EVENT PROTOCOL WORKSHOP

EVENT PROTOCOL

WORKSHOP

Ofce of Community Relations, Protocol and Special Events

SECTION I

Deﬁnition of Protocol 3

Quality Matters 4

Service Excellence 5

Event Protocols 6

Denitions 6

Event Checklist 6

Event Timing 6

Invitations 7

Precedence 9

Board Members 11

Building Maintenance 12

Facilities Checklist 12

Seating Protocol 13

Staging Protocol 15

Flag Protocol 17

Ofcial Backdrops 18

Seating Protocol (Event Venue) 19

Parking and Signage 21

Nametags 21

Escorting VIPs 22

Audio/Visual 23

Photography 24

Gifts 24

Attire 25

Stafng Volunteers 26

President’s Ofﬁce Event Protocols 27

Presidential Request Forms 27

Presidential Briengs 28

TABLE OF CONTENTS

EVENT PROTOCOL WORKSHOP

Budgets 29

Room Ambiance 29

Event Stafng (non-RH) 30

Event Stafng (RH) 30

Dining Protocol (non-RH) 31

Dining Protocol (RH) 31

RSVP Lists 32

Scripting Remarks 32

Who to Know 34

FIU Properties 39

Event Spaces 39

SECTION II

Image is Key 41

Handshaking, The Ultimate Greeting 43

Introducing Yourself 46

Social Introductions 48

Addendum (Samples) 53

Ofce of the President Event Checklist 53

Invitation 60

Form A: Presidential Approval Form 61

Form B: Event Protocol and Request 62

Form C: Reagan House Event Protocol and Request 64

Reagan House Invitation 67

CRPSE Event SOP 68

Recognition List 72

Agenda 73

RSVP List 75

Brieng Document 76

Menu Card at Reagan House 89

Menu and Thank You Card for a Signature Event 90

Room Schematic for a Signature Event 91

Notes 92

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SECTION I

FIU PROTOCOL WORKSHOP

Purpose of workshop presentation:

• Go over some basic event practices that are common across all units at FIU

• Discuss President-specic event questions that have been raised by many units

over the last year

• Offer some tips and tricks that we hope will help you manage your events more

effectively and efciently

Deﬁnition of Protocol:

1. The customs and regulations dealing with diplomatic formality,

precedence, and etiquette.

2. The Protocol School of Washington’s denition:

“The ﬁne art and science of facilitating events for people of different

cultures to ﬁnd common purpose, engage strategic and sensitive issues,

and create relationships and memories of a lifetime.”

What are the functions of a protocol ofﬁcer?

According to the President of the Protocol School of Washington, Pam Eyring,

they dene the functions as:

• Advise in the fulllment of his or her obligation relating to community, state,

national, and international protocol and cultural concerns.

• Plan and host special events and socials.

• Plan and orchestrate meetings, conferences, ceremonial events and functions.

• Represent organization at events.

• Utilize the organizational order of precedence for proper seating, introductions,

drafting of speeches and testimonials.

• Travel locally and abroad with client or executives, when necessary.

• Greet and escort visitors.

• Research and manage overall selection of gifts.

EVENT PROTOCOL WORKSHOP

• They serve in government, associations, academia, institutions, hospitality,

healthcare, tourism, and corporations. They work in public relations, public

affairs, marketing, event planning, trade development, executive ofces, and

customer relations.

Quality Matters

Offer a clean and safe environment.

• Safety: Our rst duty is to keep our guests’ safety in mind. This is inclusive, but

not limited to: taping down loose wires to the oor, having police presence, if

needed, knowing the appropriate seating capacity, knowing who to call in case

of an emergency, if serving food, knowing food allergies, etc.

• Cleanliness: Not only are the event space and outside surrounding areas clear of

dirt/mess, but details are also considered (e.g. garbage cans are not over-owing,

glass walls, windows are smudge-free, etc.)

Take time to work on the details.

• Details: Check spelling. Practice speeches. Make checklists. Brief your event staff.

Details will go a long way!

Ensure you are meeting your goals.

• Goals: Each event is unique and may have specic goals in mind (i.e. fundraising,

appreciation, etc.) Keep this in mind and meld them into your logistics planning

(e.g. speeches, images, tag lines, etc.) to ensure an effective event.

“Inspect what you expect and expect the unexpected!”

In other words, if you fail to plan, you plan to fail!

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Service Excellence

• Remember to treat every guest like they are important, regardless of their status.

o It does not matter if you are dealing with students, visitors, alumni, elected

ofcials or donors. Everyone that walks into your room should be treated fairly,

respectfully and politely.

• Create memorable experiences.

• National protocol expert Diane Brown, says: “Don’t just set a room, set an

experience.” From the moment a guest enters an event/meeting, to the

moment they leave, their experience should not only have special touches

(i.e. warm welcome, gifts, photos, etc.) but should also be consistent

(i.e. their entire time in the room should be positive and enjoyable).

Your front line is your bottom line.

• Regarding big personalities: “It is important for all event staff to know that we

are there to serve them, not to be a servant.”— Diane Brown, Protocol Expert.

• Any staff who may have direct interaction with your guests (greeters, VIP

escorts, tour guides, drivers, etc.) should be polite, dressed professionally,

cheerful and knowledgeable about your department/institution.

• Though we should always strive for excellent service, especially to VIPs, it is

important to remember that you should never be belittled as a person. Sometimes,

in a simple miscommunication an apology takes you a long way. However, it is

perfectly acceptable to hand off your more challenging guests to another staff

member if you feel you cannot handle that specic situation.

We should always strive to be Worlds Ahead in our events.

EVENT PROTOCOL WORKSHOP

EVENT PROTOCOLS

The following section will cover basic protocols at FIU as well as event standards

across the globe.

Deﬁnitions

• 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 speakers

Event Checklist

• For a comprehensive outline, please see the addendums section in the back

of this workbook. For a more detailed explanation, please email a request to

Claudia Gonzalez (clgonzal@u.edu).

Event Timing

• When setting the day/time for your event, remember to consider the following:

• Holidays

• Annual community events

• Work schedules

• City trafc

• Road closures due to construction or on-campus events

• Sunlight direction (if event is outdoors)

• Seasonal weather (if event is outdoors)

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• Remember to plan your dissemination schedule.

• When picking day and time of your event, look at what key constituent group

you are targeting. Decide what potential conicts they may have (e.g. Downtown

employee making a 4 p.m. event, Board member for FIU and a community

foundation who has their annual event the same night you want to host, etc.) and

set your schedule accordingly.

• A few industry standards of invitation timing protocols:

• Standard practice for dissemination schedules for larger gatherings (50+)

with mainly external constituents:

§min of 8 weeks: save the date

§min of 4 weeks: invitation (if no save the date)

§min of 3 weeks: invitation (post save the date)

• For mostly internal constituents:

§usually a save the date is not necessary

§you can stretch invitations to a minimum of 2 weeks

• For smaller gatherings:

§usually a save the date is not necessary

§min of 3 weeks out from event to send the invitation

Invitations

• Key items to include:

• Approved Logo

• Invitation Line

• Request Line

• Occasion Line

• Date Line

• Time Line

• Location Line

• Special Instructions

• Reply or RSVP Information

• Other

EVENT PROTOCOL WORKSHOP

• Logo – Use requesting departmental logo or university’s logo

• You may nd these at logos.ﬁu.edu

• When departments/organizations are co-sponsoring, logos should be placed

on the same line — unless there is a sponsorship level attached that requires a

specic order and size.

• Invitation Line — Hosted by

• Listed in precedence order — unless host yields his precedence (ex. President

Mark Rosenberg and Dean John Rock invite you to…)

• If invitees are of relatively equal rank, then list alphabetically

• Request Line: Invite phrase

• Ex. “cordially invites you”

• Occasion Line: Type/Purpose of event

• Type: Is it a meal, ceremony, announcement, etc.?

• Purpose: To celebrate, to announce, in honor of

• Date Line: The date the event will be held

• Use day and date (ex. Monday, July 1, 2013)

• Do not abbreviate the month (i.e. Say August, not Aug.)

• Do not use ordinal indictors when using the year (i.e. July 1

, 2013 should

be written as July 1, 2013) — if not using the year, ordinal indicators are

appropriate to use

• Time Line: When will the event be held

• Spell out the time (informal - 6:00 PM / formal – six o’clock)

• For structured programs, we suggest including end times (6:00 – 8:00 PM)

• Location: Where will the event be held

• Placement on the invitation is up to the department

• However, it should be in Micro-Macro order, or vice versa (ex. Room, Building,

Campus, University … OR … University, Campus, Building, Room)

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• Special Instructions: Any important notes your guests should be made aware of

• Ex. Attire, Transferability of invitation, Driving/Parking information, etc.

• Reply Information: How should your guests conrm/decline their attendance

• Recommendation is to list a direct contact (staff member’s name) with email and

phone number

• Other: Any special information you would like guests to know

• Ex. Institutional boilerplate, Honoree bio blurb, etc.

It is important that all units/persons named on an invitation approve the mock-up PRIOR to it

being disseminated. Examples:

• If the Dean of the College of Arts, Sciences and Education is hosting the event,

he or his designee should approve.

• If a speaker is coming for a lecture, they or their PR team should approve.

See an example of an invitation in the addendum section.

Precedence

There is an ofcial precedence for all events, but it is important to know that each guest also may

have “relative precedence” at a given event.

• This is important to know for proper seating arrangements, but more so for

remark recognitions.

• One’s position in an order of precedence is not necessarily an indication of functional

importance, but rather an indication of ceremonial or historical relevance. In other

words, ofcial precedence means the standard order of rank of the group in question.

Relative precedence, on the other hand, is conferring a higher precedence to a person

than their current position dictates — or their order of importance related to the specic

meeting/event.

• Examples:

§Recognizing alumni at an event is rarely needed, but at Torch Awards, alumni

honorees and donors are always recognized.

§In some cases, a donor may trump an elected ofcial.

• Rules of thumb:

• For recognitions, keep similar groups together (e.g. elected ofcials should be

recognized at the same time, etc.)

• Always go macro to micro or vice versa; do skip around with who is being recognized.

