Banquet protocol

How to organize a program for an event or ceremony

The speaking order for an event hosted by or including provincial officials can be determined
using the Order of Precedence.

Order of Precedence

Normally speeches are given in ascending order, with the most important dignitary being the
last to speak. The ribbon cutting, unveiling of a plaque, or opening of a building normally
comes at the end of the speeches.

If the program for the ceremony or activity places the important moment at the very
beginning, the speeches would then be given in descending order, with the most important
dignitary being the first to speak.

For an event hosted by or including federal or international officials, speaking order may be
determined by another order of precedence.

Table seating

Hosting a formal dinner which includes government dignitaries or high-ranking officials may
seem daunting. The following "Dinner Plans" may be useful to you; the Alberta Protocol
Office will be pleased to assist you further if you have particular questions. All formal
dinners have their own particulars, so the following are suggestions which you should adapt
to your own needs.

Dinner plan

Reception

A reception allows time for all guests to arrive, and provides them an opportunity to be
introduced to each other prior to dinner. A reception should last for a designated length of
time which has been communicated to the guests. A reception of a half-an-hour is quite usual.

It may be appropriate to provide refreshments during the reception. These should be light fare
and compliment the dinner menu that is planned.

Once all guests have arrived, the reception may be concluded. Guests would then be invited
to proceed to the dining room.

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Seating Plans

Guests may be seated according to a seating plan you have prepared in advance, and for
formal dinners this is recommended. Name cards may be set at each place at the table to
assist your guests.

If the head table guests are to enter separately after others are seated, prior to their entry the
Master (Mistress) of Ceremonies (M.C.) may identify him/herself. An M.C. may speak from
his or her place or at a designated spot.

The M.C. asks the guests to stand for entrance of the Head Table guests.

Note: Head Table guests should proceed to the Head Table in the order in which they are to
be seated at the table. The Protocol Office will assist you with the seating plan for the Head
Table should you require assistance.

Optional: Guests are asked to join in the singing of the National Anthem.

The National Anthem should not be applauded.

Grace

Once everyone is at his/her assigned place the M.C. invites the designated person to say
grace. Such a request should be made in advance so that that person may be properly
prepared.

If there is a member of the clergy present, the privilege of saying the grace should be given to
him/her. However, it is good form to request that person to say grace before proceeding to the
dining room.

After grace is said, the M.C. invites guests to be seated.

Introduction of the Head Table Guests

If desirable, this would be an appropriate time for the M.C. to introduce the Head Table
guests.

Pre-Dinner Remarks If there are to be pre-dinner remarks, they should be made now before
dinner is served. In some circumstances, these remarks before dinner may be in the nature of
welcoming remarks, and the appropriate reply by the guest of honour. The M.C. will invite
each speaker to bring remarks, and thank the speakers for their remarks.. If a gift is to be
presented to the guest speaker it should be done now. At the conclusion of the remarks (and
presentation if it occurs) the M.C. can invite everyone to enjoy the dinner.

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Dinner is served

Royal Toast (Toast to Her Majesty The Queen)

If there are to be toasts, they can be given after dinner, or at an appropriate place in the
programme. However, toasts should not precede dinner. The "Royal Toast" should always be
the first toast of the evening. The M.C. asks the designated person to give the Loyal Toast;
that person invites all to rise; once everyone is silent the toast "The Queen, La Reine" is
made, with no preliminary or following remarks. Please note: guests do not clink glasses.
Afterwards, everyone is seated. For the traditions of the Royal Toast, see below.

Dessert is served

Guest Speaker(s)

If there are after dinner remarks, each guest speaker is introduced by the designated person
prior to the speaker's remarks.

The next guest speaker is introduced and proceeds with his/her remarks as above.

If a gift is to be presented to the guest speaker (and/or flowers or a gift to his/her spouse or
personal guest) this should be done at the conclusion of the speaker's remarks. If there is
more than one speaker, gifts may be presented once all speakers have concluded their
remarks.

Then, you should follow one or the other of the following scenarios:
1. The host or a designated person should thank the guest speaker(s).
Then the M.C. thanks the guests for participating and the dinner adjourns.
 
2. The M.C. thanks the guest speaker(s), and then thanks the guests for participating and
the dinner adjourns.

Summary of suggested dinner program

A summary of what is noted above is outlined below. You may wish to include this
information in your printed programme:
1. Entry of Head Table Guests
2. National Anthem
3. Grace
4. Introduction of Head Table Guests
5. Pre-Dinner Remarks (if any)
6. (Thank you to the Guest Speaker. If he /she is not speaking after dinner)
7. Dinner
8. Loyal Toast
9. Dessert

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 10. Introduction of Guest Speaker.
11. Address or remarks by Guest Speaker
12. Thank you to the Guest Speaker(s) and presentation of gifts.
13. Adjournment
14. Music by: XXX
15. Master of Ceremonies: XXX

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