Seek Information

on Appropriate
Protocol
Topic 8
2 Introduction

INTRODUCTION

Planning VIP events is not something we

encounter every day.

These events are special, and the rules that

apply are special and new. It is also different
when your event is to be attended by high
officials, ambassadors, or company top
management.
3 Introduction

What is Protocol?

Protocols are actually standards, customs,

and rules laid down in writing that are
common at certain types of events and that
everyone who is directly involved in the
event planning must abide by.
3 Function

PROTOCOL STEPS IN PLANNING

PARTICULAR EVENTS
1 Rule#1 : VIP guests should be welcomed in certain ways

2 Rule#2 If the VIP individual is from another country

3 Rule#3: Where will the VIP sit?

4 Rule#4 Start of the event and the VIP guest

Rule#5 The art of communicating with the staff of other Event Protocol
5
departments
3 Function

PROTOCOL STEPS IN PLANNING

PARTICULAR EVENTS
1 Rule#1 : VIP guests should be welcomed in certain ways

2 Rule#2 If the VIP individual is from another country

3 Rule#3: Where will the VIP sit?

4 Rule#4 Start of the event and the VIP guest

Rule#5 The art of communicating with the staff of other Event Protocol
5
departments
3 Function

PROTOCOL STEPS IN PLANNING

PARTICULAR EVENTS
1 Rule#1 : VIP guests should be welcomed in certain ways

2 Rule#2 If the VIP individual is from another country

3 Rule#3: Where will the VIP sit?

4 Rule#4 Start of the event and the VIP guest

Rule#5 The art of communicating with the staff of other Event Protocol
5
departments
3 Function

PROTOCOL STEPS IN PLANNING

PARTICULAR EVENTS
1 Rule#1 : VIP guests should be welcomed in certain ways

2 Rule#2 If the VIP individual is from another country

3 Rule#3: Where will the VIP sit?

4 Rule#4 Start of the event and the VIP guest

Rule#5 The art of communicating with the staff of other Event Protocol
5
departments
3 Function

PROTOCOL STEPS IN PLANNING

PARTICULAR EVENTS
1 Rule#1 : VIP guests should be welcomed in certain ways

2 Rule#2 If the VIP individual is from another country

3 Rule#3: Where will the VIP sit?

4 Rule#4 Start of the event and the VIP guest

Rule#5 The art of communicating with the staff of other Event

5
Protocol departments
 2 Feedback

SEEKING STAFF FEEDBACK

The staff feedback is vital, given that they are the people who can provide a
firsthand account of how the event went. Receiving feedback from operational
staff is essential and can assist in assessing the overall running of future
functions.

POSITIVE FEEDBACK NEGATIVE FEEDBACK

Current procedures and methods

Positive feedback reaffirms may need to be revised. Negative
the current procedures are feedback should be accepted and
working well addressed in action taken, where
and when necessary, to avoid the
same situation from recurring.
3 Feedback

Staff should feel comfortable sharing honest opinions

without fear of negative consequences. Encouraging open
communication allows them to discuss:

1 What went right and how this can be replicated

What went wrong and what changes need to be made to

2
correct this in the future

3 Any ideas or suggestions for improvement.

 9 Sponsors

Meeting with sponsors after the event

It is important to communicate with sponsors after the conclusion of an event. If
your event is an annual one, the gesture will set the stage for repeat
sponsorship, and even if not, the move will reassure sponsors that their
investment was a smart one. The importance includes:

1 Arranging a meeting with sponsors to debrief the event

2 Issuing a proper and appropriate thank-you

Providing post event data and reporting that will show your
3
sponsors how your event successfully met their objectives

4 Following upon on issues that are outstanding.

3 8.2

INTEGRATE APPROPRIATE
PROTOCOL PROCEDURES INTO
WORK ACTIVITIES
Introduction
The events business protocol helps events business owners and
managers to develop a professional image with vendors, customers
and employee and other set of stakeholders.