EVENT PROTOCOL WORKSHOP

• Examples that we are most asked about (in precedent order):

§U.S. Federal Government

• President

• Vice President

• Governor of the State (when in that state)

• Speaker of the House of Representatives

• Former Presidents

• American Ambassadors

• Secretary of State

• Foreign Ambassadors

• Widows of Former Presidents

• Members of the Cabinet

• Senators

• Governors (of other States)

• Former Vice Presidents

• Members of the House of Representatives

• Mayors

• State Senators and Representatives

§U.S. State Government

• Governor

• Lieutenant Governor

• Speaker of the House

• U.S. Senator

• State Cabinet Members

• Member of the House of Representatives

• Mayor of the City (when in own city)

• State Senator

• Mayor of the City (when outside their city)

• State Representatives

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§Business/Corporate

• Chairman of the Board

• President

• CEO

• Executive Vice President

• Senior Vice President

• Regional Vice President

• Director

• Manager

§FIU

• President

• Provost/Executive Vice President

• Senior Vice President

• Vice President

• Vice Provost

• Associate Vice President

• Assistant Vice President

• Deans

• Executive Directors of Programs

(ex. School of Environmental Arts and Society)

• Department Chair

• Director

Board Members

• FIU has four main boards:

• Board of Trustees (BOT)

§Milly Bello (bellomi@u.edu)

• Board of Directors (BOD)

§Christy Martinez (chrmarti@u.edu)

• President’s Council (PC)

§Barbie Galvez (bagalv@u.edu)

• Alumni Association Board of Directors (AABOD)

§Simone Worsdale (sworsdal@u.edu)

EVENT PROTOCOL WORKSHOP

Invitations should be approved by the Ofce of the President (Claudia Gonzalez) before they

are sent to the boards.

Board liaisons should always be notied if their members (specically the ofcers and/or the

entire board) are invited to events.

Though we realize our board members can hold multiple roles on campus, out of courtesy,

we ask that you at the very least send the board liaisons your event yer/summary. Board

members are often used to going to them for everything. It shows lack of communication

when they cannot appropriately respond to their members.

Building Maintenance

• Event Managers should be in communication with Building Manager (if applicable),

or with Facilities Management directly, at all times, to ensure the upkeep of any

event space under their purview.

• Event spaces should be ready to host an event at all times.

• Walkthroughs should be scheduled with Claudia Gonzalez for any event at which

you expect the President to attend.

• First walkthrough should be held a minimum of ten (10) business days prior

to event.

• Upon set up completion, Claudia Gonzalez should be contacted for the

nal walkthrough.

Facilities Checklist

• The Ofce of the President has a checklist that can be useful in the routine

maintenance of event spaces.

• To receive checklist, please email a request to Claudia Gonzalez.

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Seating Protocol:

Theatre Style:

• Reserved Seating

§Speakers/Platform Party

§VIPs (donors, board members, community leaders)

§University Administration, when applicable

• If anyone is to be recognized from the audience, ensure that the speaker knows

where they are seated ahead of time.

• Ensure that all speakers have the appropriate brieng on stage management.

• As mentioned already, precedence matters!!!

• For the seating area: make sure placards say “Reserved”. However, if there are

guests who need to be placed in a specic seat for the event, then we highly

suggest that you use their last names on the placards so no one takes their seats.

• Speaker should be made aware of this so they can point them out during

their speech.

• Stage management includes: how to enter/exit stage, how to use audio/visual

equipment, where beverage will be located at/near podium, etc.

EVENT PROTOCOL WORKSHOP

Podiums NOT to use:

DO NOT use the podiums in the pictures. Since banner ags can be easily damaged/

wrinkled, we are moving away from this look as a university.

DO use the ones shown in the upcoming slides (“staging protocol”)

• Clear Acrylic with logo engraved

• Wood with logo placard

Important Notes:

• Podium should include a microphone with stand, unless otherwise requested by the

speaker(s) — e.g. lapel, hand-held, etc.

• Podium should have light — either connected, or overhead.

• There should be nothing placed on the podium except the script (i.e. No notebooks,

laptops, glasses, etc.) unless specically requested/approved by the speaker.

• A tall glass/bottle of water should be provided (preferably in a shelf inside podium,

or table near podium, or at his/her seat).

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Staging Protocol Example with Approved Podium

Example: Outdoor event (clear podium).

You will note…

• Draping around/behind the riser

• Stair rails to the side of riser for safety purposes (even if it is low to the ground)

• Plants around stage ll space and add simple decor

EVENT PROTOCOL WORKSHOP

Staging Protocol

Example: Indoor event (wood podium)

You will note…

• Draping behind stage and around panel table

• Water is at each seat

• Flags are in proper order

• Projection is showcasing event yer/summary

• Stair rails to the side of riser for safety purposes

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Flag Protocol

Standard protocol stipulates:

• That the national ag stand alone to the audience’s left.

• It is still appropriate to bunch the ags together, but they must (a) still be in

precedence order and (b) the national ag must showcase the eagle top, and/or the

national ag must be higher than the others.

• Poles, bases, nials and fringes should all match (Ex. If there is a silver base on the

national ag, all other ags should also be on silver bases).

Regarding the photo:

• If no foreign ag is necessary, U.S. ag stands alone — or all three are bundled

together (in rank order).

• If there is a visiting state/agency/organization ag to be showcased, that will go

next to that ag’s level (ie. State next to state, university next to agency, etc).

EVENT PROTOCOL WORKSHOP

Ofﬁcial Backdrops

Though not necessary, backdrops are great for ofcial event photos — and can liven up a dull

corner of a room!

If you are planning to purchase one, we do suggest that you purchase a matte nish (less

glare in photos) and ensure you can properly store it after each use (so that it does not get

wrinkled/damaged).

You will note the framing of this photo does not cut anyone off, or shows the ends of the

backdrop. This is especially important when you are considering mailing the guest of honor

photos or promote the photos in marketing materials. Think: Can this photo be framed?

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Seating Protocol:

Dining (Event Venue)

• Pre-determine table arrangements as well as seating charts (if necessary).

• President’s table should always have tent cards with guest names.

• For buffet style service, ensure that event coordinator and catering staff have

agreed on the best location and line management.

• Menu cards should always be included to ensure guests are aware of

potential food allergies.

• Make sure your table assignments are in a logical order.

For table assignments:

• If your tables are numbered, the table layout should be in numerical order.

• If they are NOT in numerical order, or if you are using non-numerical names,

ensure you have a table schematic available at each entrance to your event

room — and/or staff stationed at each entrance with the schematics to help

guide guests to their tables.

Additional notes:

• For plated service, ensure that guest of honor is served rst.

• For buffet of 200+, we recommend setting up to allow for double lines per station

(i.e. Guests can plate themselves from each side of the table).

• For plated service, ensure candid conversations are had with catering team and

how serving/pick up will affect your program (Ex. No service while speakers at

podium, pre-plating salad and/or dessert, etc).

EVENT PROTOCOL WORKSHOP

Seating Protocol:

Dining (Event Venue)

In this picture you will note:

• The low centerpieces, which allows for conversations across the table and easy

sight to the stage.

• Since this was a large event, pre-plated salads are acceptable.

• Sponsor recognition was on the table but not overstated.

• Table number was visible ß Note: Your table numbers should be in order!!

When numbers skip around in the room, makes it very hard for your guests to nd

their seats.

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Hints on how to remember which glass is yours:

• Make a “b” with your left hand, and “d” with your right hand. If looking at the plate,

“b” is for bread (left hand, means left side of plate) and “d” is for drink (right hand

means right hand of plate).

• If you don’t want to make hand signs at the dinner table, you can also use the

acronym BMW: bread, meal, water.

Parking & Signage

• Full considerations should be made for all types of guests when designating parking

for events (i.e. disabilities, VIPs, distance from event, etc.)

• Directional signage should be coordinated through the Ofce of Parking &

Transportation. Signage should be placed along all routes from each point of entry

(regardless if directions were sent to guests prior).

• If attendants are needed, please work with the Ofce of Parking & Transportation to

discuss expectations.

Additional Notes:

• Last year, ofcial signage policies were released, so ensure you review them.

• Always be clear about your expectations with signage and parking instructions

(i.e. event name, specic space for them to block for parking, greeting for attendant

to give guests, etc.)

• For events with parking lists, always ensure parking attendants have the most

accurate list of names for potential guests who will be using that area. Best to email

their supervisor a copy the day prior as well as hand-deliver a copy to the attendant

just prior to your event.

Nametags

• Should be professionally printed.

• By professionally printed, we mean not hand-written.

• Magnet tags are expensive but preferred by guests as they do not put holes

in their clothes.

• Clip tags are an acceptable alternative, BUT are usually difcult for women to

wear as they rarely have lapels or shirt pockets.

EVENT PROTOCOL WORKSHOP

• Details on the tags vary event to event. There are two common practices:

• Line 1: Logo

Line 2: First name (large print)

Line 3: Last name (small print)

• Line 1: Logo

Line 2: Full name

Line 3: Afliation

• Be careful with guests who have honoric titles or nicknames.

• Honoric title are those given by ofce or education (Senator, Dr., Reverend,

etc.) Some guests are very particular on how they are addressed by others, so

always check how they prefer to write their nametags.

• Check your spelling!!

• Typos are easy to overlook, especially if you are handling the tags and all other

event details (your brain can only handle so much information). Take the time

to double check all spelling, or ask someone to double check your work with

fresh eyes.

Escorting VIPs

• Always open the door for your guest, and allow them to enter rst.

• If directing them to a location, it is appropriate to walk a ½ step in front of them.

Never walk in front or block them; always walk to their side.

• If you are also with an administrator who knows where to go, allow them to

lead the VIP.

• Rule of thumb: If you need to get the VIP/administrator to their set location,

but they are amidst conversation, stand in their view and allow them 1 minute

to wrap up on their own before interrupting.

• Respect their personal space.

• It is ideal to stand behind the person your VIP is speaking to and make eye

contact. It is important to give them the opportunity to wrap up the conversation

ON THEIR OWN. However, if you are pressed for time, give them at a minimum 1

minute before politely interrupting the conversation. These cues should always be

discussed with your VIP so that they are aware as to why you may be doing this.

• Do not be too pushy or territorial with VIPs. Give them the respect of being

self-sufcient while still offering guidance and assistance.

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Additional notes:

• Be prepared to answer any questions in regards to the event or university.

• If asked a question to which you do not know the answer, let them know you will

nd out the information and get back to them immediately.

• Have research on who the VIPs are at the event, including photos, so staff who may

not be familiar with the VIPs will be able to spot them.

• Always ensure your VIP has what they need for their event (e.g, names of who they

will be seated next to, event program, remarks, etc.)

Audio/Visual

• Always check with your speakers on their preferred A/V needs.

• Produced videos should always be high quality.

• Video production: Because videos appeal to multiple senses, your guests are

more likely to remember this aspect of your event. Therefore, it is imperative

to produce good quality pieces (e.g. sound, high-res images, listing names of

speakers, smooth transitions, etc). In other words, if you are going to do it,

do it well.

• All A/V should be tested prior to each event using the equipment on site.

• Testing: Just because it worked in your ofce, does not mean it will work at the

event site. This is even truer if you are doing a presentation abroad!

• Never stream videos from websites such as YouTube.

** Additional note on PowerPoint presentations:

• When creating presentation slides, consider contacting the facility’s audiovisual

department to determine the aspect ratio (4:3, 16:9, or 16:10) so your presentation

is optimized with the room’s projector and screen capabilities. However, when

converting to 16:9 from a presentation originally created in 4:3 there is stretching

that occurs with graphics and pictures, making faces look fatter and charts or

graphs appear incorrectly. It is best to start the presentation at the proper aspect

ratio for the projected source.

