LIONS PROTOCOL MANUAL

Transcription

1 LIONS PROTOCOL MANUAL MD 21 ARIZONA The Protocol in this manual has been gathered from various publications of Lions Clubs International, District Governors Manuals and various other sources of courtesy. 1

2 Compiled by Multiple District 21 Past Council Chairman Lester Blaylock and reviewed by Past International Director David I. Roberts, Past International Director Joe Preston and Lion Anna Roberts

3 INDEX Preface 3 Protocol Defined 4 Chapter 1 Reception and Entertainment of Lion Dignitaries 5 Reception and Entertainment of International Dignitaries 5 The District Governor s Visitation 8 Introductions the Head Table 9 Charter Nights 9 Introductions Different Levels 9 At the Club Meetings 10 At Zone Meetings 10 At District Meetings 10 Meeting Protocol 10 Protocol for a Lions Club 13 Respect for Speaker 14 General Comments 15 Non-Lion Dignitaries 15 Proper Display of International Medals 15 Chapter 2 Head-Table Protocol 16 Chapter 3 Club Courtesies Regarding Regular Meeting Procedure 20 Chapter 4 The District Governor s Official Visit to Your Club 22 Chapter 5 Lions Social 25 Chapter 6 Invitations 26 Chapter 7 Inter-Club Visitations 27 Chapter 8 Installation of Officers 28 Chapter 9 Zone Meeting Procedure 30 Chapter 10 District, Multiple District and International Offices 32 Chapter 11 International Guests 34 Chapter 12 Speaker Engagement Guidelines for Authorized Meetings 35 Chapter 13 Death of a Prominent Lion or Official 38 Chapter 14 Death of a Lions Club Member 40 Chapter 15 Invocations & Benedictions 42 Chapter 16 Flag Etiquette 43 3

4 PREFACE The fellowship and service of Lionism extends worldwide. In both fellowship and service Lions members distinguish themselves to the highest, most unselfish degrees. Individually and as clubs, zones, districts and multiple districts, thousands of Lions devote interest, time, effort and talent to Lionism s humanitarian cause without recognition. Certain Lions, however, extend their efforts beyond the club membership level by climbing the ladder of service to zone, district, international offices and other assignments. Serving in such a capacity calls for hours, even years, of extreme work, effort and financial responsibility well beyond the normal Lions membership obligations. Such Lions represent the great leadership that has guided the destinies of our worldwide association since Clubs, zones, districts and Lions International have been blessed with outstanding leaders. It is only proper, therefore, that these leaders, who devote a major portion of theirs lives to Lionism in service to other people, merit the proper respect and recognition for the official leadership capacity in which they have distinguished themselves. Protocol, then, is merely a salute to those whom we have elected or saying Thanks for everything you have done, and are doing in representing us in this movement called Lionism. Realizing the importance and need of understanding and recognizing of proper protocol procedures, this booklet has been prepared as a suggested procedure to use at all Lions functions. 4

5 PROTOCOL DEFINED Webster: The rules prescribing the etiquette in ceremonies of state deference to rank. Thorndike: Conventional rules for behavior in polite society; rules for behavior in a profession or special group. ETIQUETTE DEFINED Webster: The conventional rules for correct behavior. Thorndike: Conventional rules for behavior in polite society: rules for behavior in a profession or special group. Civilized people respect other people individually and in groups. Intelligent, well informed Lions respect and recognize their fellow Lions who have distinguished themselves by having served this great association in a leadership capacity. Lions recognize proper rules of etiquette related to the dignity of official capacity generally defined as Protocol. In general, Protocol relates to many things: Proper respect to and recognition of Lion dignitaries or VIP (very important people). Reception and entertainment of Lion dignitaries, especially international officers and past officers. Introduction of dignitaries at meetings and special occasions. Visitations of District Governors. Seating arrangements at conventions, charter nights, banquets and other occasions. Other business related to protocol. Respect for speakers. Tail Twisting Public Relations Lions information Proper attitude, behavior and manners. 5