Each event should have some form of invitation that outlines all of the
pertinent details. These include the theme of the event, dress code,
start time and any protocol that the guests may be asked to follow
such as a gift exchange.
3 8.2

RECEIVING LINE

When you are forecasting an event that will have 200 or more
attendees, a receiving line can be a more professional and
efficient way for the event's hosts to greet guests. In an event
avoid isolating guests such as vendors, employees and customers.
Have executives maintain a receiving line at the beginning of the
event to get important introductions out of the way as guests
arrive.
3 8.2

The Importance of VIP Arrival Procedures: Meeting

Professionals Best Practices for Making Outstanding First
Impression

Executive Travel Directors knows that for Meeting Planners and

Travel Directors alike, dealing with VIP attendees requires extreme
attention to detail. Meeting Professionals must take every precaution
to reduce error and provide a sale and memorable program
experience for high-profile guests.While every program inevitably has
mishaps so it is the VIP Travel Director's job to minimize metakes
especially around VIPs. A minor issue with a VIP has the ability to
compromise the overall success of a program.
3 8.2

The Importance of VIP Arrival Procedures: Meeting

Professionals Best Practices for Making Outstanding First
Impression

First impressions are key therefore, VIP Travel Directors (VIP

TDs) are expected to put forth every effort to ensure VIP
guests are pleased from the moment they arrive at their
meeting destination. Below are some tasks that stress he
independent Travel Directors when preparing for VIP arrivals
and greeting them at the airport.
3 8.2

Showcasing the diligent planning of clients in Preparation for VIP arrival,

the VIP TD must complete the following:

1 Maintain chronological transportation grid of VIP arrival/departure

2
Devise transportation plan with Transportation TDs; communicate plan to
client and remaining onsite support

3 If VIPs travel by private jets, obtain tail numbers and airport contacts to
call and receive flight updates/delays

4 Meet with Destination Management Company(DMC) to review VIP ground

transportation plan

5 Does VIP prefer sedan or limo?

3 8.2

When picking up a VIP from the

airport, the VIP TD must complete
the following:

1 Ride with a sedan or limo driver in passenger seat

to pick up the VIP at the airport >30 mins before
the VIP ETA
Inform the driver with the ff. :
- VIP name
- not to smoke, play loud/ offensive music
- chat excessively with the VIP
- Where to park while VIP TD greets VIP 
4 8.2

When picking up a VIP from the

airport, the VIP TD must complete
the following:

2 Greet VIP at the gate/baggage claim with

personalized claim (avoid using company
/program name)

Offer to assist with luggage

Utilizes skycap to ensure all luggage
makes it to the Sedan/Limo
5 8.2

When picking up a VIP from the

airport, the VIP TD must complete
the following:

3
Escort VIP to vehicle and ride back to
the hotel in the passenger seat.
6

When escorting a VIP onto the hotel

property, the VIP TD must complete
the ff. Task

01. Schedule TD and bellman to

wait by the entrance for VIP
arrival to assist with luggage

02. Offer to confirm departure

information and obtain boarding
passes if possible.
10 Conclusion Suggestion

Update Knowledge
on Protocol
Keeping up-to-date with what is happening in the
industry is an essential pre-requisite for managers.
The dynamic nature of the industry demands
managers practice donands. Just to name a few.
This information must be analysed and then
factored into stay individual workplace
performance.
2 Sources Of Informations

WHAT ARE THE

SOURCES OF
INFORMATION?
 7 Sources Of Informations

Written material
1 Reference books 3 Newspapers

Topics include cooking, cocktail Especially food reviews,

mixing, housekeeping, industry movements, travel
management, and operational articles and issues of interest
subjects.

