Attachment J ~ Installation of Officers Official Protocol and Procedures
PURPOSE INSTALLATION OF OFFICERS CEREMONY
The Installation of Officers Ceremony of Alpha Phi Alpha Fraternity, Inc. is designed to officially install duly elected officers of a college or alumni chapter. This ceremony should occur in September of each year.
This ceremony can be held as a public program or at a private chapter meeting. If it is designed as a public program, invited guests should include dignitaries and of icials of the community, all local college and alumni Alpha Phi Alpha Fraternity, Inc. chapters, all other Greek Letter Organizations, top campus or city officials, special dignitaries of political, civic, and other such persuasions.
GROUP RESPONSIBLE FOR UPDATING Chartering Ceremony PROCEDURES
The Chief Learning Of icer of the Alpha University is responsible for monitoring and updating these procedures.
MATERIALS/PERSONNEL/LOGISTICS NEEDED FOR Chartering Ceremony Candles for each officer and Matches/Lighter
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 Installation Committee to review. Read the entire ceremony before filling in the spaces required.
PAY CLOSE ATTENTION TO ALL INSTRUCTIONS
After illing in the spaces required, make a copy for the Installation Officer. Highlight these parts so that reading them may be less taxing.
If conducted as a public program
Place the guest names on the seating arrangement.
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 needed immediately
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 INSTALLATION 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.
CEREMONY FOR INSTALLATION OF OFFICERS (Please refer to the Alpha University Chapter and Officer Development Guide ( http://www.alphaphialpha.net/Page.php?id=134 ).
15th Draft 9/18/07