• Also, you may want to consider projecting the FIU/Department logo along with the

event name — AND/OR — adding it as a slide to the start and end of presentations.

EVENT PROTOCOL WORKSHOP

Photography

• A run-through with your photography team is important to conduct prior to

the event.

• Run-Through: In order to get the desired photos, it is critical to let your

photographer(s) know of your vision (i.e. how you will use the photos). This will

help them choose the best lighting and angles.

• Respect guests’ personal space and requests.

• Personal requests: Guests in private conversation rarely like having photos

taken of them. There will also be guests who prefer not to be photographed.

Respect their personal wishes.

• Avoid drinks and nametags in photos.

• Drinks: Especially for those events that will use photos as marketing materials,

consider the message you are trying to portray.

• Many guests will often ask for copies of the photos taken. Have a plan!

• Copies: Prior to the event, decide whether you will send out photos upon

request or to all guests. Make sure your staff is aware of the method so that, if

asked, they can respond and take action accordingly.

Gifts

• When gifts will be provided to a guest of honor, be cognizant of:

• Culture

§Example — Chinese culture considers clocks a sign of death.

o Religion

§Example — Do not give a person of the Jewish faith a crucix.

• Gifting history

§Gifting History: Have other university ofcials given your VIP a gift?

Ensure no double-ups occur!

§Advancement units: this can be easily tracked via actions in Raiser’s Edge.

• Travel requirements

§Do they have space in the bags? If international, do they have customs

requirements? Are the items perishable?

• Ethical restrictions

§Most elected ofcials can only receive gifts under a certain price point or

have to return it/report it/pay for it. Know the rules!

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• For a state-by-state breakdown, you may go to

ncsl.org/legislatures-elections/ethicshome/50-state-table-gift-laws.aspx

§If you have any doubts, contact Governmental Relations.

Attire

• For guests:

• It is important to let your guests know how to dress for your event.

• Do NOT assume they all share the same denitions as you!

§Examples:

• Formal — To some this means business, to others this means ball

gowns and tuxedos.

• Gala — To some this means ball gowns and tuxedos, to others it

means cocktail attire and sports coat.

• This is especially important when inviting guests from other nations/cultures.

• If there is something you specically do NOT want them wearing (e.g. casual, but no

jeans) then make it known to your guests. You should never make any of your guests

feel uncomfortable — this is especially true for women!!

• For staff:

• Dress for the occasion, but always professionally.

• Always wear your nametags (right side).

• FIU pins should be worn.

• 55 percent of a rst impression is based on the way you look. Looking professional

does not mean wearing a suit. This means that even if it is a BBQ, your team should

still be put together (i.e. shirts ironed, well-tted bottoms, event-appropriate shoes,

etc.)

• Industry standard states that nametags are worn on your right side for two reasons:

(1) logos are often worn over your heart — left side (2) when you shake someone’s

hand, it is normally with the right — the line of vision automatically goes up to the

other person’s name, which is on their right side, and therefore the name tag is

easily viewed.

• Pins could be the university one or departmental. But remember that you are our

brand ambassadors so it is important you showcase your pride! It is also nice to

have pins available for guests at the event.

EVENT PROTOCOL WORKSHOP

Stafﬁng/Volunteers

• A full run-through with your staff is always recommended.

• Entrances and registration tables are normally where most questions are asked.

• Know who the points of contact are.

• Consider their well-being.

• I know we all love being in charge, but we have to trust our team members!!

Bring them into the fold. Let them understand the purpose for the event, what the

program is, who the important guests are, etc.

• Staff assigned to registration/entrances MUST know the event basics:

• Know where bathrooms/exits/smoking areas are.

• Know seating arrangements.

• Know who your speakers/VIPs are that may need assistance upon arrival.

• Everyone working the event (staff, volunteers, vendors, etc.) should know who to

call if they are asked a question they don’t know the answer to, or need assistance

in troubleshooting. Emergency contact cards, text groups, and walkie-talkies are

just a few examples of how to inform your staff of where to go if they need help.

• Make sure your staff is given appropriate breaks (including restroom and

meal breaks).

• If your event is longer than 3 hours, you should denitely be providing your

team something to eat/drink. Out of courtesy and good business practice, this

includes your vendors (if not already included in their contracts).

FLORIDA INTERNATIONAL UNIVERSITY

PRESIDENT’S OFFICE EVENT PROTOCOLS

Presidential Request Forms

(An example of each request form is provided in the addendum in the back of this workbook.)

• Form A — Presidential Approval

• Utilized for: letters, note cards, press releases, invitations, e-mails

• This form requires two signatures — the initiator as well as a Dean/VP

(note, academic units often need to get provost approval unless they are

annual/semester documents and have already had templates pre-approved).

If Dr. Rosenberg has a question, he will often contact a direct report or

administrator so we like to ensure they are not caught off guard by our calls.

• 10 business days minimum are required for any approval.

• The President only reviews and signs items at Signature Meetings, which take

place on a bi-weekly basis.

• Form B — Event Request

• University-hosted speaking engagements (on or off campus).

• Please note that his schedule lls up months in advance. It is important all

requests are sent to our ofce in a timely manner.

• Please note that just because a request was submitted and you are notied

that he is available — does NOT mean the President is conrmed. Remember

that he has many conicting events, and last-minute changes can occur

(though we promise to avoid them as much as possible). His scheduler will

advise if/when a request is conrmed.

§Note — Advancement units: you have your own request form. Contact

Cathy Torres (ctorres@u.edu) if you do not have the correct form.

• Form C — RH Event Request

• Events co-hosted by the President at the Ronald W. Reagan

Presidential House.

• Same notes listed above regarding scheduling apply.

EVENT PROTOCOL WORKSHOP

Presidential Brieﬁngs

• Preparation/Approval Meetings

• To be conducted with key Presidential staff (i.e. Chief of Staff, RH House

Manager, Assistant Chief of Staff, etc.).

• The purpose of these meetings (if necessary) is to get nal approval on any

questions/concerns you may have about your event.

• Note: President may request this meeting to occur directly with him, but those

will be scheduled upon his request only.

• Brieng Meetings

• Scheduled no less than one month out.

• Brieng Documents

• Please refer to sample Brieng document in the addendum section in the back

of the workbook.

• De-Brieng Meetings

• Note: President may request this meeting to occur, but those will be scheduled

upon his request only. However, department heads and event coordinators

should meet collectively to discuss the event that occurred for best practices

for next planning.

• Walkthroughs

• At minimum, the participants should be: event coordinators for requesting

department and key Presidential Staff (Chief of Staff or Assistant Chief of Staff)

§Where necessary, you may also need to include: External Relations

protocol team (university-wide event), Donor Relations event team (donor

naming, recognition or stewardship event), Logistical support staff (as

needed), and Catering (if necessary)

• For off-campus events — Schedule no less than a month out.

• For on-campus events — Schedule no less than a week out.

FLORIDA INTERNATIONAL UNIVERSITY

Budgets

• All requesting departments are responsible for all expenses related to the event.

• Any quality control or quality enhancement requests from the President that require

funds are also the responsibility of the requesting departments.

• These are inclusive of events at the Reagan House, unless otherwise agreed to by

the President.

• Examples of budget items include but are not limited to catering, oral, rentals,

A/V, gifts, police, parking, etc.

• Examples of “quality control” and “quality enhancements” include but are not

limited to A/V (staging, lighting, video production, etc.), signage (directional,

greeting, etc.), painting/cleaning of surrounding areas, Safety, etc.

• To avoid any unforeseen budget expenses, we highly recommend following our

approval/brieng timelines.

Room Ambiance

• Centerpieces (if used) should allow for visibility across the table and to all speakers.

• Events should be inviting, yet festive. Special touches are always appreciated by

your guests!

• Special touches: an example was the HWCOM Inaugural Celebration

Reception where photo frames of the history of the college were placed

on each table, including targeted photos with VIPs we knew would be in

attendance at the event.

• Plants and oral arrangements can always help ll up a room, if needed.

• Music should always be part of your program.

• Music: not necessarily a performance, but at the very least background music

to go with whatever mood you are trying to set.

• You do not have to overdo FIU colors.

• Room temperature should be comfortable.

o Temperature: If you have a large event, the air conditioner should be lowered

at least 1 hour prior to event start. It will be cold for those rst few guests,

but by the time the bulk of your guests arrive, it will be the right temperature

for the event.

EVENT PROTOCOL WORKSHOP

Event Stafﬁng (non-RH)

• Regardless of Presidential Staff attendance, the President requests that a member

of the requesting department be assigned to him.

• This person should be prepared to greet him upon arrival, brief him on the

event (timeline, site check, etc.), and support him as needed throughout his time

at the event.

• This staff member should have the authority to make any desired changes the

President may request on-site and day-of.

• Staff member should have a checklist of VIPs with whom the President would

need to meet and mingle. A schematic of the room and where they will be

seated is essential to be able to take the President to those locations.

• Staff member should also carry bios/research of the VIPs in case further

information on the guest is required. This is often coordinated through the

Advancement research team.

• Corresponding Dean and VP should also be appropriately briefed and staffed in the

event that Dr. Rosenberg needs them.

Event Stafﬁng (RH)

• All Reagan House events are managed by House Manager Olga Hernandez

(hernando@u.edu).

• For larger events (i.e. receptions, salons, recognition events, etc.), staff from

the requesting department is required to work the event as determined by the

house manager.

• Roles include but are not limited to greeting guests, guest registration, catering

management, set-up, and program management.

• We ask that all staff helping the house manager discuss attire. We now have

ofcial event jackets.

FLORIDA INTERNATIONAL UNIVERSITY

Dining Protocol (non-RH)

• Easy access to the podium is critical.

• This does not necessarily mean the table closest to the podium.

Considerations like how tight the tables are and whether he is leaving early

should be made in order to make a decision on best placement.

• For round tables: Guest of Honor should be seated to his right. Mrs. Rosenberg

should be seated to his left.

• For rectangular/square tables: Guest of Honor should be seated directly across.

Mrs. Rosenberg should be seated to his left.

• The President’s table should have assigned seating-name cards

(even if others do not).

• Ensure food is served hot.

• Seating chart:

• A nal chart must be provided with the brieng document.

• Tents cards should be printed and placed prior to event start.

Dining Protocol (RH)

• Maximum capacities

• Dining room — 18 (including Dr. and Mrs. Rosenberg)

• Courtyard — 150, standing/cocktail tables

• Living room — 40, rounds (not preferred, must have presidential approval)

• Seating charts can be recommended to House Manager, but the President will

approve nal seating.

• Menus are set according to presidential preferences. If your guest of honor has

any dietary restrictions or preferences, we need to be made aware within 1 week

of the event.

EVENT PROTOCOL WORKSHOP

RSVP Lists

• We must receive RSVP lists for all events in which he is participating.

• Lists should have the following elements:

• Full Name

• Guest Name

• RSVP

• Afliation

• Title (when possible)

• Sometimes, we may ask you to include guest “blurbs”

For guest blurbs: This means 2-5 sentence summary on who they are.

