Attachment I ~ Chartering Ceremony Official Protocol and Procedures (Cont’d) 6. Chartering Ceremony ~Make at least three copies of the ceremony for the Chartering Committee to review. The following Alpha Phi Alpha Of icials will be required:
Highest Ranking Officer, designee if required:
Assistant Regional Vice-President, designee if required:
District Director, designee if required
The following logistics and placement are required:
A auditorium, conference facility or hotel ballroom
Placement of tables for ceremony and Head Table Seating. Diagram 1
Placement of Charter Items used in Ceremony. Diagram 2
Names for head Table Seating and Movement of Brothers and Personnel Representatives.
Diagram 3 GENERAL PROTOCOL FOR CHARTERING CEREMONY
Type of Ceremony ~ Public
Attire ~ Alpha Attire
Suggestions for having a smooth, coordinated ceremony.
Make at least three copies of the ceremony for the Chartering Committee to review. Read the entire ceremony before filling in the spaces required.
PAY CLOSE ATTENTION TO ALL INSTRUCTIONS UNDERLINED. PAGE AND DIAGRAM REFERENCES ARE ENCLOSED IN PARENTHESES.
After filling in the spaces required, make a copy for the Chartering Officer. Highlight these parts so that reading them may be less taxing.
Place the guest names on the seating arrangement. (Diagram 3)
Send invitations to guest, dignitaries, and officials immediately. Be sure to provide complete information to place, time, dress, and expenses. Follow up with a telephone call, two days after mailing invitations.
Start gathering materials immediately. (Page 1)
Make a checklist of all people, materials, and duties required to complete the ceremony.
. Have a specific time frame for the photographer. Get a contract. Practice the complete program at least two (2) times with a set up similar to final set up. COME EARLY TO SET UP CHARTERING FACILITY. WALK THROUGH CEREMONY AT THIS TIME. Inform all invited personnel of their responsibilities; i.e., Regional Vice President, General Organization Representative, Assistant Regional Vice President, District Director, Area Director, etc. BE ON TIME!
Provide name placed cards for Head Table seating. (Diagram 3)
Brothers are line up according to height. EACH GROUP MUST MEMORIZE
THE JEWEL THEY REPRESENT.
15th Draft 9/18/07