6 Chapter 1 Reception and Entertainment of Lion Dignitaries Lion s information is a key to knowledge and understanding. It is the duty of club officers and the Lions Information Committee to inform Lion members about all phases of Lionism. A Lion is well informed if he has an understanding of the organization of Lionism on all levels club, zone, district, multiple district and International. A Lion should know the officers of the organization. It is an embarrassing situation, both for the Lion dignitary and for the club officers, when a Lion official, above the club level, such as the District Governor, Vice District Governor, Region Chairperson or Zone Chairperson visits a club and are not known or recognized. Such a situation is a weakness. This may be due to a lack of information on Lions organization and protocol. A program on Lions information relating to these topics should be a must in every club. Reception and Entertainment of International Dignitaries Invitation Inviting the International Dignitary should follow a certain protocol. An informal inquiry should be initiated to see if the Dignitary is available. This should be handled by the senior/most recent Past International Director (PID). The PID will have a casual conversation with the International Dignitary to see if he is willing to come and to see if the invitee has a local or family conflict. If no conflict exists and the date is open on the invitee s calendar, then an informal invitation can be issued. If the Dignitary accepts, then a formal invitation can be issued. This is done in various ways: District events will require a LCI request form signed by the District Governor. Multiple District events will require a LCI request form signed by the Council Chairperson. Special events can be handled by a letter to the invitee with a copy to LCI. On the occasion of an International Officer s or Director s visit to a club or city, it is customary to extend an invitation to the neighboring Lions Clubs and present and former District Officials to attend so that as many Lions as possible will have the opportunity to meet and become acquainted with the visiting Officer. International Officers (such as the International President, or Vice-Presidents, International Directors or Past International Directors) should be extended every courtesy of protocol as outlined in this manual and Lions Clubs International Visitor and Hosting Guide. 6

7 Arrival It is appropriate to meet the International Officer at the airport with a delegation of prominent Lions and escort the Officer and those in his party to their hotel. This practice makes a good first impression on the guest. Hotel Accommodations Definite hotel reservations should be made for the visiting officer prior to his arrival. Additional courtesies and favors should accompany the reservation or visit, such as flowers, newspapers, etc. It is appropriate to include a card giving credit to the District, Club, etc. that furnishes the welcome gift. The club should pay for the hotel reservations, or in some cases, due to the importance at the occasion, the management of the hotel may be wiling to provide the officer with complimentary accommodations. If such accommodations are not provided, the officer will pay for himself and will be reimbursed in line with the rules of audit of Lions International. Advance Information Prior to departure to your city be sure the officer has the following information: Information about hotel reservations All information abut the meeting time, place, etc. The type of social occasions and expected dress Broadcasting or television arrangements Schedule of Appointments Appointments with important people in Lionism and the community may be made for the officer; however, consideration should be given to periods of relaxation. Publicity The host should make advance arrangements for publicity, radio or TV interviews, or photographs. Material concerning the speaker may be obtained in advance from the International Office. Welcoming the Lion Official A welcome on the part of the mayor or other leading citizens of the community could be a part of the program. Program Arrangements At an evening meeting and banquet particular attention should be given to the time schedule and arrangements of the program. Avoid having a timeconsuming Toastmaster who tells lengthy stories and does a minute soliloquy between each number on the program. 7

8 The visiting officer should have the best spot on the program. For evening events this should be scheduled around 8:00 or 8:30 PM. It is a breach of Lion s etiquette to introduce a Lion speaker after 10:00 PM. Do not let entertainment interfere with the importance of the Official s speech or visit. Introductions Avoid lengthy introductions. Many printed programs include background details on the guest. The audience is more interested in hearing the speaker than about the speaker. Be sure the introduction includes: Name Position In Lionism Business or profession Where they live Background In Lionism The Subject of their speech when appropriate Expressions of Appreciation Following the officer s visit to your city or at the close of the convention or affair, the officer should be sent a written thank you for their contribution to your event. Other tokens of appreciation may be made at the end of their speech. A list of Officers and International Directors preferences may be obtained from Lions International Headquarters. Other Guests If the International Officer is accompanied by their spouse, it is recommended that a committee of members spouses be appointed to make the spouse s visit enjoyable and to entertain the spouse while the official is attending their official Lion duties. 8