• Reasons for blurbs — (1) he may not know much about the audience; (2) they may

be donors; and (3) he may need talking points to help carry the conversation.

• Exception — Student Events — For them, we generally ask for major, year,

expected graduation date.

Scripting Remarks

• President’s remarks are drafted by the requesting department or Media Relations. If

using the President’s speechwriter, please ensure they receive at least one month’s

notice of the request with appropriate event details.

• Special requests

• A minimum of size 16 type size; Comic Sans Font; 1.5 spacing.

• Talking points should be in bullet form while speeches should be broken out by

the natural pause of each sentence.

• Phonetic spellings of uncommon names must be included.

• Drafted remarks must be consistent with the message you are trying to evoke

at your event.

Note: Speechwriter is Madeline Baro (mbaro@u.edu).

In her absence, please contact Angela Nicoletti (anicolet@u.edu).

FLORIDA INTERNATIONAL UNIVERSITY

Please recall the earlier note on scripts — if you are asking him to recognize people in the

audience, it is imperative for the script to include where they are seated so that he may point

to them as he speaks.

• Similarly, the President should only recognize key VIPs — he should not be

assigned to make all the recognitions (donors, honorees, etc.) for the event … that

should be assigned to a VP, Dean or MC.

• If he is asked to do so, a real-time recognition list should be provided to him prior to

program start (based on actual attendance). The precedence order is as follows:

• Elected ofcials (Federal, State, then Local)

• Key community leaders (business, donors, etc.)

• Board of Trustees members

• Chairmen of any other FIU boards

• ** Remember that “relative precedence” may change this order. The

university’s protocol ofcers can assist with this if needed. **

EVENT PROTOCOL WORKSHOP

WHO TO KNOW

University Protocol Ofﬁcers

• Dania Pearson-Adams (daniapa@u.edu)

• Breny DaParre Garcia (daparre@u.edu)

Ofﬁce of the President

• Event Protocol, Walkthroughs, and Final Approvals — Claudia Gonzalez

(clgonzal@u.edu)

• Scheduling & Briengs — Valeria Espina (vespina@u.edu)

• Signature Events & Top Donors — Breny Garcia (daparre@u.edu)

• Ronald Reagan Presidential House — Olga Hernandez (hernando@u.edu)

Notes:

• Before contacting the President’s ofce, your scheduling request MUST be

vetted through your corresponding department head (i.e. Dean or VP) AND any

applicable event-specic department (i.e. Donor Relations, External Relations,

etc.) rst.

• Some units (like Advancement) have strict pre-approval processes. Please

follow any internal processes that are deemed necessary by your unit.

Community Relations, Protocol and Special Events — External Relations

Points of Contact:

• Protocol Management — Dania Pearson-Adams (daniapa@u.edu)

• Institutional Events — Sandra Utset (utsets@u.edu)

• Signature Events — Jehnny Rivera (jprriver@u.edu)

• Commencement & Ceremonies — Lynda Rodriguez (romaguel@u.edu)

• Community Relations — Ayxa Vecino (avecino@u.edu)

FLORIDA INTERNATIONAL UNIVERSITY

Events they assist:

• University-wide events (e.g. commencement, lectures, etc.)

• Building-related events (e.g. groundbreaking, namings, etc.)

• Institutional lectures/forums/panels

• Large-scale retirement festivities (e.g. Rosa Jones)

• Large-scale signature events (e.g. Sapphire Celebration)

External Relations

• Media Relations

• Maydel Santana (santanam@u.edu)

• Marketing & New Media

• Eddie Merille (emerille@u.edu)

• Design Services (printing, design)

• Yessenia Abolila (yabolila@u.edu)

Donor Relations and Stewardship

Points of contact:

• Frances Alonso (falonso@u.edu)

• Amanda Santa Cruz (asantacr@u.edu)

Events they assist:

• Recognition events (e.g. dedications, plaque unveilings)

• Stewardship events (e.g. University Wide Donor and Scholar Recognition Breakfast)

• Cultivation events (e.g. VIP reception, donor-hosted events at their home)

Note: Sometimes Advancement & External Relations will work on the same event (ex. naming

of a building is an ofcial university event, but involves a donor).

EVENT PROTOCOL WORKSHOP

Alumni Relations

Points of Contact:

• Paulina Muñoz (munozpau@u.edu)

Events they assist:

• Alumni reunions (e.g. Silver Pride)

• Alumni recognition events (e.g. Torch Awards)

• Alumni chapter relations (in and out of Miami)

Governmental Relations

• Ana Herrera (herra@u.edu)

• Inviting elected ofcials to your event:

o Invitations must be sent to Governmental Relations’ ofce and they will forward

to their appropriate contacts.

Should be notied if elected ofcials are attending your event & may assist in stafng.

To learn more about our state and federal priorities, please visit government.ﬁu.edu.

Spirit Teams/Rentals

• For Cheerleaders, Dazzlers, the Band, and Roary

• Athletics Marketing handles all reservations for spirit teams.

• Please ll out the “Mascot and Spirit Appearance Request Form” on the

athletics website and email it to Karina Saud (ksaud@u.edu).

• Please note that depending on the requested length of time and/or time of

day of performance, your unit may be asked to provide food and beverages

to team members. These requests will normally come via the team

and not Athletics.

• Panther Arch — Rumor Has It Party Rentals, Giovanni Fernandez, owner,

or Krysten Gonzalez, 305-265-2002 [email protected].

FLORIDA INTERNATIONAL UNIVERSITY

Logistical Support: U-wide & MMC

• University Police

• Event request form located on police.ﬁu.edu in the special

events section.

• Questions related to MMC can go to Lt. Michael Gonzalez (mgonza@u.edu).

• Parking & Transportation

• Event request form: parking.ﬁu.edu/permits/information/events.

• Additional questions can go to Travis Stokes (tstokes@u.edu).

• Environmental Health & Safety

• Key policies: ehs.ﬁu.edu/Programs/General%20Safety/Pages/Policies.aspx.

• Additional questions can go to Wilfredo Alvarez (wjalvare2@u.edu).

• Emergency Management

o Ruben Almaguer (rdalmagu@u.edu).

• Facilities Management

• Event request form: myfacilities.ﬁu.edu/events/EventRequest.aspx.

• Contact information: Jimmy Almansa (almansaj@u.edu).

• Custodial Services

• Requests can be sent to custodial@u.edu.

• Media Technology Services

• Services request form: mtshelp.ﬁu.edu.

• For general questions (estimates, invoices) contact Lisette Hernandez

(lisette@u.edu).

• For photography, questions should go to Hilda Aguilera (aguilera@u.edu).

EVENT PROTOCOL WORKSHOP

Logistical Support – BBC

• Wolfe University Center: Details on this facility can be found on their website. For

specic questions, you may contact Director Scott Jones (scojones@u.edu).

• Kovens Center: This facility has a very detailed website that can assist you in

planning your events. For specic questions, you may contact Tiffany Pendlebury

(tpendleb@u.edu).

• If you are unsure about how to address an issue, you can contact Director of

Operations Julissa Castellanos (castellj@u.edu).

Logistical Support - MBUS

• Website: mbus.ﬁu.edu

• To schedule an event or visit event spaces, contact Liane Sippin (lsippin@u.edu)

• Special notes: Closest parking is the Park@420 Garage (16

and Drexel Ave).

Logistical Support – JMOF

• Website: jmof.ﬁu.edu

• Space and functionality of this building is limited. Therefore, it is best to

directly contact Jo Ann Arnowitz, Executive Director/Chief Curator

([email protected]) who can best offer you advice on whether

your event can be successfully coordinated on this site.

• Special Notes: If you choose to have a valet service, you must use Double Park.

Know that they must pull permits with the city, which takes 2-4 weeks.

• For valet services to use at JMOF, contact Daniel Radrizzani

(DOUBLEPARK) P: 305-932-8600 ext. 206 | M: 95-444-7835 | F: 305.704.8171

([email protected]g).

Logistical Support – Wolfsonian

• Website: wolfsonian.org

• The museum has an online reservation system for space rental and tour requests.

• Special notes:

• Closest parking is the Pelican Parking Garage (1027 Collins Ave).

• They utilize a preferred in-house caterer.

• Rates are $7 for up to 3 hours and $12 for 3 to 5 hours.

FLORIDA INTERNATIONAL UNIVERSITY

Logistical Support – FIU @ I-75

• Website: broward.ﬁu.edu

• For questions about the center, you may contact Director Marisa Salazar

(msalazar@u.edu).

FIU Properties

• Modesto A. Maidique Campus: 11200 SW 8 St.

• Biscayne Bay Campus: 3000 NE 151 St.

• Engineering Center: 10555 W. Flagler St.

• FIU @ I-75: 1930 S.W. 145th Ave.

• Downtown: 1101 Brickell Ave.

• Miami Beach Urban Studios: 1618 Washington Ave.

• Wolfsonian Museum: 1001 Washington Ave.

• Jewish Museum of Florida: 301 Washington Ave.

Event Spaces

• MMC — Graham Center

• MMC — Frost Art Museum

• MMC — Wertheim Performing Arts Center

• MMC — CBC Special Events Room

• MMC — Stadium Club

• MMC — MARC Pavilion

• BBC — WUC Ballrooms

• BBC — Kovens Center

These are not all the event spaces available on campus, but the most

commonly used by units.

EVENT PROTOCOL WORKSHOP

FLORIDA INTERNATIONAL UNIVERSITY

SECTION II

IMAGE IS KEY

The Principles of Professionalism

The following are your presence power points. They do not show up on standard tests

measuring intelligence or technical expertise, but they identify you to everyone you meet:

• Your eye contact

• The entrance you make

• The way you shake hands

• Your posture

• The way you introduce yourself

• The way you introduce others

• Your people skills

“There is only one rule for being a good communicator: Learn to Listen.”

— Christopher Morley

Eye Contact

Your Eye Contact:

• Tells the other person you are listening

• Actually makes you a better listener

• Focuses attention on the individual and makes him or her feel important while you

look in control.

Direct eye contact should be made in the range of 40 to 60 percent of the time. Less

than that and a person is seen as shy, shifty, hiding something, or lacking self-condence

and authority.

If the eye contact is more than 60 percent, a person will feel put on the spot, examined, or under

a microscope, so to speak.

If you sometimes get feedback that you are coming across as critical or in a negative manner,

and you don’t mean to do that, check your eye contact. You may be looking more than 60

percent and people see this as being pinned down. When you are talking, watch your listener’s

eyes to see if you are holding his or her attention. It does not matter what you say if the person

you are speaking to is not listening.

EVENT PROTOCOL WORKSHOP

Improve Your Mingling Proﬁciency

Small talk:

• Breaks the ice

• Establishes a connection

• Doesn’t require original or profound conversation

• What persons say to each other to be polite

Practice these tips to improve your small talk ability:

• Be well-informed

• Focus on the other person and less on yourself

• Don’t interrupt

• Do listen

• Think before you speak

• Always close a conversation before walking away from the other person

Avoid these subjects with others you don’t know very well:

• Your health or diet habits

• The cost of things

• Personal questions such as, “How much money do you make?”

