1. Festive Event Management
Subject Code: CEM4103
Lecture 9
Protocol & etiquette,
closing ceremony, and post-event
reporting of festive events
Developed & Presented by : Note: Pictures used in this
Roy Ying power point file is for academic
Purpose only
2. Table of Content
• Protocol & etiquette
• Case studies sharing
• Recap meetings (post-event report)
3. What is protocol?
• Although more frequently used in
diplomatic language, protocol is a set of
unwritten rules or guidelines that are
peculiar to every culture or festival, and
are supposed to be observed by all parties
in the conduct of an event or
communications
5. Why insulting?
Quote from President Aquino in response to a letter
sent by HKSAR CE Donald Tsang over the
Manila hostage tragedy:
“We decided not to respond to that letter sent by
the Hong Kong government, which we found
insulting. We just coursed our response through
the People's Republic of China government, that
we think the letter we received
wasn’t proper, that we didn't
like its tone.”
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6. Protocol in event manager?
• The event manager is usually in charge of
the secretariat serving the OC
• OC’s terms of reference usually involves
– Membership composition
– Chairman’s authority
– Scope of Responsibilities
– Term
– Procedural matters
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7. Seating – always refer to the order
of precedence
Source: HKSAR
Protocol Division
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13. Why these people stand in front?
• HKDBA Chairman Dr
Raymond Ma
(second right),
• HKTB Chairman Mr
James Tien (middle),
• Chairman of the
Assessment
Committee of Mega
Events Fund The
Hon Jeffrey Lam Kin-
fung, SBS, JP (far
right),
• Chairman and CEO
of Sa Sa Cosmetic
Company Limited Dr
Simon Kwok and Mrs
Kwok (second left
and far left)
14. • There is a reason why I was
standing there on the 2nd row
8 spots left of the officiating
guest
15. Who makes these rules?
• Protocol originates from foreign diplomacy
• Very important in making sure that the
ceremony is conducted the “right” way
• Two major principles:
– Order of precedence
– Right of honor
19. Right of Honour
• Internationally recognized protocol - With
the host in the middle, the most important
guest should always be on his / her right
hand side
22. Class Exercise
• You are the festive event manager for CNY New Year
Parade. You are planning for the group photo.
• Please properly place the following persons in the front
row:
– Financial Secretary
– Secretary for Business and Economy Bureau
– Commissioner for Tourism
– Chairman of HKTB
– CEO of HKTB
– Chairman of Mega Funds
– Chairman of title sponsor
– Special guest of the No. 40 million tourist to HK
23. Dress Code
Black Tie (Men)
- black, hip-length coat
without tail and with silk
lapel
- Black trousers
- White shirt with studs
- Wing, turn-down collar
and bow tie
- Black shoes and socks
- French cuffs with links
24. Dress Code
Sometimes called White Tie (Women)
- Knee length cocktail dress
- Floor length ball gown
- Long skirt with top
- High heels shoes
25. Basic Rules in Event Protocol
• Considerations for Banquet
– Cultural Difference: Know your Audience
• Islam (No pork), Hindi (No beef), Buddhist (Vege)
• Timing of event should not clash with major festive season
– For VIP guests
• Ask if they have food allergy
• Right or left handed
• Seat arrangement for VIP staff
– Others
• Menu to be printed on each table
• Table tent card with guest’s name
• Table numbering or names
• Invitation card, RSVP and reception logistics
31. Closing ceremony
• Closing ceremony is part of the festival
• It concludes the festival incorporating the major
elements
• Festive event managers need to plan which
elements to extract from the previous activities
well ahead to package this closing ceremony so
it will not appear to be a stand alone event, but
rather as a grand finale
32. Post event report
• What element should be included
• Depends on the festival’s objectives, but
usually the following is a must:
– Number of visitors
– Number of media hits
– VIP activity recap / photo gallery
– Activity listing
