PROTOCOL

  • Protocol is essentially common courtesy and respect.
  • Hierarchy for the Elks is generally Grand Lodge, State Association and Local Lodge for recognition introduction. This may vary depending on event. Think in terms of Federal, State and local governments.
  • Introductions should be done in “reverse” order.
  • Avoid introducing the same person multiple times. Hold until the highest position.
  • Write down correct names of member and spouse, and position.
  • Generally, if you invite someone to attend an event, you pay.
  • If not able to pay travel for attendees, make that clear in the invitation, especially when it is a “general” invitation to Past State Presidents, etc.
  • Discuss Grand Lodge invitations with DDGER and State invitations with District Vice President.

PROTOCOL DURING (LODGE) MEETING

  • In Lodge setting, following Parliamentary Procedure is a form of Protocol, showing proper decorum during a business meeting.
  • Follow the Ritual Book when introducing visiting members.
  • Be familiar with Robert’s Rules of Order and how to handle motions and order of business.
  • Rise to be recognized by the Chair (Exalted Ruler) and speak.
  • Prepare motions in writing ahead of time and provide a copy to the Secretary.

RECOGINTION DURING EVENTS

  • If a “head table” is used, refer to the Protocol Manual for positions.
  • Use name cards and reserve tables.
  • Make sure visitors are first to go through a buffet line or are first to be served, especially if they are to be speakers after dinner.
  • Get them to the front of the line, but don’t make a big announcement about it.
  • Obtain a short biography of the featured speaker from them.
  • Introduce dignitaries to those you come in contact with at an event.
  • If a microphone and sound system is available, use it.

VISITING DIGNITARIES

  • Make sure that visitors have a copy of the agenda.
  • Communicate on travel arrangements, including dress codes.
  • Vice President has lead on District visits by President and President-Elect, but should enlist Local Lodge for help.
  • Assign a “host” couple to transport and escort visitors.
  • If visitors are being provide complimentary drinks, introduce them to the bartenders and/or have a special lapel pin or identifier to avoid confusion.

SUMMARY

  • PLAN to make your guests comfortable.
  • Welcome them as you would welcome potential or new members.
  • As the “host”, you are “selling” your Lodge.
  • Use good judgment; be gracious.

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TESA Officer Training – 2016Protocol HANDOUT