AP 3950 – Hosting Elected Officials, Dignitaries and Guest Speakers

NOTE: This procedure does not apply to trustees, elected officials or dignitaries when on campus to attend athletic or theatre events.

The following protocols are meant to serve as a means to establish, maintain and enhance relationships. These protocols provide guidelines to be used when planning official functions, visits and events. Protocol is about building relationships and facilitating positive outcomes for the parties involved. The importance of protocol in fostering positive relations and outcomes should not be underestimated or overlooked. These protocols will provide guidance to planning, organizing and conducting various functions and protocol-related activities.

The College President’s Office will notify the District Chancellor’s Office of any such visits. The Chancellor’s Office will notify the Governing Board of such visits.

Planning early is important for scheduling purposes that include inviting the College President, Chancellor or members of the Governing Board to welcome elected or government officials to the District / College.

Prior to extending an invitation to such officials, a faculty or staff member should consult with his/her Division Dean / Supervisor, College Vice President and College President.

Student organizations should consult with the Vice President and President prior to extending an invitation to an elected or government official.

The scheduling of visits by state officers, YCCD Trustees, members of the State Assembly and Senate, members of the U.S. House and Senate, and foreign dignitaries shall be coordinated with the Offices of the College President and District Chancellor.

Consideration must be given to potentially overlapping visits by elected officials and YCCD Trustees.

If a decision is made to extend an invitation to elected and government officials or other dignitaries, the Office of the College President or the District Chancellor’s Office must be consulted. Invitations to local and county elected officials and local, county and federal governmental agency officials shall be copied to the College President’s Office and the District Chancellor’s Office.

INVITATIONS Invitations should, ideally, be sent four to six weeks in advance. Invitations should provide the details of the function and RSVP requirements. Information provided on invitations include: (1) Nature of the Function (2) Date, Time (3) Venue / location (including room number and street address) (4) Standard of Dress (if appropriate) (5) Contact Telephone / Email Address

COORDINATING RSVPS Care must be taken to record each RSVP as to whether the response is an acceptance or a regret. Accuracy of these records is vital to ensure that the function is adequately catered; that the allocated budget is sufficient; that there will be a name tag or place card available and in place for each guest; and that there will be sufficient seating, space, ushers and staff, programs or menus 1 and other matters dependent on the number of guests. MEETING AND GREETING ARRANGEMENTS Some of the most important arrangements that are made in relation to functions are the meeting and greeting arrangements. First impressions matter. Elected officials, dignitaries, speakers and guests expect their position to be respected, their religious values and practices to be honored, and all logistics to be in order.

Arrangements should address the logistics of arrival times and places for key guests and clients to ensure compliance with accepted protocols and to avoid embarrassment. They also address any special cultural requirements in this regard. Also, successful execution of timed arrivals may be necessary to afford special honors to a particular guest(s). Any distracting issues should be resolved quickly.

These details, specifically who will be meeting and greeting whom, when and where, will be incorporated in the function checklist.

ORGANIZING FUNCTIONS A meeting should be arranged between the clients and the organizers of the function as early as possible in the process. Where possible, an organizing team or committee should be established to help ensure all details are addressed. At this meeting, the client and the organizer(s) will establish clear expectations and responsibilities. Areas to be considered include:

 Purpose of the visit / event

 Cultural Issues - Cultural issues can impact the success of a function. To ensure cultural issues are addressed, the organizer(s) must first consider all details of the function, particularly the guest list, and determine if there will be specific cultural issues involved. The organizer(s) should then seek advice on those issues from key stakeholders and/or conduct research on the issues.

 Date and Time of the Function – Confirm the date and time of the function. The earlier the date and time for the function can be confirmed, the earlier detailed planning can begin.

 Venue – The venue will often be dictated by the function, the invitees, total number of attendees or the client. Suitable access and facilities for people with disabilities should be considered.

 Menu and beverages – Food and beverages selected at the function will be determined by factors such as budget, availability, format of the event, type of occasion and its purpose, the time that the function is to be held, any cultural or religious considerations and the venue selected. Dietary requirements / restrictions should be ascertained. Board Policy 3560- Alcoholic Beverages strictly prohibits alcohol on campus except in accordance with procedures outlined.

 Principal Speaker or Guest of Honor – Ensure that advance notice is given to all parties and detail their role at the function.

 Order of Speakers – The order of speakers at most functions is: (1) Introduction by Master of Ceremonies (2) Welcome by the host (3) The host introduces the principal speaker or guest-of-honor (4) Main speech or action by principal speaker or guest-of-honor

2 (5) Conclusion by Master of Ceremonies, including any other administrative arrangements such as an invitation to guests on behalf of the host to join them in refreshments or to move to another area.

(As a general rule of protocol, the principal speaker or guest-of-honor should speak last. This affords the principal speaker or guest-of-honor the opportunity of making any comment on speeches previously made. It also avoids the potentially embarrassing situation of the person speaking last having very little to say or do.)

 Standard of Dress – The standard of dress should be stated on the invitation to guests, whether casual attire, smart casual, business attire, jacket and tie, evening wear, black tie, white tie, etc.).

 Guest List – Take care to ensure all relevant persons are invited to attend. This is especially important when inviting dignitaries.

 Parking Arrangements

 Security Arrangements – Security is a major consideration for events involving dignitaries / VIPs and guest speakers. The YCCD Police Chief should be notified of the details of the event and provided a list of attendees as early as possible in the planning process to determine the level of security needed and make preparation for any necessary provisions. The Police Chief can also assist in considering specific logistics if needed.

