“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 npcjoselynne@jack-and-jill.org

Dawn Jones-GaffneyCentralkiddiekollegemom@yahoo.com

VaCora RaineyEasternraineydds@yahoo.com

Carla TysonFar Westcarlatyson@me.com

Nichole PattonMid-Westernnichole.patton@cookcountyil.gov

Maria BrightMid-Atlanticjjmarpcbright@gmail.com

Andrea McHenrySouth Centralmchenrylaw@yahoo.com

Julie GraySoutheasternjuliegrayjackandjill@comcast.net

• 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

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