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Protocol & Etiquette Manual - page 40 / 59

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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:

  • 1.

    Charter Officer

  • 2.

    General Organization

  • 3.

    Regional Representative

  • 4.

    State Representative

  • -

    Regional Vice-President

  • -

    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:

  • 1.

    A auditorium, conference facility or hotel ballroom

  • 2.

    Placement of tables for ceremony and Head Table Seating. Diagram 1

  • 3.

    Placement of Charter Items used in Ceremony. Diagram 2

  • 4.

    Names for head Table Seating and Movement of Brothers and Personnel Representatives.

Diagram 3 GENERAL PROTOCOL FOR CHARTERING CEREMONY

  • 1.

    Type of Ceremony ~ Public

  • 2.

    Attire ~ Alpha Attire

  • 3.

    Suggestions for having a smooth, coordinated ceremony.

    • a.

      Make at least three copies of the ceremony for the Chartering Committee to review. Read the entire ceremony before filling in the spaces required.

    • b.

      PAY CLOSE ATTENTION TO ALL INSTRUCTIONS UNDERLINED. PAGE AND DIAGRAM REFERENCES ARE ENCLOSED IN PARENTHESES.

    • c.

      After filling in the spaces required, make a copy for the Chartering Officer. Highlight these parts so that reading them may be less taxing.

    • d.

      Place the guest names on the seating arrangement. (Diagram 3)

    • e.

      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.

    • f.

      Start gathering materials immediately. (Page 1)

    • g.

      Make a checklist of all people, materials, and duties required to complete the ceremony.

h i.

j.

. 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!

  • k.

    Provide name placed cards for Head Table seating. (Diagram 3)

  • l.

    Brothers are line up according to height. EACH GROUP MUST MEMORIZE

THE JEWEL THEY REPRESENT.

40

15th Draft 9/18/07

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