• Mean gossip

• Off-color jokes

• Controversial issues

Business Social Intimate

FLORIDA INTERNATIONAL UNIVERSITY

HANDSHAKING: THE ULTIMATE GREETING

Handshaking is a form of communication that needs no explanation

and one that is never misunderstood.

Always be ready to initiate or receive a handshake in business and social arenas.

• The right hand should always be free.

• The left hand should hold only one item.

• The name badges should be on the right side as that is the line of vision your

eyes go to when shaking hands.

• Extend your hand with the thumb up and ngers out.

• Don’t extend your hand with the thumb down and ngers curled.

• Web-to-web.

• Shake from the elbow, not the wrist or shoulder.

• Two smooth pumps.

• Shoulder-to-shoulder stance.

• Avoid fragrance on hands.

• Avoid large rings on right hand.

Handshaking Is

Non-Verbal Communication

EVENT PROTOCOL WORKSHOP

Always shake hands:

• When introduced to a person and when you say good-bye.

• When someone comes into your home or ofce to visit you.

• When you meet someone outside of your home or ofce.

• When you enter a room, are greeted by friends or business associates.

• When you are congratulating someone who has won an award or given a speech.

• With those nearest you, your host, and with whomever you meet as you move

around the room.

• When you are consoling someone.

Handshaking Internationally

Enhance your international perspective by following these hints and tips:

• A world-class competitor is aware and at ease in any arena.

• In the U.S. business arena, it doesn’t matter who offers a hand rst. The person

who extends a hand rst has an advantage. They are establishing pluses in the

business arena such as: control, taking the initiative, and being direct. The woman

who extends her hand immediately eliminates any hesitation a man might have in

offering his hand.

• Throughout the world, a handshake is appropriate in a business relationship.

• In certain cultures (Arab), a handshake may progress to embraces and kisses on

both cheeks with men.

• Protocol dictates that you shake hands with everyone in a group. Even in a crowded

room, don’t stop halfway through with a “hello everyone” wave to the rest. This is

considered a rejection of those you omitted, and everyone takes notice.

• Shake hands on arrival and departure. The grip is rm, never hard. In some

cultures, it will be lighter, but avoid the dead sh ngertip handshake, which is

internationally unpopular.

FLORIDA INTERNATIONAL UNIVERSITY

Handshaking Styles Around the World

Western and Eastern Europeans reshake hands whenever they are apart for a period of

time. It is polite to shake hands when you leave for lunch and when you return.

Shake hands with the oldest person or the one of senior rank and on down the line. The

ranking person extends his or her hand rst. Women shake hands with each other and with

men. It is up to the woman to initiate the handshake with a man. When a woman fails to

extend her hand to a European man, she loses credibility.

The French shake hands in one brisk stroke. Europeans and Latin Americans execute a

light handshake that lingers twice as long as an American handshake. Pulling the hand away

too soon is interpreted as rejection.

In the Middle East, a handshake is rather limp and lingering. Do not pull your hand away.

Take your time. Shake hands with everyone on arrival and departure.

In Eastern Asia, you will encounter variations in handshakes from country to country.

Some countries incorporate bows, others shake both hands at once, others have a longer

pumping style.

In Japan, a light handshake and a nod of the head are appropriate.

Shake a woman’s hand in the USA and abroad just as rmly as you would a man’s hand.

PROTOCOL: No matter where your business takes you, here or abroad, make sure every

meeting or social begins and ends with a handshake.

EVENT PROTOCOL WORKSHOP

INTRODUCING YOURSELF

Introducing yourself is how you make yourself known to others. How to introduce yourself

with condence and authority. It is your duty to introduce yourself.

When do you introduce yourself?

• When you recognize someone and he or she does not recognize you.

• When attending a gathering, business or social.

• When seated next to someone.

• When the person introducing you does not remember your name.

• A friend of a friend.

PROTOCOL: Never give yourself an honoriﬁc when introducing yourself to a peer.

Webster’s Dictionary denes honoric as “conferring honor; showing respect; as an honoric

title.” Don’t introduce yourself and use an honoric such as Mr., Ms., Dr., etc.

Formula for Introductions

KEY: Greater Authority RECEIVES Lesser Authority

Persons of greater authority receive persons of lesser authority, regardless of gender.

PROTOCOL: The name of the person of greater authority is always spoken rst.

The name of the person of lesser authority is always spoken last.

Do not reverse the order.

CORRECT: “Mr./Ms. Greater Authority, I would like to introduce Mr./Ms. Lesser Authority.”

EXPLANATION: If you introduce Greater TO Lesser, you reverse the order of precedence.

INCORRECT: “Mr./Ms. Greater Authority, I would like to introduce YOU TO

Mr./Ms. Lesser Authority.”

FLORIDA INTERNATIONAL UNIVERSITY

SITUATION: President of the United States receives a private citizen.

CORRECT: “Mr. President, I would like to introduce to you Mr. John Doe, legal correspondent

for The Wall Street Journal.”

NOTE: You may also use a more formal phrase, may I present.

PROTOCOL: The President’s surname is never mentioned. He is spoken to and addressed as

Mr. President or Sir.

Never YOU TO, but TO YOU

Formula Regarding the Order of Precedence

KEY: Senior Executive RECEIVES Junior Executive. A senior executive receives a

junior executive.

PROTOCOL: The name of the person of the Senior Executive is always spoken rst. The

name of the person of the Junior Executive is always spoken last.

Do not reverse the order of precedence.

CORRECT: Mr. Senior Executive, I would like to introduce to you Mr. Junior Executive, from

the accounting department. Mr. Senior Executive is our Director of Public Relations.

KEY: Ofcial RECEIVES Nonofcial. An ofﬁcial person receives a nonofﬁcial person.

PROTOCOL: The name of the ofﬁcial is always spoken rst The name of the nonofﬁcial is

always spoken last.

Do not reverse the order of precedence.

CORRECT: Senator Warner, may I introduce Ms. Doe, president of Doe Exports? Ms. Doe’s

ﬁrm is one of our state’s leading exporters.

KEY: Client RECEIVES ANYONE from an organization that provides services to the client.

A client receives a fellow executive.

PROTOCOL: Clients are considered more important than anyone in your organization, even if

your department manager is a vice president and your client is a junior associate.

Do not reverse the order of precedence.

CORRECT: Mark Hopkins, I would like to introduce Jim Smith, my department manager. Jim,

Mark is our customer from Chicago, and he is doing very well with our new paper line.

EVENT PROTOCOL WORKSHOP

SOCIAL INTRODUCTIONS

Formulas for Formal Introductions:

The rst name spoken is of the more distinguished person. The second name spoken is of the

person being introduced (or presented) [to] the more distinguished person.

EXAMPLE: “Mr. Ambassador, may I present Mrs. Hill. Her husband is CEO of Sky

Corporation. His Excellency is the Ambassador of the Federal Republic of Germany.”

Introduce a man TO a woman.

EXAMPLE: “Mrs. Doe, may I introduce Mr. Jones. His wife is chairing tonight’s event. Ms.

Doe’s company donated the owers.”

Introduce a younger person TO an older person. In this case you are presenting a child to an

adult.

EXAMPLE: “Mr. Smith, I would like to introduce Mary Johnson, my daughter.”

Formulas for Informal Introductions:

To introduce two persons in a group where everyone is on a rst-name basis, just say “ Mary

Smith, I want to introduce Tom Jones.”

If you know only one of the two persons by his or her rst name, then introduce both as Ms.,

Mrs., or Mr. to be consistent.

EXAMPLE: “Mrs. Smith, I want to introduce Mr. Jones.”

TIP: Always add some information that will launch others easily into conversation.

EXAMPLE: “Ann Smith, I want to introduce John Hills. John and I were classmates in college,

and he is here on business. Ann and I share an ofce.”

FLORIDA INTERNATIONAL UNIVERSITY

Fine Points

• Don’t use expressions such as “shake hands with,” or “make the acquaintance of.”

• Don’t tack on “my friend” when introducing two persons. It implies that the other

person is not a friend.

• If you are introducing new arrivals at a party, a round-the-room tour is not

necessary. Introduce the newcomers to the closest group of persons, and check

from time to time to make sure they are circulating. It is the guest’s duty to

circulate and introduce himself or herself when the host is busy.

• A host might add a conversation starter such as, “Mary has just returned from

London,” or “Al is an attorney.”

• One doesn’t give a lavish biography for one guest to impress others.

Addressing Ofﬁcials in Conversation

• King or Queen “How do you do, Your Majesty?” or “Good morning/afternoon/

evening, Your Majesty.”

Conversation: “Your Majesty,” “Sir/Ma’am/Madam”

• The President (Head of State, e.g., of the United States) “How do you do, Mr./

Madam President?” or “Good morning/afternoon/evening, Mr./Madam President.”

Conversation: “Mr./Madam President” or “Sir/Madam”

• Prime Minister, (Head of Government, e.g., of Canada or the United Kingdom)

“How do you do, Prime Minister?” or “Good morning/afternoon/evening,

Prime Minister.”

Conversation: Prime Minister”

• A Justice of an Appeals Court (e.g., of a supreme court of court of appeals)

“How do you do, Justice (Surname)?” or “Good morning/afternoon/evening,

Justice (Surname).”

Conversation: “Mr./Madame Justice,” “Justice (Surname),” “Justice,”

or “Sir/Madam”

• A Judge (of a lower court, not a supreme court) “How do you do, Judge

(Surname)?” or “Good morning/afternoon/evening, Judge (Surname).”

Conversation: “Judge (Surname)” or “Judge”

EVENT PROTOCOL WORKSHOP

• Speaker of the House “How do you do, Mr./Madam Speaker?” or “Good

morning/afternoon/evening, Mr./Madam Speaker.”

Conversation: “Mr./Madame Speaker”

• Governor-General (e.g., the Governor-General of Canada) “How do you do,

Your Excellency?” or “Good morning/afternoon/evening, Your Excellency.”

Conversation: “Mr./Madam Ambassador,” “Sir,” or “Ma’am”

• Ambassador of a Foreign Nation to your Country (a current ambassador)

“How do you do, Your Excellency or “Mr./Madam Ambassador?” or “Good

morning/afternoon/ evening, Your Excellency” or “Mr./Madam Ambassador.”

Conversation: “Your Excellency,” or “Mr./Madam Ambassador,”

“Sir,” or “Ma’am”

• Ambassador of Your Country to Another Nation “How do you do,

Mr./Madam Ambassador?” or “Good morning/afternoon/evening,

Mr./Madam Ambassador.”

Conversation: “Mr./Madam Ambassador,” “Sir,” or “Ma’am”

• All Other Embassy Personnel (Other than the currently accredited

ambassador) “How do you do, Mr./Mrs./Ms./etc. (Surname)?” or “Good

morning/afternoon/evening, Mr./Mrs./ Ms./etc. (Surname).”

