Rotary Protocol and Decorum

Protocol is a late middle ages English word which denotes the original minute of an agreement, forming the legal authority for future dealings relating to it. The word originated from the old French word prothocole, referring to the collection of set forms of etiquette to be observed by the French head of state. Today, the most common meaning of protocol is "a system of rules that explain the correct conduct and procedures to be followed in formal situations."

When referring to data communication, computer systems, and information technology, the term protocol is used to refer to "a system of rules that allow two or more entities of a communications system to transmit information via any kind of variation of a physical quantity." HTTP, for instance, is usually found when browsing the world wide web. It is the underlying protocol that defines how messages are formatted and transmitted.

As can be noted, whether the term is used to refer to the conduct and procedures to be followed in meetings and events, or to computer data communication, the underlying purpose of having a set of protocols is to have order in everything, and so that everything will be in order.

Thus, whenever a Rotary Club organizes functions and meetings, established protocols must be observed. According to the Rotary International website, "a proper observance of protocol enhances the prestige of the concerned club and also brings decorum." The website also gives a few hints on protocol, and let me quote them below for easy reference:

1. Any Rotary meeting hosted by a club, and / or a regular meeting of the club should be presided over by the President of the club. The meeting should be called to order by the President and not by the Master of Ceremonies.

2. Any Rotary meeting hosted by the District or District Committee will be presided over by the District Governor. Governor will call the meeting to order.

3. The protocol to be observed in order of precedence of greetings is District Governor, Past District Governors (seniority wise), District Governor Elect, District Governor Nominee, District Officers, President, Past President, President Elect, and Secretary and so on.

4. The General Rule is that current position takes precedence over past position, past position takes precedence over future position, accompanying spouses will have the same ranking.

5. Once protocol is observed in a meeting initially, the subsequent speakers need not repeat the protocol. This will help save time and avoid possible foul-up of protocol.

6. If the Mayor or the First Citizen of the town is present in a meeting, he should be invited to the dais and should be recognized first.

7. In any Rotary meeting if the Governor is present as the Chief Guest, he should speak last. After the speech of the Governor, there should be no further speeches. The only item after his speech should be acknowledgments and vote of thanks.

8. During the official visit of the Governor to the Club, there should be no other Chief Guest, Governor being the only one.

9. All Rotary club meetings, except training or normative sessions should be concluded as far as possible, within one hour. Care should be taken to ensure that that standard and values of Rotary are not diluted or compromised at meetings.

10. The functions of Master of ceremony, if at all necessary, should be limited only announce the item of the agenda to be followed. He / she is not expected to make comments on the speeches or assure anything on behalf of the club, which should only be the prerogative of the Presiding Officer.

It is ideal for every Rotarian to know these protocols so that they can contribute in properly organizing and executing Rotary meetings and events.