescortedtotheirseat• Foraprocessional,officersandguestshouldbe
escortedtotheholdingroom• IftheOfficerhasanescort,theyshouldbe
announcedandbepartofprocession,seating,etc…• Corsagesandboutonnieresshouldbedistributed
justbeforetheevent• Introductionshouldbemadeforallguests
LEADERSHIPASSISTANT
TheLeadershipAssistant• Formerlyknownas“Handler”– hasbeengivenabadrap
• Assignedtochapter,regional,nationalleaderstoassistandprovidesupport
• QualitiesandpracticesoftheLeadershipAssistant– Kindandcourteous– Detailorientated– Anticipatesneeds– Practicesdiscretion
RITUALSANDATTIRE
White,YesReallyWhite• Traditionisaveryimportantpartoftheorganization.• Un-interruptedWhite(notoffwhiteorbeige)mustbewornforthefollowing
ceremonies– OpeningceremoniesatNational/Regional/TeenConferences– NewMemberInstallation– NewChapterestablishmentceremony– DevotionalServices– MemorialServices(Mother,Fathers,andChildren)
• DefinitionofUn-interruptedWhite– Whitedress,skirtssuits- withwhiteblouse(nopants)– Crystalaccessories(buttons)orJ&Jpinsareacceptable– Shouldersmustbecovered– Whiteorfleshcoloredstockingsrequired– Sandals(toesANDheelsexposed)ormulesnotaccepted
• AllmembersnotproperlyattiredmayNOTentertheroomuntilceremonyisconcluded• JacksandFathersshouldbeattiredinDarkColoredSuitswithwhiteshirtsanddarkties
Ceremonies
• NationalSpecificCeremonies– NationalConvention
Opening*– NationalDevotionalService*– InstallationofNational
Officers*– HonoraryMembership
Ceremony*– MemorialServicefor
DepartedMothers*+– MemorialServicefor
DepartedChildren*+– MemorialServicefor
DepartedNationalOfficer*– RededicationCeremony*+– BridgingOverCeremony+
*UninterruptedWhiteRequired+Chapter,Regional,NationalLevelCeremonies
TheHighestRankingOfficerinattendanceshallpreside;Theofficermaydefertothenexthighestofficerinattendance
• ChapterSpecificCeremonies• InstallationofChapter
Officers*• InstallationofChapterTeen
Officers*• InstallationofNewChapters*• InstallationofNew
Members*• InstallationofNewFathers
(partofNewMemberInstallation)
• InstallationofNewAssociatesGroups*
• MemorialServiceforDepartedMothers*+
• MemorialServiceforDepartedChildren*+
• MemorialServiceforDepartedFathers*
• CarolRobertsonMemorialCeremony
• RededicationCeremony*+• BridgingOverCeremony+
• RegionalSpecificCeremonies• RegionalConvention
Opening*• RegionalTeenConference
Opening*• InstallationofRegional
Officers*• InstallationofRegionalTeen
Officers*• MemorialServicefor
DepartedMothers*+• MemorialServicefor
DepartedChildren*+• MemorialServicefor
DepartedNationalOfficer*• RededicationCeremony*+• BridgingOverCeremony+
• ConferwithNationalOfficerandRegionalDirectortodevelopdesiredphotolistforphotographerinadvanceofevent.
• TheProtocolChairisresponsibleforarrangingproperseating/lineupforpictures.Ifpossible,eventphotographershouldhavealeadershipassistant.
• Picturesand/orvideotapingduringceremoniesisstrictlyprohibited.
• Photographyisonlyappropriateafter theconclusionofceremonies.
• NOpostingoftheactualceremoniesonSocialMedia.
• HighestRankingOfficershouldbeseatedinthemiddle;Nationalofficersareontheleft;Regionalofficersontheright.
PHOTOGRAPHY
PropertiesYouShouldAlwaysHaveattheREADY!MustHAVES
• WhiteTableCover• SingleCandelabra• White,Pink,andBlueCandles• CandleSleeves• WhiteCoveredBible• Lighter• MembershipHandbook• CeremonyBook(exceptsfrom
handbook)• ConstitutionandBylaws• Pens
NicetoHAVES
• FlameSnuffer• CopiesofCeremonies/
Hymns• MusicaudioofHymns• JackandJillHistoryBook• ChapterHistory
GIFTSANDCOURTESIES
GiftGiving• GiftsandCourtesiesareanexpressionofappreciation• Itsgoodmannersandtraditiontorecognize
– Leaders/MembersthatserveJackandJill– Guestsvisitingchapterandcity
• Chaptershouldextendcourtesyto– Committee/EventChairs– ChapterPresident– REB– NationalOfficer– RegionalTeam(asbudgetallows)– OfficersendingtheirTenure– NewMembers
• Hostchaptershouldkeepwithintheirbudgetforcourtesies– Itsnotaboutthegift;itthethought
• Thetimeandplaceforpresentinggiftsisdeterminedbythepresidingofficer• TheProtocolChairisresponsibletoensurethateveryonereceivesgifts• Beconsiderateoftransportationplans,allergies,likes(dislikes)
RESOLUTIONSANDPROCLAMATIONS
HonorsandAwards• Itisinappropriatetobeginone’stenure(ChapterPresident,Regionaldirector,NationalOfficer)withaproclamationorresolution
• Thishonorshouldbegivenattheendofone’sservicetotheirChapter,Regional,orNational
• ChapterscansubmitRegional/Nationalresolutionsorproclamations
GUARDIANSOFOURBRAND
TheJackandJillBrand• ItisallofourresponsibilitiestoprotectJackandJill• OurcultureAtRisk
– Transientmembership– Externalinfluences– Inexperiencedleaders– Limitedmemberknowledge
• MaintainingourIdentity– Readandseektounderstandyourgoverningdocuments
• ProtocolisnotjustforthePresidentandProtocolChair
– Modeltherightbehavior– Adviseyourchapterleaders– Practicewithyourchapter
THANKYOU
Q&A14