Conversation: “Mr./Mrs./Ms./etc. (Surname)”

• A Mayor of a City “How do you do, Mr./Madam Mayor or Mayor

(Surname)?” or “Good morning/afternoon/ evening, Mr./Madam Mayor or

Mayor (Surname).”

Conversation: “Mr./Madam Mayor,” “Mayor (Surname)” or “Mayor”

• Chairman or Member of City Council “How do you do,

Mr./Mrs./Ms./etc. (Surname)?” or “Good morning/afternoon/evening,

Mr./Mrs./ Ms./etc. (Surname).”

Conversation: “Mr./Mrs./Ms./etc. (Surname)”

• Military Personnel “How do you do, (Rank) (Surname)?” or “Good morning/

afternoon/evening, (Rank) (Surname).”

Conversation: “(Rank) (Surname)” or “(Rank)”

• Detectives, Police Ofﬁcers and Fire Fighters “How do you do, (Rank)

(Surname)?” or “Good morning/afternoon/evening, (Rank) (Surname).”

Conversation:: “(Rank) (Surname)” or “(Rank)”

• Private Citizens “How do you do, Mr./Mrs./Ms./Dr./etc. (Surname)?” or “Good

morning/afternoon/evening, Mr./ Mrs./Ms./Dr./etc. (Surname).”

Conversation: “Mr./Mrs./Ms./Dr./etc. (Surname)” Note: Wait to be invited to

use rst/given names in situations where difference in age, rank or cultural

traditions may call for formal forms of address in conversation.

NOTE: For forms of address for additional ofcials or dignitaries, refer to The Protocol School

of Washington’s Honor & Respect or the embassy or consulate in your area.

FLORIDA INTERNATIONAL UNIVERSITY

Remembering Names

Use these easy formulas to remember names.

• Stop telling yourself you don’t remember names and start telling yourself, “I’m

good at remembering names.” Note: This statement, repeated often enough, can

counteract any negative message about not remembering names.

• Slow down, listen carefully, and pay attention when you meet a new person.

Deliberately take the time for more than an exchange of names.

• Use the person’s name in conversation. Use it often. Repetition builds memory.

“There’s a coat rack just inside the door, Jim.”

• Look at the person’s face. Most of us can recall faces better than names. Associate

the name with the face. Use a personal connection such as someone else you know

with the same name. “That’s my middle name.”

• Ask the person to spell his or her name. “Is that Steven with a “v” or Stephen with a

‘ph’ ?” This additional focus on the name helps you remember it.

• Focus more on the person and less on yourself. Focus when you meet someone

and when you say good-bye.

• If someone doesn’t remember your name, come to the rescue immediately. Extend

your hand, smile, and say your name.

• If you can’t remember someone’s name: Extend your hand, smile, and say your

name. It’s the best way to get the other person to say his or her name. It is better to

act and put him or her at ease rather than to focus on your own embarrassment. As

a last resort you can say “Please (remind me of/tell me) your name again?”

Also try:

• Tell the person what you have heard about him or her. Acknowledge talents or

specic contributions. “I understand that this Business Protocol Workshop was

your idea, Mark.”

• Show enthusiasm. Let your tone of voice and body language indicate a degree of

happiness that you have met this person.

• Use memory techniques. A ringing bell, or a spider web, or a cake-making baker.

EVENT PROTOCOL WORKSHOP

Business Card Protocol

Your business card is part of your visual communications package.

It should be given to someone in such a way that the recipient

remembers the giver.

• Present the card with the print facing the recipient so the recipient will not have to

turn it around to read it.

• Carry cards in a card case to keep them fresh and protected such as in a handsome

card case. Do not give out a business card that is defective, out of date, or soiled.

• Before attending an event, always put a supply of cards in your suit pocket for

easy access.

• Don’t pass out your cards like yers at a hardware store opening. Handing your

card out indiscriminately will make you appear pushy and unprofessional.

• Carry business cards in the evening at social events in case a good business

contact presents itself. But be very careful, especially in a private home. If cards are

exchanged, both parties should be very discreet.

• Never produce a card during a private luncheon or dinner where you run the risk of

your host seeing the exchange.

• Present your business card to the receptionist each time you visit a company. It

helps the receptionist announce you.

• Giving & Requesting: Don’t force your card on anyone or offer it early in a

conversation. Junior executives don’t give or request cards from senior executives.

Let the senior executive request your card, and only then should you present it.

FLORIDA INTERNATIONAL UNIVERSITY

(SAMPLES)

ADDENDUM

EVENT PLANNING GUIDELINE & CHECKLIST

This is a guideline for any department who is requesting President

Rosenberg’s attendance at an event. All coordination will be handled

through the Ofﬁce of the President (OOP), and when deemed appropriate

External Relations’ Ofﬁce of Community Relations, Protocol, and Special

Events (CRPSE) as well. Though every event may require different

protocols, the following is a standard guideline for events.

Schedules

• Event should be held on a date that is mutually benecial to the requesting

department, the President, and any other key members of the university community.

• Note: Conrmation of calendar availability does not mean the President has agreed

to participate.

• Once a date is held, an Event Request Form (ERF) must be submitted to the Ofce

of the President for approval. See attached.

• If the event is requested at the Reagan House, please use the RH Event Request

form. See page 65.

• The OOP will email a conrmation notice to the requesting unit once the President

has approved his participation.

Invites

• The text and design of all invitations must be approved by OOP Assistant Chief of

Staff (ACOS).

• If the event involves the community at large (FIU or Miami-Dade), the invitation

must then be pre-approved by the Ofce of External Relations before the

President reviews.

• For events of 20 and under, invites should go out no later than 3 weeks prior.

For large-scale events, invites should go out 4 weeks prior.

• The President’s name should appear as “Mark B. Rosenberg” (no titles, unless it is

going out to external constituents).

• The requesting department is responsible for taking RSVPs. This tracking system

should include: Full Name, Guest Name, RSVP, Afliation, Title, and Contact

Information (including email and assistant info when appropriate).

EVENT PROTOCOL WORKSHOP

Event logistics

• When planning your event, review attached Event Planning Checklist on page 55.

• For events at Reagan House see pages 64-65.

• The requesting department is responsible for ALL expenses related to the event,

unless otherwise agreed upon by the President and/or other units.

• A detailed timeline/program (including a description of the venue and its layout,

sequence of the event, order of speakers, etc.) must be submitted for approval by

OOP at the start of the planning process.

• Walk-throughs are also recommended with OOP ACOS (President, when

appropriate) in order to make needed changes prior to the event.

• Staff from the requesting department must be assigned to work the event. Duties

will be assigned as agreed upon during the planning process (i.e. registration,

greeter, etc.).

• Note: The OOP, with consultation from External Relations (Community Relations,

Protocol and Special Events) and/or the requesting department, has the nal say on

all event timelines and logistics.

Brieﬁng document

• A draft brieng packet should be submitted for the President’s review 1 week prior

to the event.

• Final draft is due no later than 24 hours prior to each event unless otherwise

specied by President.

• Extra copies of nal document should always be printed for the event in case the

President needs one.

• The following items (when applicable) are included in the brieng document:

• Final Program/Timeline

• Final RSVP list

• Bios on speakers, honorees, VIPs, and donors

• Event background (especially if it entails a conference or project)

FLORIDA INTERNATIONAL UNIVERSITY

EVENT PLANNING CHECKLIST

Conﬁrming Event Date, Venue, & Principals

• Determine desired possible dates & times for your event.

• Determine Event Principals (who needs to be present) & place a hold

on their calendars.

• Determine venue according to event needs.

• NOTE: If your venue is NOT a customary FIU event site, you must secure OOP

approval before signing a contract with the desired venue.

• For list of FIU venues see “FIU Venues” section below.

High-Level Visit Or Ofﬁcial University Event

• When planning a Ground Breaking, Ribbon Cutting, Dedication (or similar ofcial

event,) you will need to consult with FIU’s Ofce of Community Relations, Protocol

and Special Events at the start of the planning phase.

• When planning a visit by a head-of-state (or similar high-level leader,) you will need

to consult with FIU’s Ofce of Community Relations, Protocol and Special Events at

the start of the planning phase.

Donor Related Event

• When planning a donor related event, you should contact Donor Relations

Department in the Division of University Advancement and plan the event

with their guidance.

Event Planning Group Or Committee

• Determine person(s) that will be assigned to work on this event, create timeline,

distribute tasks. If needed, create a small and efcient planning committee.

Budget

• Determine who is paying for the event and conrm availability of funds

• Request Quote from vendors

• Prepare Proposed Budget

EVENT PROTOCOL WORKSHOP

Event Design

• Event needs to meet FIU’s standard of quality

• Establish the set-up and room ambience for the event

• Follow the proper staging and seating protocol

• Determine the materials needed and use the FIU logo prominently on

all event signage

Timed Event Program

• Create the appropriate agenda or script for event (order of speakers and activities)

• Create the timeline for the event (minute by minute outline of the event)

• Prepare remarks for speakers

Event Planning Timeline

• Establish and event planning timeline to determine dates for vendor selection,

conrmations, delivery, set-up, rehearsal, breakdown, etc.

Invitation

• Prepare Invitation List

• Determine the dates for design and sending Save-the-Date, Invitation, Reminder,

RSVP Deadline, etc.

• Design Save-the-Date or Invitation with RSVP Link and send to External Relations

or OOP for approval

Event Stafﬁng

• Determine the stafng needed before, during, and after the event — Prepare event

staff training and walk-through at event site

• All event staff should dress in a similar fashion that is appropriate for the type of

event. For university ceremonies and ofcial events, it is recommended that staff

wear black or dark blue-colored suits.

• Event staff should wear the FIU insignia at all times and appropriate identication

(Nametag with FIU logo and/or FIU pin.)

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VIP Management

• Inform the appropriate FIU ofces (Ofce of the President, Governmental Relations,

University Advancement, External Relations) of the expected attendance of any

high-level VIP, such as elected ofcials, donors, government and business leaders,

foreign government representatives, etc.

Vendors & Service Providers

• Determine and contract vendors and service providers you will need for the event:

FIU External Relations

• Community Relations, Protocol and Special Events

• Marketing and New Media

• Media Relations

• News and Communications

• Design Services

• Web Communications

FIU Environmental Health And Safety

• Key policies: ehs.ﬁu.edu/Programs/General%20Safety/Pages/Policies.aspx

• Contact Person: Wilfredo Alvarez (wjalvare2@u.edu)

FIU Emergency Management

• Contact Person: Ruben Almaguer (rdalmagu@u.edu)

FIU Facilities Management

• Event request form: myfacilities.ﬁu.edu/events/EventRequest.aspx

• Contact Person: Jimmy Almansa (almansaj@u.edu)

• Custodial Services requests can be sent to custodial@u.edu

EVENT PROTOCOL WORKSHOP

FIU Parking And Transportation

• Event request form: parking.ﬁu.edu/permits/information/events

• Contact Person: Travis Stokes (tstokes@u.edu)

FIU University Police

• Event request form: police.ﬁu.edu in the special events section

• Contact Person: Lt. Michael Gonzalez (mgonza@u.edu)

• The Ofce of the President (OOP) reserves the right to determine if police presence

is needed at any event.

