Protocol Guide

Official Visits by Association Officers

During their term in office our Association's officers will make many official visits with the members, i.e. club installations, club visits, zone meetings and district conventions as part of their contribution to our Association. It should never be forgotten that they are volunteers as well. Here are a few suggestions to follow when you are arranging the program for the visiting dignitary; the same criteria can be used for non-Kin dignitaries as well.

Checklist:

• Notify the visiting officer that you are aware of his/her impending visit to your club; at the same time restate the specific dates.
• Notify all local members so as to have maximum attendance at any meetings the visitor will attend.
• Check to see if the visitor's spouse or a traveling companion will be coming as well.
• Make hotel reservations/arrange billets and notify guest of exact address and telephone number of his/her accommodation.
• Notify guest he/she will be met at the airport or hotel, whichever applies.
• Notify the hotel who will be responsible for the bill; this will save any embarrassment.
• If feasible, arrange for a fruit basket, bar set-up or snacks in the room. Advise the hotel that your guest is a VIP and they may upgrade the room for you.
• Arrange for all transportation while your guest is in town.
• As far ahead as possible, provide your guest with details on the club, zone or district so that he/she can familiarize him/herself with the facts, therefore contributing to his/her feeling of familiarity with his/her hosts.
• Arrange for a modest gift (researched if possible) for your guest and a token gift for his/her spouse, remembering that flowers do not transport well.
• Issue a dress code ahead of time so that your guest can be prepared.
• Offer your guest all the assistance necessary for his/her arrival, stay and departure from your town.

Special Members in your Own Club

Checklist:

• New members, K-40s and K-ettes should be made to feel very welcome in your club.
• A good introduction of the member should be prepared by the member making the introduction. This special member should be treated as you would treat a guest in your own home.
• The president of the club is particularly responsible for assuring the special guest of a welcome, by chatting to the member prior to and at the conclusion of the meeting. This extra attention to detail will ultimately pay dividends.
• Always make sure your guests have terms, titles and club traditions explained to them as well as details of the projects being discussed on the agenda.

Special Guest at your Club, Zone or District Meeting

Checklist:

• Be sure your guest has time on the agenda, i.e. 10 minutes, to speak and equal time to answer questions. Don't arrange for other speakers or time-consuming entertainment that will make for a long meeting.
• Have a host Kinsman or Kinette responsible for making your guest feel welcome, explaining some of the club's activities and making general introductions.
• Supply your guest, when feasible, with an adequate supply of drink tickets and make sure his/her meal payment is made prior to the meeting.
• Request a personal biography from your guest in order to make a detailed and personal introduction at the appropriate time.
• Never leave your guest sitting alone and perhaps feeling very uncomfortable.

Dignitaries from your Community at Special Events in your Club

Checklist:

• Have a host couple for each guest couple or single guest.
• Arrange for one of the host couples to open their home for cocktails prior to the event.
• Make sure that the host couple is fully reimbursed for their expenses.
• When the guests and hosts arrive at the function, make sure that they are seated (one guest couple and one host couple) at as many tables as possible; this will eliminate all of the guests sitting at one table.
• Introduce the guests properly and make sure they are thanked for coming.

Life Memberships

Life membership nights are the highlight of any Kin year. It is very important for the chairperson to realize that this will be the most special night in the recipient's Kin life. Every attention to detail must be made. It should take at least six weeks to organize every detail of the presentation.

Remember:

• To contact the recipient's family members (not necessarily the spouse) so that the family can be present.
• To contact former and present Kin members who have known the recipient, particularly those well known by the recipient.
• If the recipient has served on a district council, make sure members of that council are informed.
• It is nice to have the recipient's Kin sponsor do the first speech telling how the member became involved; this could be followed by more Kin friends reminiscing about the memories the member evokes. Try to make this humorous and entertaining if you can.
• Remember, this honour won't come again for your member. A little preparation now will ensure good memories for years to come.

National President's Tour

Checklist:

• The Governor(s) will make the arrangements in conjunction with the national director responsible for the tour.
• Payment for travel to the district is paid from the national budget, however; all other expenses will be met by the district (zone or club) entertaining the National President.
• All hotel bills must be paid in advance or the bill sent to a prearranged address.
• Remember that they will be exhausted, so try to arrange a free afternoon so they will have the opportunity to rest.
• When making presentations, remember that perishable items do not travel well.
• You will know the tour dates well in advance of the tour; try to save special presentations until their visit so the presidents will be able to participate.

Above all, remember that a good host is a caring and thoughtful host who will ensure the guest has an enjoyable visit that will long be remembered.

Head Table Seating

The place of honour is that to the immediate right of the banquet chairperson and that place should be accorded to the dignitary primarily honoured on that occasion. Depending on the function, that person may be the national president, the governor or the deputy overnor, or perhaps a very special guest speaker. The banquet chairperson should be to the right of the podium so that the guest does not find him/herself with a wide space between him/herself and the chairperson. Couples may be seated side by side, but head table guests often prefer to be seated apart from their spouses to provide more opportunity for conversation with other guests. Place cards will facilitate the seating plan and avoid the confusion of who will sit where. Head table guests should be escorted to the table rather than be allowed to find their own way. It is a nice touch to line them up outside the banquet room and lead them to the table. At the very least, the banquet chairperson should escort the primary dignitary and his spouse to the table and assist them to find their proper places. Space at the head table is often limited; whenever possible, special reserved tables should be set up in front of the head table to accommodate special guests who should be recognized.

Toasts

The toast to the Association should be given by the second highest-ranking Association officer present. The reply to the toast to the Association should be given by the highest-ranking officer present.

The toast to the Queen, flag and country can be given by a Kinsman or Kinette.

A choice between the following can be made dependent on the occasion:

The “toast to the ladies” should be given by an experienced Kinsman. The reply to the “toast to the ladies” should be given by the highest-ranking Kinette officer present.

The “toast to the partners” should be given by an experienced Kin member. The reply to the “toast to the partners” should be given by the highest-ranking officer of the opposite sex present.

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