FRANCIS “FRANZ” CASTIL YOUTH SERVICE CHAIR, RC KALOOKAN NORTH- R.Y. 2018-2020

ADVISER & ELECTION CHAIRPERSON, PILIPINAS ROTARACT MDIO- R.Y. 2019-2020

CHAIRPERSON, PILIPINAS ROTARACT MDIO- R.Y. 2018-2019

DISTRICT ROTARACT REPRESENTATIVE, R.I.D. 3800- R.Y. 2013-2014

MEMBER, RAC NEW RISE KALOOKAN NORTH & RC KALOOKAN NORTH

THE ART OF PROTOCOL AND DECORUM

RULES …

SESSION OBJECTIVES:

At the end of the of the session, the participants will be able to: 1. Discuss the Rules on Protocol and decorum 2. Clarify the myth in Rotary-Rotaract Protocol 3. Apply the Rules on Protocol during Rotary/Rotaract Functions; and 4. Share it to fellow Rotaractors

WHAT IS PROTOCOL & DECORUM

• ROTARACTORS are leaders. As leaders they are expected to observe basic courtesies in all the things we think, say and do.

• PROTOCOL is a diplomatic and political term that refers to appropriate behavior and rules of conduct for a particular situation or event.

• DECORUM is the appropriateness of behavior or conduct; • Social grace, basic courtesy and consideration, proper conduct and

etiquette observed in private or public gatherings

WHAT IS PROTOCOL & DECORUM

FOREMOST AMONG THE RULES OF PROTOCOL

is PRECEDENCE at all functions where officials are present

PRECEDENCE- the right to superior honor on a ceremonial or formal occasion.

WHEN DO WE USE PROTOCOL?

• Protocol is observed during meetings, district functions and other Rotary or Rotaract activities as correspondingly required.

• It enhances prestige of an organization

• It brings decorum to a meeting or event.

Friendly Reminder!

• Rotary/Rotaract is not a fraternity; a sorority; a religious organization; a political party; a

• „self-help‟ organization; or a formal „networking structure.‟ supports no particular political philosophy, and does not engage in overt political campaigning.

Friendly Reminder!

• Rotary/Rotaract is not a fraternity; a sorority; a religious organization; a political party; a

• „self-help‟ organization; or a formal „networking structure.‟ supports no particular political philosophy, and does not engage in overt political campaigning.

GENERAL ORDER OF PRECEDENCE

• Points to remember: • Current position takes precedence over past • Past position takes precedence over future • Those holding more than 1 position shall be ranked by the highest

office • Accompanying spouses should be accorded same rank • In introducing Officials, use complete title do not abbreviate title.

ROTARY PROTOCOL

Supplementary Rules on Protocol

Recommended for Philippine

Rotary Clubs

GENERAL ORDER OF PRECEDENCE

CLUB LEVEL 1. President 2. Past Presidents(in the order of seniority) 3. President-Elect 4. Vice President 5. Secretary 6. Treasurer 7. Directors 8. Other Officers 9. Sergeant-at-arms

GENERAL ORDER OF PRECEDENCE

1. DG

2. PDG (Seniority)

3. DGE

4. DGN

5. DGND

6. District Secretary

7. DDG Admin

8. LTG Operations 9. DDS Public Image 10.DDS Membership 11.District Finance 12.District Trainer 13.AGs 14.PDDGs 15.PAGs

DISTRICT LEVEL

ROTARY – ROTARACT PROTOCOL

CLUB’S INDUCTION OF OFFICERS

• Only a Ceremony

• Turnover of Authority from the Outgoing to the Incoming President

• Meeting is called to order by the Outgoing President and Adjourned by the Incoming President

How should the dignitaries be seated at the Presidential Table before or on/after

July 1?