9 The District Governor s Visitation The District Governor holds the highest office in the District. When the Governor pays your club an official visit, the Governor is the attraction and should not compete with another speaker or with long drawn-out business or board meetings. When the District Governor is recognized at any Lions meeting (club or district level), it is customary for all Lions present to rise and applaud the District Governor. Give news releases to the press, radio, TV concerning the District Governor s visit. Include a photograph. Invite the press to the meeting. Notify the Governor of all special club events and invite them to attend. If they are expected to be a participant in the event, let them know in advance. The District Governor s visitation is an important event for a Lions Club. The Governor will bring your club up to date on Lions activities a sort of State of Lionism message. The following are questions and answers that may be appropriate for the Governor s visitation. 1. Do you have a regular program? NO. The Governor is the program. Allow 30 minutes for the presentation and do not detract from the presentation by another program. 2. Do you have committee reports? Yes, but only committees having activities in process. The Governor will be interested in your activities. Keep reports short. 3. Do you have a Board meeting? Yes, following the regular meeting. The Governor will probably request one. The Governor will probably ask the club officers some questions, offer suggestions and clarify any questions from the club. 4. Do you induct new members? Possibly, however, do not detract from the Governor s main purpose. Notify the governor in advance if there will be an induction ceremony. 5. Present pins or awards? Possibly, Same as # The purpose of the Governor s visit? The Club President or the person introducing the Governor should explain this. 7. Do you ask the cabinet secretary to make remarks? Yes. There may be some important announcements. This Lion plays an important role in District Lionism and should be recognized. 8. Do you pay for the District Governor s dinner and other members of the Governor s party? Not required, but a very nice gesture. 9

10 Introduction of the District Governor Tell something about the Governor home club, business, offices held, Lion activities, spouse and family. Pronounce the name correctly. The Governor should be introduced only once when they are introduced for their speech. Prior introduction is incorrect and detracts from their recognition at the time of their speech. The Governor or other key note speakers may be named with the comment that a full introduction will be given later. Proper Recognition A. Introductions The Head Table (sometimes referred to as Speaker s Table) 1. Introduce from left to right, as the audience faces the table. 2. It is easier and safer to hold applause until all guests at the head table have been introduced. 3. Lionism rank Lions are introduced as they take part in the program. 4. Introduce the spouses also (do not miss your spouse). Be consistent. If first names are used, use them for all. 5. The audience Lions, ladies, distinguished guest, is acceptable. B. Charter Nights The following is an example as to who should sit at a head table at a Charter Night. The same format could be used for any special event. Starting from left to right, the following is suggested: 1. Charter Club Secretary 2. Past District Governor 3. District Governor 4. Speaker 5. Lectern or podium 6. Master of Ceremonies 7. Charter Club President 8. Sponsoring Club President 9. Minister C. Introductions Different Levels There are many events where Lions brass may be in attendance and you wonder about the proper sequence. Keep in mind one thing at each meeting level, there is one important or ranking officer who is responsible for that level for example: A. At the Club Meeting the Club President is the important officer. B. At the Zone Meeting the Zone Chairperson is the important officer. C. At the District Meeting the District Governor is the important officer. 10

11 Recognize the important officer first, then International rank takes over, keeping in mind that All Current Officers Hold Rank over Past Officers. A. Club Meeting Club President If in attendance, International officers, present or past International or District Officers, (follow highest ranking person in club) Immediate Past President of Club Club Vice Presidents Secretary Treasurer Directors Tail Twister Lion Tamer Past Club Presidents B. Zone Meetings Zone Chairperson District Governor Region Chairperson Past District Governors Club Presidents Club Secretaries C. District Meetings District Governor International Officer (Speaker, President, Vice President or Director) International Director Past International Officers Past International Directors Chairperson, Multiple District Council of Governors District Governors Region Chairpersons Past District Governors Cabinet Secretary/Treasurer Zone Chairperson District Committee Chairpersons Meeting Protocol The following is established as protocol policy for the International Association of Lions Clubs. Only the principal speaker is required by protocol to acknowledge all dignitaries present. 11