 Media and/or Special Equipment – Depending on the occasion and venue selected, special equipment may be needed. This could include a speaker’s lectern, microphones, audio/visual system, bollards and rope to close off areas, directional or parking signage, shade tents, etc. Request for media services and set up should be scheduled as early as possible. Special equipment may need to be rented. Determination of equipment needs should be thorough and even small details considered.

 Photography - Depending on the nature of the event, it may be appropriate to arrange for a photographer or ensure a designated person is present with a camera to take photos. This is especially important for events of historical significance such as groundbreakings, openings or dedications. If photos are to be taken, the relevant people should be advised ahead of time.

 Drafting the Checklist – It is recommended that a detailed checklist and Order of Proceedings be prepared for all events. The Order of Proceedings should identify who will be responsible for each detailed task during the course of the function. Copies should be provided to the organizer(s), the client, and all parties having any responsibilities during the course of the function.

 Acknowledgments for Speech Notes – Correct titles and order of acknowledgements of principal speakers and guest(s)-of-honor at the function is an important protocol that will avoid embarrassment.

 The Master of Ceremonies – It is usual to appoint a Master of Ceremonies or an announcer to control the Order of Proceedings. Depending on the function, the host may formally welcome guests, give a short overview of the function and introduce the principal speaker. Alternatively, the principal speaker may be introduced by the Master of Ceremonies.

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 Preparing Nametags – Take care to ensure each nametag reflects correct titles and spelling. Nametags may be prepared in a different color for guests-of-honor to assist other guests in recognizing them. Name tags should also be made for District and College staff who are attending the event as host representatives. Extra nametags and markers should be on hand should a substitute guest arrive or a name tag require alteration.

 Order of Precedence – An order of Precedence is used to draft acknowledgements and make seating arrangements.

 Arrange Media Coverage

 Finalize Function Details – All function details should be re-confirmed prior to the event, allowing sufficient time to make alternative arrangements if needed.

 Briefing the Client – Event details should be reviewed with the client / guest ahead of time to avoid any surprises.

HANDLING SPECIFIC REQUESTS As stated previously, protocol is about building relationships and facilitating positive outcomes for the parties involved. The importance of protocol in fostering positive relationships and outcomes should not be underestimated or taken lightly. To the extent possible, attention must given to accommodate special requests by officials, dignitaries, guest speakers and their assistants.

COORDINATING THE FUNCTION Set Up – Organizer(s) should arrive early and check any set-up needed (table / seating arrangements; nametags; doors are unlocked; restrooms are clean and unlocked, refreshments are available, etc.)

Briefing Key Personnel – Prior to the function, key personnel such as Media Technicians, the caterer, Master of Ceremonies, etc., should be briefed on the Order of Proceedings and other protocol matters such as correct titles, etc.

Arrival of Guests – Ensure someone is assigned to greet guests and help find their nametags as they arrive.

Refreshments – Ensure bottled water is available for speakers at the podium or table.

FLAG PROTOCOL There are many federal and local references for flag protocol, such as:

 Beale Air Force Base Office of Public Affairs: (530) 634-8887  Department of Veteran Affairs: http://www.va.gov/opa/publications/celebrate/flagdisplay.pdf  USFlag.org: http://www.usflag.org/flagetiquette.html  Washington Center For Protocol: www.theprotocolpartners.com

4 AFTER THE FUNCTION Details for closing down / cleaning-up after an event may include the following:  Ensure the venue is restored to its prior condition / replace furniture to its original location if necessary  Disable electronic equipment / sound system  Remove decorations if necessary  Return of rental equipment  Follow-up correspondence / thank you letters  Distribution of complimentary photographs

HOSTING VISITING DIGNITARIES Key Considerations should be given to the following:

 Purpose of the Visit  Identify any cultural issues to avoid the potential for embarrassment or incident  Arrival and departure times should be considered and built into the program.  Transportation  Security  Media Coverage  Finalizing the program

Once the draft program has been developed, the draft should be provided to the VIP assistant / representative for final approval.

Once approved by the VIP assistant / representative, all appointments and arrangements should be confirmed. A final itinerary complete with dates, times, appointment locations and purpose, modes of transportation details and officials participating should be prepared. Contact information for the offices and key personnel involved in the visit should be included. Short biographies and background information should be included for the benefit of participants.

Checklists and fact sheets should be consulted to ensure all necessary arrangements have been put in place.

A final review of flight arrivals, pick-up times and transportation arrangements should be made.

HOSTING GUEST SPEAKERS Key Considerations should be given to the following:

 Topic of speech  Agreement For Services / Contract / Hold Harmless Agreement  Payment  Marketing / Advertisements (posters, newspapers, fliers, website, portal, media, etc.)  Identify any cultural issues to avoid the potential for embarrassment or incident  Arrival and departure times should be considered and built into the program.

5  Transportation  Confirm use of venue  Special Invitees  Reception held before or after event  Security – The YCCD Chief of Police should be notified as early as possible in the process of the event and provided with all details of the event including topic to be presented, audience make-up, any dignitaries attending, etc. The Chief can assist in determining logistics and will determine the appropriate level of security needed. It is especially important to ensure the Chief is made aware of any controversial topics to be presented.  Parking – determine parking location, provide parking pass/permit for all relevant parties  Suspend Ticketing for event  Technical Requests (A copy of any technical requests should be forwarded to the Theatre  Technician or Media Technician, if applicable.)  Work with agent or designated representative to ascertain length of speech, if there are contractual stipulations the college/district needs to comply with.  Hold Harmless Agreement  Media Coverage  Finalizing the program  Introduction of speaker

DEBRIEF / EVALUATION Within one week after the event, convene the organizing team or committee to review the Checklist and Order of Proceedings. Identify any problems encountered and discuss corrective action for improvement.

Reviewed November 2014 Approved by the YCCD Board of Trustees November 13, 2014

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