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1. PROTOCOLS FOR EVENT
MANAGEMENT

2. INTRODUCTION
An event can be described as a
public assembly for the purpose of
celebration, education, marketing
or reunion. Event management is a
powerful blend of creative and
technical skills, essential for the
creation and delivery of any live
experience be that a wedding,
festival, private party, sporting
event, conference or meeting.

3. PROTOCOLE
 The term “protocol” comes from the Greek and
means “first glue”. It may be said that protocol is
the “glue” that holds official life in our society
together.
 Protocol reflects mutual respect and consideration
and is especially important when bringing together
dignitaries between nations.
 Protocol includes the proper way of addressing
dignitaries, to the way to dress for an event.

4.  Protocol is the set of
traditional practices that
have long been accepted
and used when dealing with
and meeting with others.
 It also includes where to seat
your guests at a dinner and
how to fly the flag

5. Inviting Guests
 Invite them well in advance – At least 3 months from
event
 A verbal contact followed by written confirmation is
appropriate. Also follow up one to two days prior to
ensure all arrangements are in order.
 Discuss with them the following :-
o Purpose of the visit
o Time allocated for the visit
o Who will cover expenses of transport, meals, parking and
accommodation
o Provision of a meal for their spouse
o Any special needs? Food, equipment.
o Indicate appropriate dress.
o Does the guest require transportation/ accommodation

6. Protocol for addressing a person
 “sir” is generally
considered as an
acceptable alternative to
the formal address in
both written and spoken
greetings.
 The use of “Madam “ or
“Ma’am” for a female
addressee is acceptable.
 This rule does not apply
to religious or titled
persons.
 For greetings in which
“Mr.” is used for men
 The feminine equivalent
may be “Madam” or, less
formally, “Mrs.”, “Miss.”,
or “Ms.”.
 And there is no formal
rule for the use of “Ms.”,
the preference of the
addressee should be
respected.

7. Dress for formal occasions
The appropriate dress for formal occasions should
be included on the invitation.
 This might include business attire for formal day
functions
 Black or white tie for formal evening events.
 Name badges should be worn on the right hand
side.
 So that when the hand is extended for a
handshake, the name badge is easily readable.

9. PROTOCOL FOR SPEAKERS
 Speakers need to be briefed in advance and
provided with a list of the guests to be
welcomed, in order of precedence.
 The timing and the length of speeches need to
be discussed with the speakers before the
event and must also be canvassed with the
chief.

10. SEATING PROTOCOL IN AN
OFFICIAL STATE FUNCTION
 Correct seating arrangements for occasions
such as awards ceremonies and formal dinners
must be observed by the event organizer.
 Precedence at table can lead to hurt feelings
and indignation among families as well as
diplomats.
 Once you have determined who is of higher
rank, then it is just a matter of placing people
around a table.

11. Xi jinping-general sec

12. 5 RULES ON SEATING (FORMAL DINNER)
1.When there is but a single table, the host and hostess
usually sit at opposite ends.When multiple tables are
needed, the host and hostess may be at separate tables.
2.The highest ranking male generally sits to the right of the
hostess.The wife of the highest ranking man, or the highest
ranking women herself sits to the right of the host.
3. No two women set side by side and no two men set side by
side.
4.Married people are never seated side by side, but those
engaged are seated side by side whenever possible.
5.The ranks for various persons is determined by the President
of the United States.

14. Table Manners
 Sit at the table facing the placement with arms close to
your side.
 bite sized pieces and place onto fork
 Do not place too much food on your fork
 When eating food:- Chew the food with your mouth closed
and never talk while eating.
 Don’t waive your cutlery around while you are eating
 If eating soup or any food that is liquid avoid slurping the
food.
 If the food is hot you can gently blow on it to cool it
 Be mindful of other guests.
 Avoid talking too loudly
 Do not smoke at the table
 Do not speak on the mobile phone while at the table

15. PROTOCOLS OF FLAG FLYING
 Display and usage of the flag is governed by the Flag
Code of India, 2002
1. The National flag should be hoisted at a height in a
suitable manner
2. Whenever the flag is hoisted, it should occupy the
position of honour and be distinctly placed
3. Where the practice is to fly the flag on any Government
building
4. When the flag is displayed horizontally or at an angle
from the window or balcony, of a building, the saffron
band must be upper most.
5. When the flag is flown during a public meeting, the
speaker should face the audience and the flag should be
displayed behind and to the right of the speaker

16. 6.When the flag is carried in a procession or a
parade, it should be held in the right hand.
7.If there is a line of other flags, the National flag
should be in the middle.
8.No other flag should be hoisted higher than the
National flag.
9.The flag should not be used to cover or decorate
the speaker’s desk during any meeting.
10.The National flag should never be displayed with
the saffron band down.
11.The flag should not be allowed to touch the
ground or trail in water
12.The flag should not be displayed or fastened in a
manner which might damage it.

18. WEDDING PROTOCOLES
Wedding at the linden tree promenade

19.  At the castle gate the bride and groom are
greeted by the lady of the manor or a hostess
 who leads them to the majestic linden
promenade with a touch of the past.
 The wedding ceremony under the treetops is
accompanied by music.
 By playing a lute or violin, the lady of the manor
guides them through moments such as when you
say I do, exchange rings and sign the wedding
certificate.
 After the official ceremony, wedding guests form
a double line behind the wedding arch, which
symbolizes a new stage of their life.

21. GUIDELINES FOR MEETING (B/S)
 Notify participants well in advance of the meeting
date, and provide them with an agenda and
background data.
 Notify department heads when subordinates with
expertise are needed.
 Make sure that arrangements with resource persons
outside the organization are completed before the
meeting.
 Introduce resource persons and newcomers at the
start of the meeting. Also, make their affiliations and
expertise known to the other attendees.
 List participants in alphabetical order in the meeting
announcement and minutes.
 Express gratitude to those from outside the group as
well as to those within the group for significant
contributions to the success of the meeting.

23. CONCLUSION
Ceremonial protocol is a set of procedures
and guidelines mostly relating to etiquette
and precedence used in the organization of
and during an important event.Traditions
and customs inform protocol. In fact, a
practice can become a custom or develop
into a tradition which can then be adopted as
accepted protocol, such as honors and salutes
for dignitaries and the Royal Family.