12 International Level 1. International President 2. Immediate Past International President 3. International Vice Presidents by rank 4. International Directors (a) 5. Past International Presidents (b) 6. Past International Directors (c) 7. Chairperson, Council of Governors 8. District Governors 9. Association Executive Administrator 10. Association Secretary 11. Association Treasurer Multiple District Level 1. Chairperson, Council of Governors 2. Current or Past International Officers or Directors by rank 3. District Governors 4. Past Council Chairperson (c) 5. Immediate Past District Governor (a) 6. Vice District Governor (a) 7. Past District Governors (a) 8. Multiple District Secretary 9. Multiple District Treasurer 10. Multiple District Chairpersons District Level 1. District Governor 2. Current or Past International Officers or Directors by rank. 3. Chairperson Council of Governors 4. Past Council Chairpersons (a) 5. Immediate Past District Governor 6. Vice District Governor 7. Past District Governors (a) 8. Cabinet Secretary 9. Cabinet Treasurer 10. Region Chairperson (a) 11. Zone Chairperson (a) 12. District Chairperson (a) Club Level 1. Club President 2. Current or Past International Officers or Directors by rank. 3. Immediate Past Club President 4. Club Vice-Presidents (a) 5. Club Secretary 6. Club Treasurer 7. Club Directors (a) 8. Lion Tamer 9. Tail Twister 10. Past Club Presidents (a) Explanation of notes used above (a) When more than one is present, they shall be recognized according to the Roman alphabetic order of the first letter of their fully used family name. If the first letter is the same, go to the second letter, and so on. If the last names are identical, the same process should be followed with the first given name; if these are the same, then the middle name. (b) When more than one is present, the one who served most recently is given precedence, and so on. (c) When more than one is present, precedence should be used by the same as for Past International Presidents (see (b) above). In the event more than one Past International Director who served during the same term is present, then the criteria specified for (a) should be used. 12

13 It is recommended that introductions at Conventions and Conferences be limited to no more than two (2) events. Within the specific categories set out above, introductions of all Past International Officers shall be made according to the year of service and shall proceed, in order, from the Past Officer with the earliest year of service to the Past Officer with the latest year of service. Seating at the head table should be in accordance with established protocol of Lions International and local custom. However, the guest speaker for any function should always be seated to the immediate right of the chair of the meeting. If a podium is used, the presiding officer should be seated to the immediate left of the podium and the guest speaker to the immediate right of the podium. In any Lions function in a Multiple District, the Council of Governors shall determine the presiding officer in charge and the protocol to be followed in accordance with established Lions International protocol incorporated with local customs. In any Lions function in a Sub-District the District Governor (who is the highest ranking officer) shall be responsible for determining the presiding officer in charge and the protocol to be followed in accordance with established Lions International protocol incorporated with local customs. 13

14 Protocol for a Lions Club President President plans meeting The meeting agenda will have a formal order of business planned and time scheduled (incorporating local customs) o Formal opening Pledge Song Invocation Introduction of guests o Closing Benediction Lion Tamer Be at meeting prior to meeting start Place club property in correct locations Greet members Welcome new members Seating of members Tail Twister Have something planned entertainment, fines Exercise authority before meeting starts. There is a time for play and a time for business. When the business meeting starts, it is time for business. The club president or whoever has the floor should be granted that respect. The Tail Twister can play an important part in seeing that this is carried out. In no way should members or the President be harassed, disturbed or embarrass after the meeting has started. Know the members and use tact so there are no hard feelings developed from pranks or fines. Secretary Read minutes of regular meeting Read minutes of board meeting Read information pertaining to club business Roll call if used Read communications Report each month to International, District Governor, Region Chairperson, Zone Chairperson Board of Directors Conduct business of Club Decision made at Board meetings; then presented to club for approval 14

15 Conventions: Each club should be represented at each convention by legal number of delegates. Club should consider setting aside administrative funds to pay for convention expenses of delegates. Club should be represented at all forums and representatives should be required to report back to the club. Respect for speaker Pay attention and listen to the speaker, whether it is the president, chairperson or member from the floor. As an individual, you have the right to hire a hall, sit in the middle of it by yourself and whistle, yell and stamp your feet, if you want to. However as a member attending a meeting, you have a moral obligation to be orderly and attentive. Do not hold individual meetings in different parts of the room while someone else has the floor during the regular meeting. Don t compete with the speaker Speakers are hypersensitive to people in an audience who whisper, knot, stroll about, squirm in their seats or make wisecracks to their neighbors. Even if you are bored, good manners require that you assume an interested expression and a posture denoting attention. Don t interrupt a speaker Protocol requires that you wait for your turn to speak. This recognition should come from the chairperson or speaker. Avoid personalities Remember that it is always the motion, not the sponsor, which must be discussed. You can condemn a measure as heartily as you wish. You can call the proposal preposterous or insane or a menace to society. You cannot, however, attack its sponsor. Keep in mind that it is the measure, not person, you are discussing. Be brief Plan what you want to say and say it concisely. Don t waste yours or other people s time. 15