BEFORE JULY 1 1. Club President 2. District Governor 3. Guest Speaker 4. Incoming Club President 5. Incoming District Governor 6. Inducting Officer 7. Spouse of Club President 8. Spouse of District Governor 9. Spouse of Incoming Club President 10. Spouse of Incoming District Governor 11. District Governor Nominee 12. Past District Governors ( seniority)

On or After JULY 1 1. Club President (outgoing) 2. District Governor (new) 3. Guest Speaker 4. Incoming Club President 5. Immediate Past District Governor 6. Inducting Officer 7. Spouse of Club President (outgoing) 8. Spouse of District Governor 9. Spouse of Incoming Club President 10. Spouse of Immediate Past District

Gov. 11. District Governor Elect 12. District Governor Nominee 13. Past District Governors ( seniority)

TABLE ARRANGEMENTS

ODD

10 – 8 – 6 – 4 – 2 – 1 – 3 – 5 – 7 – 9 – 11

EVEN

12 – 10 – 8 – 6 – 4 – 2 – 1 – 3 – 5 – 7 – 9 – 11

AUDIENCE

CLUB’S INDUCTION OF OFFICERS

• A sub-presidential table is recommended for the Past District Governors ( in order of seniority) DGE, DGN and for other District Officers

• When will the Incoming Club President occupy the No. 1 seat at the Presidential Table?

After she/he is sworn into office. ( the Outgoing and Incoming Club Presidents shall swap seats after

the Oath taking)

THE FLAG

When the Philippine Flag is displayed on a staff within the portion of a room designated as the speaker’s area, it should occupy the position of honor, which is TO THE RIGHT OF THE SPEAKER.

Other flags should be at the SPEAKER’S LEFT.

Flags Posted

Platform Level

THE FLAG

When the Philippine Flag is displayed on a staff within the speaker’s area, it should occupy the position of honor, which is TO THE RIGHT OF THE SPEAKER.

Other flags should be at the SPEAKER’S LEFT.

Flags Posted One

Level

THE FLAG

When not placed within the speaker’s area, the Philippine Flag should occupy the position of honor, which is TO THE RIGHT OF THE AUDIENCE.

Other flags at the LEFT OF THE AUDIENCE.

Raised Platform – Flag

Posted Floor Level

THE FLAG

The National Flag may be displayed flat, above and behind speaker. At a horizontal position,

the BLUE SIDE SHOULD BE ON TOP

Horizontal Mount

Vertical Mount

When hanged vertically, the blue side of the Philippine Flag should be

to the LEFT OF THE AUDIENCE.

THE FLAG

If there is more than one foreign flag, they should be arranged in alphabetical order to the left of the Philippine Flag.

The flags should be of approximately equal size.

Never hold the flag while the anthem is being played or sung.

SEATING ARRANGEMENTS - ODD

1. President sits at the CENTER

2. Guest of Honor to HIS RIGHT

3. Sit alternately from President’s left to right according to rank

(Audience)

1 2 3 4 5

Pres

SEATING ARRANGEMENTS - EVEN

1. President sits at the RIGHT CENTER

2. Guest of Honor to HIS RIGHT

3. Sit alternately from President’s left to right according to rank

(Audience)

1 2 3 4 5

Pres

6

SITTING ARRANGEMENTS

Never sit a Woman at the end of the table.

This is the only instance we are justified to go against seating protocol.

(Audience)

1 2 3 4 5

Pres

6

HOW TO TREAT YOUR GUEST SPEAKER

Written Invitation, which includes:

Specific date and time of the club meeting (call to order and adjournment)

Venue of meeting (include address) His topic or subject matter to be covered by his speech

Time frame of this speech (exclusive of possible open forum)

HOW TO TREAT YOUR GUEST SPEAKER

If a non-Rotarian, attach to invitation a brochure re Rotary and club activities.

Ask for the facilities that he may need like LCD projector for Power Point presentations, whiteboard, etc.

Discreetly ask him if there are food restrictions.

HOW TO TREAT YOUR GUEST SPEAKER

Shall be welcomed by club president, protocol officer (Sgt.-at-arms) and majority of the officers and directors. If the guest is a lady, you may wish to prepare a corsage for her if club finance will allow it.

Introduce guest speaker to as many club members as possible.

Never leave your guest speaker alone at any time while waiting for the meeting to start.

HOW TO TREAT YOUR GUEST SPEAKER

Introducing the guest speaker:

If his resume is printed in your weekly bulletin, don‟t bother reading it aloud.

