Festive Event Management

Subject Code: CEM4103

Lecture 9

Developed & Presented by :

Roy Ying

Protocol & etiquette,closing ceremony, and post-event

reporting of festive eventsNote: Pictures used in this

power point file is for academic

Purpose only

Table of Content

• Protocol & etiquette

• Case studies sharing

• Recap meetings (post-event report)

What is protocol?

• Although more frequently used in diplomatic language, protocol is a set of unwritten rules or guidelines that are peculiar to every culture or festival, and are supposed to be observed by all partiesin the conduct of an event or communications

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Why is protocol important?

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Why insulting?

Quote from President Aquino in response to a letter sent by HKSAR CE Donald Tsang over the Manila hostage tragedy:

“We decided not to respond to that letter sent by the Hong Kong government, which we found insulting. We just coursed our response through the People's Republic of China government, that we think the letter we received wasn’t proper, that we didn't like its tone.”

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Protocol in event manager?

• The event manager is usually in charge of the secretariat serving the OC

• OC’s terms of reference usually involves

– Membership composition

– Chairman’s authority

– Scope of Responsibilities

– Term

– Procedural matters

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Seating – always refer to the order

of precedence

Source: HKSAR

Protocol Division

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Setting of Meeting Plan

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Stage seating plan samples6

4

2

1

3

5

7 Page No.

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Signing Ceremony

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photographer

Host

Most important guest

2nd row

3rd row

Group Photo

• Setting

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Who decides where CE stands?

Why these people stand in front?

• HKDBA Chairman Dr Raymond Ma (second right),

• HKTB Chairman Mr James Tien (middle),

• Chairman of the Assessment Committee of Mega Events Fund The Hon Jeffrey Lam Kin-fung, SBS, JP (far right),

• Chairman and CEO of Sa Sa Cosmetic Company Limited Dr Simon Kwok and MrsKwok (second left and far left)

• There is a reason why I was standing there on the 2nd row 8 spots left of the officiating guest

Who makes these rules?

• Protocol originates from foreign diplomacy

• Very important in making sure that the ceremony is conducted the “right” way

• Two major principles:

– Order of precedence

– Right of honor

Order of Precedence

www.protocol.gov.hk

Who ranks highest, lowest?

• 馬道立

• 唐英年

• 黃仁龍

• 曾鈺成 • 董建華

How they should be addressed?

Right of Honour

• Internationally recognized protocol - With the host in the middle, the most important guest should always be on his / her right hand side

Samples of Banquet Plan

Seating / standing protocol6

4

2

1

3

5

7

AU

DIE

NC

E

CA

ME

RA

Class Exercise

• You are the festive event manager for CNY New Year Parade. You are planning for the group photo.

• Please properly place the following persons in the front row:– Financial Secretary

– Secretary for Business and Economy Bureau

– Commissioner for Tourism

– Chairman of HKTB

– CEO of HKTB

– Chairman of Mega Funds

– Chairman of title sponsor

– Special guest of the No. 40 million tourist to HK

Dress Code

Black Tie (Men)

- black, hip-length coatwithout tail and with silklapel

- Black trousers

- White shirt with studs

- Wing, turn-down collar and bow tie

- Black shoes and socks

- French cuffs with links

Dress Code

Sometimes called White Tie (Women)

- Knee length cocktail dress

- Floor length ball gown

- Long skirt with top

- High heels shoes

Basic Rules in Event Protocol

• Considerations for Banquet– Cultural Difference: Know your Audience

• Islam (No pork), Hindi (No beef), Buddhist (Vege)

• Timing of event should not clash with major festive season

– For VIP guests• Ask if they have food allergy

• Right or left handed

• Seat arrangement for VIP staff

– Others• Menu to be printed on each table

• Table tent card with guest’s name

• Table numbering or names

• Invitation card, RSVP and reception logistics

Closing ceremony

• Major festive events should have closing ceremony, i.e., Olympics

Closing ceremony

• Even the local ones should have a “finale”to mark its ending, i.e., Shatin Fair

Closing ceremony

• Commercial festival “sell” closing ceremony slots to major sponsors / delegates

Closing ceremony

• Closing ceremony is part of the festival

• It concludes the festival incorporating the major elements

• Festive event managers need to plan which elements to extract from the previous activities well ahead to package this closing ceremony so it will not appear to be a stand alone event, but rather as a grand finale

Post event report

• What element should be included

• Depends on the festival’s objectives, but usually the following is a must:

– Number of visitors

– Number of media hits

– VIP activity recap / photo gallery

– Activity listing

Post event report - sample