16 General Comments When a Lion holds more than one title, they shall be recognized for the highest one. In areas that have positions in addition to those listed above, they should be recognized in accordance with local customs. Elected officers always have precedence over appointed ones. It is recommended that Melvin Jones Fellows be recognized as a group. In introducing speakers, their status as fellows should be mentioned. Non-Lion Dignitaries Non-Lion dignitaries should be given precedence in accordance with local protocol and/or custom, keeping in mind that if the non-lion is the principal speaker, then they should be seated directly to the right of the chairperson or Master of Ceremonies. See seating diagrams in Chapter 2. Proper Display of Awards Medals In most countries military officers only wear medals with full dress uniforms. When wearing service uniforms, they may wear ribbons representing the medals. The same policy is generally true for medals presented by the International President. The medals should generally be displayed with formal wear only, unless other instructions are specifically given prior to the event. Medals should never be worn with casual dress, which includes the vests, jackets and other uniform-like apparel often worn by Lions. Nor should they be removed from the ribbon or ribbons provided, as these are integral to the award. The Ambassador of Good Will Award The medal is presented with both a neck and chest ribbon. Because it is the highest award a member can receive, most Lions use the neck ribbon to make it stand apart from other medals worn. The award also comes with a miniature lapel pin, which can be worn with business attire. International President s Award Recipients of the current president s award should wear the award on formal occasions during that president s year in office and not others that they may have received in past years. If a past international president from whom an International President s Award was received is present, then it is permissible to wear that medal also. However, Lions should avoid wearing multiple medals. International Leadership Award May be worn on formal wear at any time Medals should be worn on the left chest of the coat. If multiple medals are worn, the Ambassador of Good Will Award, if being worn with the chest ribbon and not the neck ribbon should be first in line (from left to right when facing the wearer). This should be followed by the International President s Award(s), beginning with the most recently serving international president in order to the most distant. The International Leadership Award can then follow. If a Lion has received other medals from the club, district or multiple district, these awards must follow any international awards. Local custom may permit them to be worn with non-formal attire. 16

17 Chapter 2 Head Table Protocol Head Table with No Podium The presiding officer or meeting chairman must always be seated at the most central seat at the head table when there is no central podium, shown as seat number one on the following diagram (figure 1). The principal speaker would occupy seat number two, then other Lion dignitaries in accordance with the general order of precedence. If possible, there should be the same number of seats to the right and left of the chairman or presiding officer (who normally would be the club president, district governor, council chairman or international president). Figure 1 Audience Head Table with Podium As shown in figure 2, seating at a head table with a podium is essentially the same, except the meeting chairman or presiding officer is always seated at the left of the podium (facing the audience) and the principal speaker at the right. Figure 2 Audience Podium Position 4 would be reserved for the Lion who will introduce the guest of honor unless spouses are present. When spouses are present, they should be seated to the Lion's left when on the left side of the head table, and to the Lion's right when on the right side of the table. Exception: Male spouses should always be seated on each end rather than the female. 17