FIU UTS

Media and Technology Support Services

• Event request form: mtshelp.ﬁu.edu

FIU Venues

• MMC — Graham Center

• MMC — Frost Art Museum

• MMC — Wertheim Performing Arts Center

• MMC — CBC Special Events Room

• MMC — Stadium Club

• MMC — MARC Pavilion

• BBC — WUC Ballrooms

• BBC — Kovens Center

Catering

Panther Catering

• Other approved vendors

FLORIDA INTERNATIONAL UNIVERSITY

External Vendors

You can contact external vendors for additional services:

• Flowers and Décor

• Production Company

• Rental Company — tables/chairs/tents

• Sound and Lighting Company

For additional questions or concerns, please contact:

Ofce of the President: 305-348-2111

Ofce of Protocol and Special Events: 305-348-2231

EVENT PROTOCOL WORKSHOP

FLORIDA INTERNATIONAL UNIVERSITY

EVENT PROTOCOL WORKSHOP

FLORIDA INTERNATIONAL UNIVERSITY

EVENT PROTOCOL WORKSHOP

FLORIDA INTERNATIONAL UNIVERSITY

EVENT PROTOCOL WORKSHOP

FLORIDA INTERNATIONAL UNIVERSITY

Mark B. Rosenberg

President

cordially invites you

to join him for a

Reception/Dinner/Type of Event honoring _________

Title and/or Special Role

INSERT PHOTO HERE

Day of the Week, Month Day, Year

start time p.m. – end time p.m.

Ronald W. Reagan Presidential House

10777 SW 16 St., Miami, FL

Modesto A. Maidique Campus

Florida International University

Business casual attire

Please conrm your attendance

via email to president@u.edu

or by calling 305-348-2111.

EVENT PROTOCOL WORKSHOP

CRPSE EVENT STANDARD OPERATING PROCEDURES

Planning Meetings

¨¨ Initial Planning Meeting

• Meeting should at a minimum include: members of the unit hosting event and a

CRPSE representative, if applicable

• Budget should be determined at this time and method of payment (who will process

and/or activity number for vendor requests). Vendors cannot be contacted without

this information

¨¨ Walk-through

• Should be held minimum of 3 weeks prior to event

• Must include members of the unit that is hosting event, all vendors,

representative of CRPSE if applicable, and a member of the Ofce of the

President (if President is attending)

• All building/event space maintenance should be completed prior

¨¨ Set-up

• Should take place day of event or day before depending on event time

• A run through of the program should take place after set-up to mitigate

possible issues

¨¨ Brieng

• A brieng meeting with the team members working the event should be scheduled

5-7 business days prior

• If the event requires a brieng meeting with the President, it must be scheduled a

minimum of three weeks in advance with his ofce

¨¨ De-brieng

• A de-brieng may be scheduled with team members

• If the meeting must include President Rosenberg, follow the same procedures

for scheduling as above. The President’s ofce will be able to provide a date

post-event.

FLORIDA INTERNATIONAL UNIVERSITY

Logistics

¨¨ Design Services

• Services include: html invitation design, printed programs, yers, retractable

banners, step and repeats, etc.

• Contact information: Aileen Solá-Trautmann, (sola@u.edu) &

Yessenia Albolila, (yabolila@u.edu)

¨¨ Venue

• Selection of location should be done at the initial planning meeting. This can vary

depending on event and needs, i.e. ribbon cutting

¨¨ FIU Facilities Management

• Online request form: facilities.ﬁu.edu -> Event Support Request

• They can be contacted for numerous services such as: chairs, tables, stage, plants,

etc. Check form for a complete list of services

• Main event contact person: Jimmy Almansa (almansaj@u.edu)

¨¨ FIU Media Equipment Services

• Online request form: mtshelp.ﬁu.edu

• They can be contacted for numerous services: AV support, photography, video

streaming, videoconferencing, etc. Check form for a complete list of services

• General questions (conrmations, invoices) contact person: Lisette Hernandez

(lisette@u.edu)

• Video contact person: Hilda Aguilera (aguilera@u.edu)

• Photography contact information: (academicimaging@u.edu)

¨¨ FIU Parking and Transportation

• Online request form: parking.ﬁu.edu -> Events ->Event Request Form

• Services include reserving parking spaces, directional signage, bus rentals, etc.

Check form for a complete list of services

• Main contact person: Travis Stokes (ptevents@u.edu)

¨¨ FIU Environmental Health & Safety

• Key policies: ehs.ﬁu.edu/Programs/General%20Safety/Pages/Policies.aspx

• Contact Person: Wilfredo Alvarez (wjalvare2@u.edu)

• Should be contacted for walk-throughs or general questions regarding safety

especially if event is outdoors

EVENT PROTOCOL WORKSHOP

¨¨ FIU University Police

• Main contact: Lt. Michael Gonzalez (mgonza@u.edu)

• FIU PD Special Events Form can be found on police.ﬁu.edu

• Should be contacted if you expect high level of VIPs, event is taking place at an

external venue in the evening, or there will be students attending event

¨¨ Panther Catering

• Website: pantherdining.catertrax.com

• Contact people: Erika Chavez ([email protected])

¨¨ Staff and Volunteers

• Prior to event, ensure that you have sufcient staff to assist with registration,

ushering, and other duties needed

¨¨ Signage and Supplies

• Place clear directional signage directing guests to venue location, if needed

• Step and repeat & retractable banners should be used to market event/unit

• Reserved seating for program participants and VIP guests should be used

• Other supplies as needed

Invitation/RSVP

¨¨ Invitation

• Must go through the appropriate approval channels (Dean, AVP, SVP, OOP)

¨¨ Invite List

• Determine target audience (FIU leadership, FIU Boards, faculty, students, etc.).

¨¨ Save the Date

• Depending on the timeframe, can be sent to notify guests of upcoming event

¨¨ RSVP List

• Can be managed using Qualtrics, Google Docs, or other appropriate online method

• Using an e-mail address should be the last option as it is more difcult to manage

or reect most current responses

• Gather appropriate information: First/Last Name, E-mail Address,

Title, and Afliation

FLORIDA INTERNATIONAL UNIVERSITY

¨¨ Email Conrmation to guests containing additional event details such as

• Parking instructions, campus map,

• Attire (if event is outside, you will want to let your guests know to dress accordingly)

and other event details should be sent one business day prior to event

• Should be sent a day or two before event

Program

¨¨ Program

• Should include timing, speakers, and ow of event.

• For example, if there are refreshments served before/after program, how are

speakers being introduced, and if there a designated Emcee.

¨¨ Remarks

• Unit should work with Media Relations to draft President’s remarks. They should

provide all necessary background information and message they wish to convey.

• All other remarks should be developed by unit, i.e. Deans and other speakers

¨¨ Research/Data

• If needed, unit should work with Research and Prospect Management in the

division of University Advancement for information such as bio proles, alumni

statistics, and etc.

¨¨ President’s Brieng Document

• Send to Valeria Espina (vespina@u.edu), and should be sent in accordance to

deadline on the Upcoming Speeches document (minimum 24 hrs.).

• Should include:

• Event information such as date, time, location, and who will be

stafng the President

• Final Program

• RSVP list with VIPs highlighted

• Other background information pertinent to event such as statistics or bios, etc.

• Additional copies should be available at event site

*This checklist is to serve as a guideline and is not an exhaustive list

of all event needs and requirements. If you have questions or need

further clariﬁcation, please contact CRPSE or the Ofﬁce of

the President.

EVENT PROTOCOL WORKSHOP

Name Afﬁliation

RECOGNITION LIST

FLORIDA INTERNATIONAL UNIVERSITY

EVENT PROTOCOL WORKSHOP

FLORIDA INTERNATIONAL UNIVERSITY

EVENT PROTOCOL WORKSHOP

Presidential Briefing Document

Date: Tuesday, October 29, 2013

Time: 9:00AM – 4:00 PM

Location: Graham Center Ballrooms (Plenary) and Faculty Club (Lunch)

Attendees: FIU Community

Staff: Dania Rivero and Sandra Jimenez

Transportation: Javier Marques

Purpose of meeting/event: Geopolitical Summit

Additional information:

• Plenary 1 – Guest Speaker: Moises Naim

• Plenary 2 – Guest Speaker: Vali Nasr

Attachments:

(1) Program

(2) Remarks - Summit

(3) Remarks - VIP Luncheon

(4) VIP RSVP List

(5) Guest Speaker Bios

FLORIDA INTERNATIONAL UNIVERSITY

PROGRAM

9:00 a.m. Doors Open

- Registration takes place at lobby

- Seating begins

Provost Wartzok, Moisés Naím and Panel Members proceed to Faculty Club

for brief review of program.

- Book signing and media interviews with guest speaker

- Light refreshments available

9:25 a.m. Panel Members proceed to reserved seating on floor.

Provost Wartzok and Moisés Naím, prepare to enter stage when

introductions take place.

9:30 a.m. PLENARY 1

GUEST SPEAKER: Moisés Naím

TITLE: The End of Power: From Boardrooms to Battlefields and Churches to

States, Why Being In Charge Isn't What It Used to Be

FORMAT:

• 3-5 min. Welcome remarks by Provost Wartzok

• 45 min. Lecture by Guest Speaker

• 15 min. Panel Discussion by FIU Faculty Members

• 30 min. Question & Answer Session with Guest Speaker and Panel

Members

• 2 min. Closing Remarks by Dr. John Stack

MODERATOR: John F. Stack, Jr., Executive Director, School of International

and Public Affairs; Associate Dean, College of Arts and Sciences

FIU PANEL MEMBERS:

• Jose M. Aldrich, Former Area Managing Partner, Latin America Tax, KPMG

• Jennifer Gebelein, Associate Director of Online & Web Engagement; Visiting

Faculty, Department of Earth & Environment

• Frank O. Mora, Director, Latin American and Caribbean Center; Professor,

Department of Politics and International Relations

• David Wernick, Senior Lecturer and R. Kirk Landon Teaching and Student

Engagement Fellow, Department of Management & International Business,

College of Business

EVENT PROTOCOL WORKSHOP

Dr. John Stack goes to podium and delivers announcements.

Dr. John Stack exits stage and takes his assigned seat on floor.

Provost Wartzok goes to podium, delivers welcome remarks, introduces

Moisés Naím, exits stage and takes his assigned seat on floor.

Moisés Naím enters stage, goes to podium and prepares to deliver lecture.

At conclusion of lecture, Moisés Naím takes his seat on panel table on stage.

PANEL DISCUSSION

Panel Members proceed to stage and take their places on the panel table

according to signage.

Dr. John Stack goes to podium, prepares for Panel Discussion and remains at

podium until the end of the Question and Answer Session.

