protocol practices 3

Ceremony and protocol ™

6 March 2010

Reference : Miss Suhana Al-Bakri

MAIN ASPECTS OF PROTOCOL

THE PRACTICES OF PROTOCOL

1.1. The Federal Order Of Precedence1.2. Seating Arrangement1.3. Correct Forms Of Address

ORGANISING FORMAL FUNCTIONS WITH VIPs

2.1. Arrangements On Stage 2.2. Program 2.3. Holding Room 2.4. Speeches2.5. Refreshment2.6. Sending Off 2.7. Master of Ceremony

Protocol

What is protocol???

Practice of protocol

Why protocol is important??

1. Set of rules prescribing good manners

2. Do’s and don’ts in official life

1. To show respect 2. To maintain the

relationship 3. To make all

parties feel comfortable

1. Order of precedence

2. Seating arrangement

3. Correct forms of address

. Yang di-Pertuan Agong.

. Rulers and Acting Rulers.

. Yang di-Pertua Negeri-Negeri.

. Ex-Raja Permaisuri Agong receiving Royal pension from the . Federal Government.

. Prime Minister.

. Deputy Prime Minister. . Coultesy-7A Heir Apparent (Tengku Mahkota/Raja Muda).

. Members of the Darjah Utama Seri Mahkota Negara (D.M.N.)

. Members of the Seri Maharaja Mangku Negara (S.M.N.)

. Members of the Seri Setia Mahkota (S.S.M.) Coultesy-l0A The Four Dato Undang Negeri Negeri Sembilan

and Tengku Besar Tampin, Negeri Sembilan. .Chief Justice of the Federal Court.

GOVERNMENT OF MALAYSIA GAZETTEP.U.(B) 29 DATED 22 JANUARY 1998 FEDERAL ORDER OF PRECEDENCE

FORMS OF ADDRESS OFFICE SPOUSE

a) Yang Amat Perdana Menteri Yang Amat Berhormat Timbalan Perdana Menteri Berbahagia (Y.A.B.) Menteri Besar/Ketua Menteri (Y.A.Bhg)

b) Yang Amat Ahll Seri Maharaja Mangku Negara Yang Amat Berbahagia (S.M.N.) Berbahagia (Y.A.Bhg.) Ahll Seri Setia Mahkota (S.S.M.) (Y.A. Bhg.)

Isteri-isteri kepada Y.A.B.

c) Yang Berhormat Menteri Yang (Y.B.) Timbalan Menteri Berbahagia

Setiausaha ParlimenYang di-Pertua Dewan Negara/ Dewan Rakyat dan TimbalannyaAhll Dewan Negara / Dewan Rakyat

CORRECT FORMS OF ADDRESS(PANGGILAN HORMAT)

FORMS OF ADDRESS OFFICE SPOUSE

d) Yang Amat Arif Ketua Hakim Negara Yang Berbahagia (Y.A.A.) (Y.Bhg.)

e) Yang Arif Ketua Hakim Mahkamah Rayuan Yang Berbahagia (Y.A.) Hakim Besar (Y.Bhg.)

Hakim Mahkamah Persekutuan

f) Yang Berbahagia Ahli Panglima Mangku Negara YangBerbahagia (Y.Bhg) Ahli Panglima Setia Mahkota (Y.Bhg.)

Ahli Panglima Jasa Negara Ahli Panglima Setia DlrajaKetua Setiausaha NegaraPeguam NegaraPangilma Angkatan TenteraKetua Polls Negara

CORRECT FORMS OF ADDRESS(PANGGILAN HORMAT)

The organisation of a formal function is one important activity. to an organisation. The handling of a particular function (official dinner, seminar or an international convention, etc.) may reflect on the credibility and effectiveness on the part of the organisation. It becomes all the more important with VIPs of very high standing to be in attendance.

The host expects the function to proceed according to plans with the minimum number of hitches and that all the guests will enjoy their stay and leave with happy memories. In order to achieve this objective, the host will have to be thorough in his preparations and in the management of all the aspects of the function. He fervently hope's that he had not lose sight of any details that might caused embarrassment to anyone of the guests especially the VIPs.

