SP Visit Protocol

Lodge Protocol State Presidents Visitation

These guidelines are offered for the Lodge’s preparation for the visitation of the State President. This is a guide, not a set-of-rules. If you follow this, you will make the event easier for all concerned. Your officers, Lodge members and staff will know what is expected. The President will be spared any surprises, as these are the forms of protocol to which he/she is most accustomed.

SETTING THE DATE: It is up to the Lodge to coordinate with the President to set a visitation date. After you set the date verbally, confirm it in writing.

LODGE FINANCIAL RESPONSIBILITY: The lodge should bear these expenses if possible. Lodging: The lodge should pay for the President’s lodging. If the lodge cannot afford it, do not feel that you must provide it. If you cannot pay for the lodging, inform the President so that he/she will have the opportunity to make his/her own arrangements. Room Amenities: If you wish, it is a nice gesture to place a small welcome gift in the room of visiting dignitaries (not only State President but Grand Lodge Officers as well.) Dinner and Drinks: The President and First Lady’s/ Gentleman’s dinner and drinks should be complimentary. Inform the reservation person, bartenders, and staff of this arrangement in advance.

TRANSPORTATION: The President is responsible for their own transportation to the hotel. The Lodge should provide transportation to and from the Lodge during his/her visit, and, for any other events during his/her stay.

DRESS CODE: If there is a theme (Western, Hawaiian, Casual, etc.) or an event is formal the Exalted Ruler needs to inform the President and First Lady/Gentleman well enough in advance in order for them to be prepared. If there

are any tours, entertainment, or special events planned, be sure that advanced notice is also given.

HEAD TABLE: Provide a podium and/or microphone (if necessary due to room or crowd size). The order of seating precedence is listed in descending order. If you have less seating, cut from the bottom up.

INTRODUCTIONS: Each President has his/her own criteria for introductions. The Exalted Ruler and President should plan in advance who introduces whom. Introductions should include Head Table, Grand Lodge Officers and their Ladies/Gentlemen, and visiting dignitaries and their Ladies/Gentlemen.

COMMUNICATION: At least two weeks prior to the visit, send a letter to the President welcoming him/her to your Lodge. This letter should include: an agenda of events, dress code information, and the name and directions to the hotel. If planned, request for the President to perform the 11 o’clock toast, suggested arrival time, and identification of the President’s host or hostess if applicable. Whatever your plans, make it clear to the President that you do or do not plan to see him/her in the morning. Make sure that the hotel is aware that you are paying the lodging bill. The President should be able to check out with no payment from him/her expected (unless of course, he has personal charges)

SUMMARY: The financial responsibility of each lodge will differ. The dinner and drinks at the Lodge should always be provided. The President (even though they received an allowance for the year) has expenses, which far exceed the allowance given him/her. You should not expect him/her to pay for costs, which can easily be absorbed by the Lodge.

We would like to thank and acknowledge the Kentucky Elks Association. The new protocol above was gleaned from the Kentucky Elks Directory.