18 Head Table with Podium As shown in figure 2, seating at a head table with a podium is essentially the same, except the meeting chairman or presiding officer is always seated at the left of the podium (facing the audience) and the principal speaker at the right. Figure 2 Audience Podium Position 4 would be reserved for the Lion who will introduce the guest of honor unless spouses are present. When spouses are present, they should be seated to the Lion's left when on the left side of the head table, and to the Lion's right when on the right side of the table. Exception: Male spouses should always be seated on each end rather than the female. Master of Ceremonies and Meeting Secretaries At some events the Master of Ceremonies (Emcee) will be someone other than the chairman or presiding officer. In such cases, the emcee should be seated in accordance with local customs or at one end of the head table. If, however, their place in the general order of precedence dictates a specific seat (e.g. a past international president at a district function), then that should rule. On rare occasions, there will be a meeting secretary; again, local customs should rule. Multi-Tables When a number of Lion dignitaries are present, the order of precedence in Chapter 1 shall govern. If there is more than one table required to seat the dignitaries present, the table at the highest level shall be considered the primary one (Head Table). Care must be taken so as not to seat Lions of the same rank at different tables. Head Table Introductions Introduction of the members at the head table should begin with the meeting chairman or presiding officer; then continue from the person with the lowest rank on the order of precedence to the person with the highest. When spouses are present at the head table, they should be introduced with the member (e.g., "Past International Director John Doe and his wife, Jane"). It is also acceptable to do a reverse order of introductions or recognitions. National Anthems When official representatives of the International Board of Directors (whether or not currently serving on the board) from another country are present at an event where national anthems are normally played, they should be extended the privilege of also having their anthem played. 18

19 Suggested Basic Head Table Seating Examples: Included are a number of basic charts to illustrate suggested seating arrangements. They may be modified as needed to meet your situation so long as basic courtesy and consideration are followed. Regular Club Meeting Figure 3 Audience Vice Pres. Visiting Pres. Secy. Pres. Podium Speaker Program Chair Vice Pres. Vice Pres. Note: Extra places can be filled by Past District Governors, Immediate Past Pres., etc. District Governor Official Visit Figure 4 Audience Vice Pres. Past D.Gov. Secy. Pres. Podium Dist. Gov. Zone Chair Vice Pres. Vice Pres. Note: Extra places can be filled by Past District Governors, Immediate Past Pres., etc. Club Meeting With Visiting Dignitaries Figure 5 Audience Left Side of Head Table Past Dist Visiting Gov D.G. Right Side of Head Table Podium Guest Speaker Cab Secretary Program Chair. Host D.G. President Emcee (MC) Int'l Director Past Int'l Dir Zone Chair. Note: If not enough spaces are provided at the head table, you may extend the head table down the two sides of the room, have a second table set, or provide special tables. If spouses are invited, places should be provided with their mates. 19

20 Head Table Paraphernalia Arrangements Flags Gong and gavel Pitcher of water and water glasses Place Cards--so there is no doubt about seating Podium (A MUST) Scratch pad and pencil Working public address system 20

21 Chapter 3 Club Courtesies Regarding Regular Meeting Procedure Your Lions Club can rise or fall depending: on individual and club manners on the expression of respect that you show one another Dignify your Club and its members by observing courtesy in your every Lion move. Read below and then rate your own actions. How do you and your Club add up? Want to see modern day Lions Club magic? Try a few of these and watch your Lions Club flower and bloom! President's Premeeting Telephone Courtesy Calls Call the following personnel before your regular meeting and give them the courtesy of checking out their part of the meeting. 1. Lion Tamer. 2. Greeter. 3. Lion giving the invocation. 4. Lion leading the flag salute (U.S.A.). 5. Tail Twister 6. Program Chairman. 7. Secretary. 8. Piano Player; quartets; song leader; musical entertainment (if any). Lion Tamer Courtesy 1. Will introduces themselves to all guests and in turn either introduces the guest or sees that their Lion host introduces them. 2. Sees that the flags and banner are in place; gong, gavel and lectern are placed properly and that every Lion has a song book (if used). 3. Makes themselves available at all times to the President for Club courtesies that occur from time to time. Lion Greeter Courtesy This is the job of the Lion Tamer and Past Presidents 1. Sees that new Lions meet all members of the Club. 2. Greets, meets, and seats all guests and visiting Lions. 3. Seating Courtesy--(covered elsewhere). Flag Salute Courtesy: 1. In the "States" give every red-blooded American Lion an opportunity to lead the flag salute to "Old Glory". Real interest can be interjected by having a Boy or Girl Scout or a member from one of the branches of the service perform the ceremony. Be courteous by notifying these people ahead of time. Then follow this with singing of "America" or other appropriate patriotic anthem. 2. If foreign visitors are present, follow singing of "America" with recognition of visitors' country. 21

