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Knights of Columbus - Kentucky State
Council
Protocol Program
Protocol is defined as a firm code establishing compliance, the order of preference and the rules of official and social behavior. This may sound confusing or hard to understand, but in short it means using common sense and courtesy at Knights of Columbus official, social and religious activities. It is nearly impossible to try to cover every rule for all situations, but the following guidelines are rather common and basic.
Council Meetings
The grand knight must conduct his meetings in accordance with the Charter, Constitution and Laws of the Knights of Columbus. If you don’t have this book your Financial Secretary can easily order it from the Supreme Supply Department. The standard reference for parliamentary procedure is Robert’s Rules of Order available from many bookstores and Supreme Supply Department. The order of business for conducting meetings is outlined in the Responsibilities of the Grand Knight Booklet sent to each grand knight yearly. The grand knight is the presiding officer and when a member wishes to speak he should do so by rising from his seat and saying: “Worthy Grand Knight” and saluting at the same time. The grand knight will return the salute and acknowledge the member. All titles of officers should be recognized by name as Brother John, etc.
State officers, district deputies, insurance agents, clergy, religious and special guests should be accorded due recognition for the office they hold. Remember, to always respect the office even if you may dislike the person. These dignitaries should be accorded a place of honor in front of the meeting room facing the membership generally at the head table. The Protocol Booklet says it is not necessary to recognize the state officer or district deputy when present at his own council unless he was specifically invited. But for reasons of respect to the office I would always recommend that he be recognized.
Dress for council meetings should be in accord to the dignity of the office; that is, be neatly and properly dressed.
Remember, that District Deputies are the personal representatives of the Supreme Knight and State Deputy, and as such be given due respect. District deputies should also be neatly dressed when attending meetings.
Correspondence
Letters, memorandums and bulletins should always be typed. Proper salutations should be followed when using correspondence. For example, His Excellency, Reverend Father, Honorable, Miss, Mister or Misses are proper. For Knights of Columbus it should be: Worthy and his title.
Invitations
Guests should be sent invitations in typed writing generally six weeks or as early as possible before the event. An invitation to a dignitary should not be through a council bulletin. It should be via a letter. It should spell out if the wife is invited, the proper dress and let them know if they will be called to speak. Offer to make hotel arrangement for the guests. Have the guest greeted when the he or she arrives. Make sure the guest is properly seated and be sure to recognize the guests including their wives and family members. It is suggested that a resume of the guest be acquired for proper introduction. Always remember to thank the guests for being present at your meeting or activity.
Introductions
When introductions are done, the toastmaster should make sure of the proper pronunciation. The order of rank should be observed. Remember to announce the name and title of the speaker or guest, as the audience will have no idea who the person is or represents.
Speakers
Those who are to speak should be given advance notice, given the nature of the function and the approximate amount of time allotted to speak. The idea is to move the program in a flowing and desirable timely manner. Make sure there are adequate acoustic facilities. Some groups recognize their speakers and wives with token gifts such as, flowers, plaques, etc.
Head Table
At any gathering of the Knights of Columbus, clergy, supreme representatives, state officers, district deputies, chairmen, fourth degree dignitaries, grand knights and honored guests should always occupy a seat of honor. Generally, that is in the form of a head table. Sometimes because of the large number of dignitaries or limited space, it is impossible to seat everyone. In that case, use the highest-ranking officials first.
Seating and introductions are by rank from the middle out to either end with the highest ranking official seated at the middle of the head table. Guests are to be seated from the right toward the middle, then from the left to the middle. When the head table enters the hall, all should rise and remain standing until seated. Applause is recommended. Each program order of speakers should be done in common sense order. Remember, the main speaker should be properly allotted in the order. The toastmaster should always introduce the speaker with a resume and also thank the speaker when he has finished speaking.
Flags
The country’s flag may be displayed flat, above and behind the speaker. If the country’s flag is in a staff, it should be on the right side of the speaker as he faces the audience. Other flags should be at the speaker’s left. Also, the flag, when displayed horizontally or vertically, the stars should be at the observer’s left.0
Jewels
All officers should where their jewels of office if the council or assembly has them. Past state deputies, former vice supreme master, master, past grand knights, past faithful navigators, former district deputies, etc. should wear their miniature jewels on the left breast pocket of their jacket.
Summary
To summarize, we need more sprit de corps in the way we function as Knights of Columbus. It adds dignity, honor and class to every function. Always remember that when a situation arises at an event use common sense, wise judgment, and simple courtesy. The Protocol Booklet is available free of charge from the Supreme Supply Department. It is also mailed each year to each and every council and assembly. The order number for the Protocol Booklet is #1612-NC.
Urban Lageman
Chairman
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