It is presumed that everybody in the room has already read it. Even if not so printed, the introducer must select the more important qualities or achievements of the speaker to be able to make the introduction brief.

Remember, it is the speaker who will speak.

HOW TO TREAT YOUR GUEST SPEAKER

The usual data that need to be emphasized are

the subject matter of his speech; and (2) his qualifications to speak about said subject.

Listen to the Guest Speaker.

Introducer leads in the applause.

After the speech of the guest speaker, whoever responds must, among other things, thank the guest speaker for coming over.

HOW TO TREAT YOUR GUEST SPEAKER

When the guest speaker is handed a token of appreciation, all members of the club will stand to show that they share the gratitude of the person responding.

The president should see the guest speaker to the door and to his vehicle, and thank him again.

The guest speaker will appreciate receiving a copy of the club bulletin the following week. Words of gratitude will be repeated in the transmittal letter.

E-MAIL ETIQUETTE

Respond within 48 hours after receiving email. Protocols must be observed.

Dear PDRR Francis: Greetings. This is to acknowledge that we received your email. DRR Remark will be sending you the information you requested by the end of this week. Thank you. Yours in service, DRRE JOHN MARVIN LEONOR Rotaract District Secretary RI D3800, Philippines RY 2018-2019

THE PROGRAM

WHO CHECKS THE VENUE?

The SERGEANT OF ARMS or PROTOCOL OFFICER should be early to check on the preparation of venue.

WHO SEATS THE SPECIAL GUESTS?

THE SERGEANT AT ARMS OR PROTOCOL OFFICER is in charge of seating the dignitaries at the head table or especially designated table in cases where no head table is set up.

DO NOT ASK THE EMCEE TO ANNOUNCE THAT THE GUEST WILL PLEASE OCCUPY HIS SEAT AT THE HEAD TABLE OR SPECIALLY DESIGNATED TABLE. The accepted manner is to pleasantly approach the guest to lead him to the seat provided for him. Give him/her a copy of Club Bulletin or the Program Schedule so that he can be informed with the proceedings.

ARRANGEMENT OF PROGRAM FOR CLUB MEETING

1. Call to Order

2. Invocation

3. National Anthem

4. Introduction of Guests

5. Club Singing

6. Recognition time

7. Announcements (Avenues of Service, Secretary‟s Reminders)

8. President‟s time

9. Adjournment

CALL TO ORDER

Start on time

President calls meeting to order before Host takes over proceedings

President adjourns after Host is through with the program

PROPER USE OF GAVEL

The Gavel is the symbol of authority of the Presiding Officer. Stand when rapping the gavel.

THE NATIONAL ANTHEM

Played and sung with dignity, pride and reverence

To be sung in 57 seconds to 1 minute

Right hand should be placed over the heart at all instances while singing the National Anthem

THE NATIONAL ANTHEM

Face the flag while singing the National Anthem; or

The source of the music or lead singer if there is no flag

Flag should not be touched when anthem is being sung

The National Anthem of the foreign visitor should be played first before the Philippine National Anthem

INTRODUCING GUESTS

Introducing visiting Rotarians

Introducing Non-Rotarians

Introducing personalities at Head Table

FORMULA FOR INTRODUCING NON-ROTARIANS / NON-ROTARACTORS

1. Member who invited him

2. Profession or business

3. Name of the Guest and lead in applause

(Remember, he/she is a potential member)

INTRODUCING PERSONALITIES AT HEAD TABLE

• Introduce from the lowest rank first. Start from the ends of the table.

• Introduce Guest of Honor and President last

1 2 3 4 5

INTRODUCING PERSONALITIES ON THE FLOOR

In the absence of a Presidential Table, Introduce from the highest rank first.

1 2 3 4 5

ROTARY PIN

Should be worn on the left lower lapel of the coat or left side of the collar. All other pins/Rotary ID/tags should be worn on the right side.

WHO WEARS IT RIGHT?

WHO WEARS IT RIGHT?

TO RECAP…

PROTOCOL

is thinking of others first before we think of ourselves…

and of ourselves in terms of what we do for others.