Unit 6

Protocol:

Protocol is a diplomatic and political term that refers to appropriate behavior and rules of
conduct for a particular situation or event. Protocol can also be a more sophisticated word to use
to denote appropriate actions or rules in business

The word "Protocol" means the correct and appropriate way of doing things. Organizations
need to equip staff with skills in protocol, etiquette and events management through training.
This investment will build solid and productive relationships with business associates and will
result in better outcomes for the organization.

The face to face communication opportunities created by events provide business people with
the most powerful of opportunities to influence their colleagues, clients and investors. Smooth
well run events reflect well on any business building its reputation and standing.

In today's business and diplomatic world, Protocol has become a sophisticated and a strategic
asset. Protocol guides how we behave socially, conduct business and interact in specific
situations.
This has positively impacted on how people live and work together, with less friction caused at
times by barriers in the socio cultural environment that we operate in. Traditionally protocol
tended to have a narrow definition and therefore was classified as of operational rather than
strategic significance. Protocol is more than escorting visitors and order of precedence. In
Government and corporate world, it enables people of diverse backgrounds and social
orientations to carry on business in a friendly atmosphere and manage today's complex and
cosmopolitan world with ease and finesse

Objectives of Protocol
Following are the prime objectives:
 Increase and strengthen participants' protocol and etiquette skills in handling dignitaries.
 Equip participants with skills to navigate today's culturally diverse business
environment.
 Develop participants' skills in orchestrating VIPs visits, meetings, ceremonies and
special
 events.
 Identify the various tasks in management of events and the human and physical
resources
 required to stage successful events.
 Equip participants with skills to organize events without the help of event coordinators
thus saving the organization some money.
 Review and determine the different marketing strategies appropriate for the event being
managed.
 Promote acceptable manners and respect for others
Features of protocol
Titles, Dress for Formal Occasions, Protocol for Speakers
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 :-

 Purpose of the visit
 Time allocated for the visit
 Who will cover expenses of transport, meals, parking and accommodation
 Provision of a meal for their spouse
 Any special needs?
 Food, equipment. Indicate appropriate dress. Does the guest require transportation/
accommodation

Protocol for addressing a person /Titles

 “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. Dress for

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

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.

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

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 sit 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 Country
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.
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

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
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

Protocol for sporting ceremony

Opening game and closing ceremony( OLYMPICS)

The philosophy and ceremonial aspects which surround the Olympic Games distinguish them
from all other international sports events. Through music, song, dance and fireworks, the
opening and closing ceremonies invite people to discover the culture of the country in which the
Games are taking place.
In addition to these celebrations, there are some very precise rituals at the ceremonies. It was at
the 1920 Games in Antwerp that most of this protocol was put in place. It has been developed
over subsequent editions of the Games.
Today, Rule 55 of the Olympic Charter specifies some of the protocol that has to be followed
during the ceremonies and the words used by the head of state of the host country to open the
Games. The other main points of the opening ceremony are:
 The entrance of the host country head of state
  The national anthem of the host country
 The parade by the participants
 The symbolic release of doves
 The opening of the Games by the host country head of state
 The Olympic anthem, played as the Olympic flag is brought into the stadium and hoisted
 The Olympic oath taken by an athlete
 The Olympic oath taken by an official
 The Olympic oath taken by a coach
 The final leg of the Olympic torch relay and the lighting of the cauldron
 The artistic programme

Olympic oath by Sports Players

when an athlete swears the Olympic oath at the opening ceremony, he or she undertakes, in the name of
all the other competitors, to abide by the rules and take part in the competitions in a spirit of
sportsmanship.
The taking of the Olympic oath by an athlete has been part of the protocol of the opening ceremony since
the 1920 Games in Antwerp. The text of the oath, written by Pierre de Coubertin, was modified at the
2000 Games in Sydney, and now includes a phrase affirming the athletes’ commitment not to use drugs

Crowd Management
Crowd management must take into account all the elements of an event especially the type of
event, characteristics of the facility, size and demeanor of the crowd, methods of entrance,
communications, crowd control, and queueing

It comprises of the steps taken to organize and manage crowds. The key points to consider
are:
1. The number of people at the venue
2. The likely behavior of the spectators
3. The timing of the event, session times and peak times
4. The layout of the venue and other facilities
5. The security services
6. Conduct an evaluation of all structures available for mosh pit management
7. Obtain engineering and specialist advice
8. Isolate the mosh pit from general audience.
9. Introduce mosh pit safety announcements in advance of the and during shows.
10. The legal requirements and general guidelines.
.

(i) Crowd Actions: To have an effective plan, facility management must be aware of the
characteristics of the audience attracted by a particular event. Once the facility operator,
police commander and event promotor know their crowd they must plan accordingly.
Hundreds of thousands of events are held nationally and few, if any, have problems. But
unquestionably, new and unexpected difficulties have been arising. In major cities, for
example, some police officers have informally estimated that at any one time anywhere
from one half to two percent of the spectators at sporting events are carrying handguns.
There are four types of conditions that can create crowd management problems:
(1) Problems created by a crowd from within; (2) Problems created for a crowd from
outside; (3) Environmental catastrophe; and (4) Rumor. These threats must be considered
by those responsible for managing crowds.