• Introduces panel members (from audience’s left to right)

• David Wernick, Senior Lecturer and R. Kirk Landon Teaching and Student

Engagement Fellow, Department of Management & International

Business, College of Business

• Frank O. Mora, Director, Latin American and Caribbean Center; Professor,

Department of Politics and International Relations

• Jennifer Gebelein, Associate Director of Online & Web Engagement;

Visiting Faculty, Department of Earth & Environment

• Jose M. Aldrich, Former Area Managing Partner, Latin America Tax,

KPMG LLP

• Initiates start of Panel Discussion

Panel Members remain seated at panel table and deliver brief remarks. (5

min. each)

Sandra Jimenez provides timing cues. (1 min. and End)

At conclusion of Panel Discussion, Dr. John Stack thanks panel members and

prepares for Question and Answer Session.

QUESTION AND ANSWER SESSION

Dr. John Stack at podium, provides instructions to audience and initiates

Question and Answer Session.

Question and Answer Session takes place with Guest Speaker and Panel

Members.

Sandra Jimenez provides timing cues. (Last and End)

FLORIDA INTERNATIONAL UNIVERSITY

Dr. John Stack announces last question and ends Questions and Answer

Session.

At conclusion of Questions and Answer Session, Dr. John Stack gives closing

remarks.

Dr. John Stack, Guest Speaker and Panel Members exit stage and proceed to

Faculty Club.

12:00 p.m. VIP LUNCHEON

Location: FIU Faculty Club

Guests proceed to Faculty Club for luncheon.

President Rosenberg goes to podium, welcomes guests, delivers brief

remarks, and takes his seat.

Luncheon takes place.

After luncheon, guests proceed to Graham Center Ballrooms for Plenary 2.

President Rosenberg, Vali Nasr and Panel Members remain inside Faculty

Club for brief review of program.

- Book signing and media interviews with guest speaker

- Light refreshments available

1:55 p.m. Panel Members proceed to reserved seating on floor.

President Rosenberg and Moisés Naím , prepare to enter stage when

introductions take place.

2:00 p.m. PLENARY 2

GUEST SPEAKER: Vali Nasr

TITLE: The Dispensable Nation: American Foreign Policy in Retreat

FORMAT:

• 3-5 min. Welcome remarks by President Rosenberg

• 45 min. Lecture by Guest Speaker

• 15 min. Panel Discussion by FIU Faculty Members

• 30 min. Question & Answer Session with Guest Speaker and Panel

Members

• 2 min. Closing Remarks

EVENT PROTOCOL WORKSHOP

MODERATOR: John F. Stack, Jr., Executive Director, School of International

and Public Affairs; Associate Dean, College of Arts and Sciences

FIU PANEL MEMBERS:

• Maya Boutaghou, Assistant Professor, Department of Modern Languages and

Women's Studies Center

• Thomas A. Breslin, Associate Professor, Department of Politics and

International Relations

• Cyra Akila Choudhury, Associate Professor, College of Law

• Shlomi Dinar, Associate Director, School of International and Public Affairs

Dr. John Stack goes to podium and delivers announcements.

Dr. John Stack waits for cue by Sandra Jimenez and introduces President

Rosenberg.

Dr. John Stack exits stage and takes his assigned seat on floor.

President Rosenberg goes to podium, delivers welcome remarks, introduces

Vali Nasr, exits stage and takes his assigned seat on floor.

Vali Nasr enters stage, goes to podium and prepares to deliver lecture.

At conclusion of lecture, Vali Nasr takes his seat on panel table on stage.

PANEL DISCUSSION

Panel Members proceed to stage and take their places on the panel table

according to signage.

Dr. John Stack goes to podium, prepares for Panel Discussion and remains at

podium until the end of the Question and Answer Session.

• Introduces panel members (from audience’s left to right)

• Shlomi Dinar, Associate Director, School of International and Public

Affairs

• Cyra Akila Choudhury, Associate Professor, College of Law

• Thomas A. Breslin, Associate Professor, Department of Politics and

International Relations

• Maya Boutaghou, Assistant Professor, Department of Modern Languages

and Women's Studies Center

• Initiates start of Panel Discussion

Panel Members remain seated at panel table and deliver brief remarks. (5

min. each)

Sandra Jimenez provides timing cues. (1 min. and End)

FLORIDA INTERNATIONAL UNIVERSITY

At conclusion of Panel Discussion, Dr. John Stack thanks panel members and

prepares for Question and Answer Session.

QUESTION AND ANSWER SESSION

Dr. John Stack at podium, provides instructions to audience and initiates

Question and Answer Session.

Question and Answer Session takes place with Guest Speaker and Panel

Members.

Sandra Jimenez provides timing cues. (Last and End)

Dr. John Stack announces last question and ends Questions and Answer

Session.

At conclusion of Questions and Answer Session, Dr. John Stack thanks Guest

Speaker and Panel Members and leads round of applause.

Dr. John Stack, Guest Speaker and Panel Members exit stage.

GEOPOLITICAL SUMMIT ENDS

EVENT PROTOCOL WORKSHOP

Proposed remarks for President Rosenberg

2013 Geopolitical Summit Plenary 2: “The Dispensable

Nation: American Foreign Policy in Retreat”

October 29, 2013

Summary of Remarks

• Welcome

• Recognize special guests

• Recognize sponsors

• About the Geopolitical Summit

• Introduce Vali Nasr

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• Good afternoon.

As president of FIU,

it is my pleasure to welcome you

to this afternoon’s plenary session,

“The Dispensable Nation:

American Foreign Policy in Retreat.”

• Before we begin, I would like to recognize some of our

special guests:

[List of recognitions will be provided]

Thank you all for being here today!

EVENT PROTOCOL WORKSHOP

• I would like to give a special thank you

to our corporate sponsors:

o The Betsy South Beach

o and Citibank.

And I also would like to recognize our FIU sponsors:

o the College of Business

o the College of Arts and Sciences

o the School of International and Public Affairs

o and the Ruth K. and Shepard Broad Distinguished

Lecture Series.

• Today’s panel discussion goes hand in hand

with FIU’s commitment to research,

engagement, and academic and creative endeavors

that help us understand the forces

that shape our world.

FLORIDA INTERNATIONAL UNIVERSITY

The Geopolitical Summit also underscores FIU’s

commitment to educating engaged global citizens

and to serving as a forum for the exchange of ideas.

The Summit exemplifies how FIU’s

colleges and schools are Worlds Ahead.

Today’s panelists,

from the School of Environment, Arts and Society

in our College of Arts and Sciences,

the Department of Management

and International Business

in our College of Business,

and our College of Law,

represent the hard-working, Worlds Ahead faculty

who are preparing our students for

century careers.

EVENT PROTOCOL WORKSHOP

• This afternoon we have the pleasure of welcoming

Vali Nasr.

Vali Nasr is

Dean and Professor of International Relations

at Johns Hopkins University’s

Paul H. Nitze School

of Advanced International Studies.

He is the author of the groundbreaking book

“The Dispensable Nation,”

which takes a hard look at the strategic risk

of a shrinking American role

on the global stage.

He is a member of the State Department’s

Foreign Affairs Policy Advisory Board

to advise the Secretary of State on global issues.

FLORIDA INTERNATIONAL UNIVERSITY

Dr. Nasr is also a non- resident fellow

at the Brookings Institution

and a contributor to “Bloomberg View.”

Between 2009 and 2011 he served as Senior Advisor

to U.S. Special Representative for Afghanistan

and Pakistan,

Ambassador Richard Holbrooke.

Dr. Nasr is one of our country’s leading experts

on the Islamic world and Middle East politics.

We are excited to have him with us today

to share his unique insight

on American foreign policy.

Please join me in giving a warm welcome

to Dr. Vali Nasr.

EVENT PROTOCOL WORKSHOP

RSVP List

FIRST NAME

LAST NAME

TITLE

ORGANIZATION

FLORIDA INTERNATIONAL UNIVERSITY

rofessor Asad M. Madni - SCIS Distinguished Speaker

unch

osted by

resident Mark B. Rosenberg

Basket of Bread

Salad

Bibb Lettuce, Yellow and Red Tomatoes, sliced Radishes, Comté Cheese

with a preserve Lemon Dressing

Entrée

Vegetarian Option

Portobello stuffed with Quinoa

essert

Fruit Terraine with a Raspberry Coulis

Café Cubano, Cortadito or American Coffee

Professor Asad M. Madni - SCIS Distinguished Speaker

Lunch

hosted by

President Mark B. Rosenberg

Basket of Bread

Salad

Bibb Lettuce, Yellow and Red Tomatoes, sliced Radishes, Comté Cheese

with a preserve Lemon Dressing

Entrée

Breast of Chicken accompanied by Fingerling Potato Hash and

charred Brussel Sprouts with a Tarragon Citrus Au jus

Dessert

Fruit Terraine with a Raspberry Coulis

Café Cubano, Cortadito or American Coffee

Florida International University

onald W. Reagan Presidential House

0777 SW 16th St.

iami, FL 33165

Florida International University

Ronald W. Reagan Presidential House

10777 SW 16th St.

Miami, FL 33165

SAMPLE MENU CARD AT REAGAN HOUSE

EVENT PROTOCOL WORKSHOP

PROGRAM

_________________________________

Welcome

Willard Shepard, JD ’10, WTVJ Investigative Reporter

Michelle D. Mason, Senior Associate Dean

Dinner Service

Video Presentation

President’s Remarks

Mark B. Rosenberg

Honoring the Florida Judiciary

The Honorable R. Fred Lewis

The Honorable Peggy A. Quince

The Honorable Barbara J. Pariente

Dean’s Remarks

R. Alexander Acosta

Upon Program Closure

Join us in the foyer for coffee & desserts

_________________________________

Salad

Bow Tie of Baby Greens, Caramelized Apples and

Brie Tartlet with Balsamic Dressing

Entrée

Charred Tenderloin and Gulf Corvina,

Red Peppercorn Demi-Glace Rainbow Carrots,

Chive and Corn Risotto 

Dessert & Coffee Station

Miniature Chocolate Napoleon

Red Velvet Tres Leches

Key Lime Tartlet with Brunoise Garnish

Thank You To Our Generous Supporters

_______________________________________________

CSK

SAMPLE MENU AND THANK YOU CARD FOR A SIGNATURE EVENT

FLORIDA INTERNATIONAL UNIVERSITY

SAMPLE ROOM SCHEMATIC FOR A SIGNATURE EVENT

EVENT PROTOCOL WORKSHOP

NOTES

FLORIDA INTERNATIONAL UNIVERSITY

NOTES

EVENT PROTOCOL WORKSHOP

NOTES

FLORIDA INTERNATIONAL UNIVERSITY

NOTES

EVENT PROTOCOL WORKSHOP

Dania Pearson-Adams

Associate VP Public Affairs

Community Relations and Special Events

Florida International University

11200 SW 8th St, PC 519 J

Miami, FL 33199

daniapa@u.edu | 305-348-3875

ﬁu.edu

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