2 Trade magazines 4 Relevant newsletters

These usually come in electronic
May be purchased from form and are mostly free of charge.
newsagents or obtained via They are often produced by
subscription industry suppliers or support
services
8 Sources Of Informations

5 Brochures
Most suppliers, competitors and support industries provide printed
information relating to:

Product information
Services provided
Contact details for their business, including hours of operation
New releases, events etc.
Advertisements whether in the media or in other formats (brochures,
flyers) these are an excellent source of information about new
products and services, changes to existing products, prices, special
deals and offers
9 Sources of Information

Internet

Suppliers - food, beverages, other supplies, equipment

Industry associations
Government bodies - such as liquor, gaming, food safety,
occupational safety and health, and tobacco sites
Specific venues - these should be properties similar to the
one where you are working so you can compare what similar
venues advertise, offer and do
10 Sources of Information

Conferences and Seminars

A great source of industry contacts - it is beneficial to begin

'networking' as soon as possible
Good source of new ideas, new products, and new industry
thinking.
A good opportunity to share and test ideas.
11 Sources of Information

Industry Associations
Product Launches
Industry associations are bodies that
These events are good venues/properties can elect to join
networking opportunities and that serve specific industry sectors.
they also provide product Many have newsletters, magazines or
knowledge about the product regular mailings of some sort to keep
being launched. the membership up-to-date with
what's happening.
12 Sources of Information

Colleagues, Supervisors and Managers

These people are your first-line sources of information. Ask

them questions whenever you need to find information. Get to
know them and actively seek out their opinions, experiences,
views etc. Talking to these people demonstrates your interest
in the industry, and the more you talk to them the easier it will
become to ask subsequent questions.
13 Sources of Information

Market Research Data

Where you venue undertakes structured market research,

make sure you obtain the results of the research. This is an
excellent source of information about what customers want,
need, expect, prefer etc. Market research data helps you
remain costumer-focused.
14 Sources of Information

More on developing your own industry network

To develop a useful and representative network of contacts

you will need make deliberate attempts to target and talk to
people you respect within thd dustry. This includes owners,
workers, managers and others. Make yourself known and
visible.
15 Sources of Information

More on developing your own industry network

Keep in the loop' which means:

You need to contact your contacts/network when you find out
something you think they might like or need to know this
highlights the two-way nature of the concept of networking
You need to occasionally contact them just to 'stay in touch' even
when there is nothing specific to pass on to them often they
remember something they need to tell you, and your call
demonstrates you value them as a contact.
16 Sources of Information

Talking to the reps

Sales representatives visit suppliers regularly to take orders,

discuss industry trends, and inform about product releases,
stock outages, and price increases. They are excellent
sources of information about their products and the industry,
as they visit numerous properties and speak to staff.
 Steps after collecting information
Take the time to read, digest and understand it - what is it saying? Is it applicable to
1
your venue or department? How is it relevant?
Determine the impact of incorporating this knowledge in to the operation of the property - what
2 would need to change in the venue to adopt this knowledge? What impact would such a change
have on other areas, training, service flow,existing systems etc?

3 Consider the costs of implementing the knowledge, what would it cost. Also consider
the cost to the venue of not introducing or acting on this information.

4 Talk to others to get their opinion and input. What are their thoughts? Do they agree
with you are do they hold contrary views? What are their reasons for agreeing or
disagreeing?

5 Generate a proposal - detailing what you want to introduce or change and why. Make
sure the proposal is costed and details how the proposal would be implemented and
the flow-on impacts on other areas

6 Make a presentation to senior management about your idea.

 Researching Information

1 The standard ways to maintain awareness of new ideas and items that could be of
use are:

2 Networking with others. This can include forming a business relationship with other venues that
offer functions and talking to them about what they are doing or initiatives they are aware of.

Talking to suppliers especially those who are in the functions sector - and can be
3 expected to provide equipment to support these occasions. Personally visiting
suppliers is also worthwhile.

4 Doing online research to view the items available from suppliers and search 'events
and functions' to identify new sites and ideas .

5 Attending functions. You should strive to attend as many as you can to pick up ideas.
THANK YOU
Group 7