(ii) Public Education: Schools, governmental and social service agencies have prepared us to
confront many situations which pose serious threats to our personal safety. Fire drills teach effective
escape procedures; driver educations courses encourage safe driving; and Notes
first aid, saving lives.

III) Drugs and Alcohol Abuse: Drug and alcohol abuse is a national crisis, not just a problem at
rock concerts. That recognition does not, however, diminish the problem at rock concerts
and at other events where patrons use illegal drugs or abuse alcohol. The complex and
overwhelming task of enforcing drug and alcohol laws at major events without violating
individuals rights has facilities and law enforcement agencies directing their attention to
drug sellers rather than to users.
The sale of alcoholic beverages at rock concerts and other events where rowdy audiences
are expected or where a high percentage of the audience will be under the legal age for
consuming alcohol can have adverse effects

Crowd Management and Evacuation

 Event organizers are responsible for crowd control and management at their event
including ACE:
o Aisles are kept clear and unobstructed at all times. No sitting or standing is permitted in
aisles or egress paths to exits
o Capacity of the Venue Space. Know the Maximum Legal Occupancy and ensure that it is
not exceeded
o Exits are clear and unobstructed at all times and assist in facilitating evacuation of the
venue in the event of an emergency 
 controlling access to the event to prevent overcrowding
 ensuring that audience members are not standing or sitting in aisles or exit ways
 facilitating evacuation of the venue in the event of an emergency
 Immediately prior to the start of any event in a venue holding more than 49 people, an
announcement must be made to notify occupants of the location of exits to be used in the case of
a fire or other emergency and advising occupants that if the fire alarm sounds they must evacuate
from the building

Emergency Planning and Procedures:

EMERGENCY EXIT ANNOUNCEMENT

 

1. An audible announcement is required at events attended by more than 50 people and must
be made not more than 10 minutes prior to the event start.
2. The announcement shall include:
1. The location of emergency exits;
2. The requirement to evacuate should the fire alarm sound; and
3. Any specific venue instructions.

 
CROWD CONTROL MANAGERS
 

1. Requirements:
1. Trained crowd managers are required when attendance reaches 1000.
2. One crowd manager is needed for every 250 attendees. The following table
displays the crowd manager requirements for up to 2500 people. Beyond this, one
crowd manager would continue to be added for every 250 person increase in
attendance. 

Identify key Risks affecting crowd safety

Hazards from crowd dynamics

 Surging and swaying leading to crushing between people and against fixed structures
 Falling and being trampled underfoot
 Dangerous behaviour, such as climbing onto equipment/structures or throwing objects

Hazards from venue or event activity

 Pedestrians and moving vehicles sharing the same space

 Audience being close to an activity, for example in motorsport or at an air show
 Collapse of a temporary structure
 Poorly maintained and inadequately lit pedestrian routes
 Poor ground conditions
 Lack of suitable entrances and exits
 Stalls and concessions obstructing crowd movement and leading to congestion at
entrances and exits during busy periods

Implementing Emergency Planning and Procedures

Develop an emergency plan

Most event emergency plans should address the same basic requirements, to:

 get people away from immediate danger

 summon and assist emergency services
 handle casualties
 deal with those who have been displaced but not injured (eg at a festival with camping)
  liaise with the emergency services and other authorities and, where the situation is
serious, hand over responsibility for the incident/emergency
 protect property

Emergency procedures

Procedures for staff and volunteers to follow in an emergency should include:

 raising the alarm and informing the public

 onsite emergency response, ie use of fire extinguishers
 summoning the emergency services and continuing to liaise with them
 crowd management, including evacuation where necessary
 evacuation of people with disabilities
 traffic management, including emergency vehicles
 incident control
 providing first aid and medical assistance

First aid, medical assistance and ambulances

As well as workers, HSE strongly recommends that you include the visiting public in your first-
aid, medical and ambulance needs assessment. Make sure you will have enough medical
assistance and ambulances onsite and liaise with your local NHS and ambulance service so they
can balance your needs against their local capacity.

Except for small, low-risk events where ambulances may not be required, and at events where
they are not onsite, plans should be drawn up in conjunction with the local NHS ambulance
service to clarify how patients will be taken to hospital.

Security and Incident Reporting

Incident reporting is the process of notifying a user or administrator of an abnormal event,

process or action identified on a computing device, system or environment.

It is part of the security incident and event management Incident reporting is also known as
security incident reporting or incident tracking.

Some of the incidents reported may include:

 Violation of security policies/procedures

 Unauthorized access/access attempts
 Abusive use of an alcohol
 Suspicious Behaviour