EVENT MANAGEMENT

Event Protocol

MARCH 22, 2022

BHAVIKA KESHAV GHOLAP
Roll No- 19010
An event can be described as a public assembly for the purpose of celebration,
education, marketing or reunion. Event management is a powerful blend of
creative and technical skills, essential for the creation and delivery for the
creation and delivery of any live experience be that a wedding, festival, private
party, sporting event, conference or meeting. Event management firms are
frequently hired to plan and execute large-scale company meetings and special
events. While weddings and concerts are common events for an event
management professional, sporting events, reunions, and large parties are also
occasions that can benefit from event management.

The term “Protocol” comes from the Greek and means “First glue.” It may be
said that Protocol us the “glue” that holds official life in our society together.
Protocol reflects mutual respect and consideration and is especially when
bringing together dignitaries between nations. Protocol includes the proper
way of addressing dignitaries, to the way to dress for an event. It is a set of
tradition practices that have long been accepted and used when dealing with
and meeting with others. It is also Includes where to seat your guests at a
dinner and how to fly the flag.

Inviting Guests- Invite guests at least 3 months from event. A verbal contract
followed by written confirmation is appropriate. Also follow up one two days
prior to ensure all arrangements are in order. Discuss with them purpose and
time allocated for the visit, also indicate appropriate dress if any particular
dress code is there. Discuss expenses of transport, meals, parking and
accommodations and any special needs for food, equipment.

Protocol for addressing person- “Sir” is generally considered as an acceptable

alternative to the formal address in both spoken and written greetings, and use
of madam or ma’am for a female is acceptable.

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 name of
the person of greater authority is always spoken first. The name of the person
of lesser authority is always spoken last.
The timings and the length of speeches need to be discussed with the speakers
before the event.

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. Once you have determined who is of higher rank, then
it is just a matter of placing people around a table.

When there is 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. The highest ranking man generally sits to the right of the hostess, and
the wife of highest man, or the highest ranking women herself sits to the right
of the host. No two men or two women set side by side.

Protocols of Flag Flying- The National Flag should be hoisted at a height in a

suitable manner. Whenever the flag is hoisted, it should occupy the position of
honour and be distinctly placed. Where the practiced is to fly the flag on any
Government building. 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. If there is a line of flags, the National flag should be
in middle.

Dress for formal Occasions – The appropriate dress for formal occasions
should be included on the invitation. 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 when the hand is extended for a handshake, the name
badge is easily readable.
Promote hand washing, respiratory hygiene and social distancing at the event. Make
sure you have emergency contact details for all participants, including where they
are staying during the event. You should make it clear to them that this information
will be shared with the local public health authorities to enable rapid contact tracing if
a participant at the event becomes ill with COVID-19. The event organisers need to
have an agreed preparedness plan in case one or more participants become ill with
COVID-19 symptoms. This should include rapid isolation of the ill person and their
safe transfer to a local health facility. You should consider whether the number of
participants at the event could be reduced, making available participation by video or
teleconference and possibly screening participants for COVID-19 symptoms (cough,
fever, malaise) at points of entry to the venue. You can find advice on how individual
participants can protect themselves and their loved ones from COVID-19 

High profile international sporting events such as the Olympics or World Cups as
well as international religious events such as the Hajj count as mass gatherings.
However, lower profile conferences and events can also meet WHO’s definition of a
mass gathering. An event counts as a “mass gatherings” if the number of people it
brings together is so large that it has the potential to strain the planning and
response resources of the health system in the community where it takes place. You
need to consider the location and duration of the event as well as the number of
participants. For example, if the event takes place over several days in a small island
state where the capacity of the health system is quite limited then even an event with
just a few thousand participants could place a big strain on the health system and
then be considered a “mass gathering” event. Conversely, if the event is held in a big
city in a country with a large, well-resourced health system and lasts just a few
hours, the event may not constitute a “mass gathering” event.

If you choose to attend a gathering, practice prevention measures, regardless of

your COVID-19 vaccination status:  

 keep at least a 1 metre distance from others;

 wear a mask; 
 avoid crowded or poorly ventilated areas; 
 cover coughs and sneezes with bent elbow or tissues; and  
 clean your hands frequently.  

These measures are a good idea to protect yourself and others, even when the
event or venue doesn’t require you to practice them.  
Event standards across the globe-

Agenda — Program order

• Normally prepared for the public or speakers (order of speakers and their titles/topics)

• Timeline — Timed program order (with cues)

• Minute by minute outline of the event (speakers, A/V cues, stage direction, etc.) — normally for
event coordinators •

Script— Timeline and Remarks together

• Timeline inclusive of what the speakers will say — normally for event coordinators and
speakers/MC

• Remarks — Talking points or speech for speakers

• Speech — Normally for speaker