On the other hand, the poor handling of a function (improper seating arrangement, the food not well prepared or properly served, etc.) will result in dissatisfaction among the guests who might harbour negative feelings towards the organisation and this certainly will not auger well for the image of the organisation.

ORGANISING FORMAL FUNCTIONS WITH VIPs IN ATTENDANCE (PENGANJURAN MAlLIS RASMI YANG DIHADIRI OLEH ORANG KENAMAAN)

SEATING ARRANGEMENTS IMPORTANT…….

SEATING ARRANGEMENTS(SUSUNAN TEMPAT DUDUK)

1. Seating Arrangement To Be In Accordance With The Order Of Precedence.

2. The Guest Of Honour Is To Sit In The Middle.

3. When The Number Of Guests Is Odd, Seniority Begins From The Right Hand Side Of The Guest Of Honour.

4. When The Number Is Even, Seniority Begins From The Left.

5. The Number Of Guests To Sit On Stage Should Be Limited In Number And Comprising Of Individuals With Functional Purposes.

6. The Host Sits Together With The Guest Of Honour.

7. The Wives Sit To The Left Of Their Husbands.

8. At Dining Functions, All Tables Should Have Seats Fully Taken, Except Where In The Presence Of The Royal Dignitaries And Heads Of States When Two Of The Nearest Chairs From The Nearest Tables Should Be Taken Off And The Space To Remain Vacant.

32

Number Of Guests Is Odd


1


Number Of Guests Is Even

41 23


Normal Ceremony

(Audience)

W2W3 W1H3 H1 H2


Religious Ceremony

W2H3 W1H2 H1 W3

How to Emcee at Internal

Functions and Public Events

Pre-Event Info Gathering 1. Know what the

event is about2. Obtain press

releases, info

Presentation Content 1. Prepare a speaking

script, not a reading one.

2. Don’t use words that you may find difficult to pronounce.

3. Overcoming stage fright

Presentation Delivery1. Practice/rehearse as many

times as you can before the event.

2. Be enthusiastic- an audience responds to an enthusiastic speaker.

3. Don’t drone on – don’t stick to the same tone of voice

4. through each sentence.

How to plan for an event1. Info gathering 2. Know the programme3. Know who is the Guest of Honour, VIPs

Dress Code 1. Attire must

suit the occasion

Samples of Emcee Scripts

International Conference 2007

Announcing the arrival of Yang Berbahagia Datuk Dr Zainal AbidinHaji Kasim, Rector & Chief Executive Officer of UniversitiTeknologi PETRONAS

Yang Berbahagia Datuk Dr Zainal Abidin Haji Kasim, Rector &Chief Executive Officer of Universiti Teknologi PETRONAS

Assoc Prof Dr Mohd Noh Karsiti, Chairman of ICIAS 2007Organising Committee

Honourable Speakers

Distinguished Guests & Delegates

Samples of Emcee Scripts

International Conference 2007

Ladies & Gentlemen

Good Morning and welcome to the International Conference onIntelligent & Advanced Systems 2007 or known as – ICIAS 2007

This conference is organised by the Electrical & ElectronicsEngineerin Programme of Universiti Teknologi PETRONAS andendorsed by the Institute of Electrical Engineers – IEEEMalaysia Branch

OTHER ASPECT OF PRACTICING CEREMONY AND PROTOCOL

1. WELCOMING RECEPTION

1. Receiving at main door

2. Leading the guests

2. HOLDING ROOM

1. To introduce the Guest of Honour to other main guests

2. The guest of honour and spouse preparing to enter

the functions room.

3. SPEECHES

1. Maximum of 3 speeches

2. Salutations To Limit To 3 Or 4 Most Senior Guests.

4. REFRESHMENT

1. Special Room To Be Provided For The Guest Of Honour and

Several Other Main Guests.

5. SENDING OFF

1. Host To Lead The Way.

6. SOCIAL ETIQUETTE WHEN ATTENDING FUNCTIONS

1. Before / during / after the function

protocol practices 3

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