22 Invocation Courtesy Let your invocations be a joy in a moment of spiritual uplifting by courteously calling said member ahead and arranging this important moment to fit the day, occasion and the week. Refer to Chapter 12. Courtesy in Introducing the Members at the Head Table 1. Usually done by presiding officer. This can be done, however, by Lion Tamer or a specially appointed Lion. 2. Follow order of introductions the same as set up in line of precedence in Chapter one (1). 3. Save speaker introduction, however, for the Program Chairman or whoever has been so designated to introduce him. Tail Twister Courtesy 1. The Tail Twister should be careful not to 'overdo' the fines, gags and stunts. Clever, well-planned Tail Twisting is an art and is appreciated by all. 2. Guests can be included in the fun if handled discreetly and not pushed beyond good taste. Courtesy in Introduction of Program Chairman 1. Usually done by President. State the chair s name and Lion office held. Be short, brief and concise. 2. If they have brought you an outstanding program, be courteous and give credit for so doing. Courtesies to Be Observed in Introduction of Speaker 1. Notify the speaker ahead of time on how long they have to speak. 2. Give an introduction that is not necessarily flattering, but truthful, respectful and logical and MAKE IT SHORT! 3. Mean what you say and do not have fun at the speaker s expense. They will appreciate your courtesy in this careful planning. Courtesy of President in Thanking 1. Speaker 2. Visitors, guests. Courtesy of Secretary 1. Writing "thank you" letters where needed. 2. Attending to visiting Lions "make-ups" (This is a courtesy they appreciate). 22

23 Chapter 4 The District Governor's Official Visit to Your Club All planning for this most important meeting is to show respect for and to dignify the office of District Governor of Lions Clubs International. As the official visit of the District Governor is required to be made at a regular constituted business meeting of your Club to be of maximum help, it should be strictly a Lions meeting and other programs should not be planned unless specifically requested or with the previous knowledge of the District Governor. Your Club may greet, honor and hear the highest officer in your District at this official visit. Therefore, the meeting becomes very important for you, your Club and your community. Early Preparations In the weeks preceding the District Governor's official visit to your Club, the following steps should be taken: 1. Appoint a Chairman and Committee. 2. Write a letter to your District Governor acknowledging the date set for the official visit. 3. Let no other program interfere with this date. The letter should confirm the date, hour, place. Ask the Governor for the expected time of arrival and arrange to meet at an appointed place. Also arrange lodging, if needed. The Governor pays travel and motel. Your Club provides the meal for the Governor, spouse and members of the Governor s party. Indicate your delight in to the Governors coming, etc. Inquire if will the Governor s spouse will be coming. If a special event will occur, be certain to indicate dress code. PUBLICITY 1. Arrange to have the governor s picture (mats) and story in the local paper. (Obtain this from the Cabinet Secretary Treasurer or the District Publicity Chairman). 2. Optional is a press and/or radio conference upon arrival. Notify District Governor ahead of time of the place and hour. 3. Photographer for pictures of meeting, etc.--copies to District Governor; copy for Club Historical book; local newspaper (optional). 4. Prepare list of important community leaders your Club may want to invite as guests and invite them early so committee can plan on expense and seating. 23

24 GREETING COMMITTEE: 1. Can be composed of Past Presidents, present Club Officers, past or present Zone Chairmen, Past District Governors, etc. 2. Greeting committee can arrange to park and lock car. 3. If accompanied by spouse, be sure a group is also appointed as part of the greeting committee to escort the spouse until departure. 4. See that the District Governor meets as many members as possible before the meeting begins. Grand Entrance 1. If you plan to escort the District Governor to the head table, do so while all are standing and arrange to start the applause as they enter the room and continue the applause until the Governor reaches their chair at the head table where the President will be waiting. The greeting committee should escort the Governor to head table. The President will greet the Governor and the escort committee can disperse and take their chairs. 2. Optional entrance: Greeting committee simply takes the Governor to the head table at the arranged time and the meeting can begin. 3. In case your meal is served buffet style, see that the head table is served first or heads the line. 4. Seating (see Chapter 2 page 3). Have place cards showing where everyone should be seated. Meeting Begins Refer to regular meeting Chapter #3. Introductions 1. President or Master of Ceremonies should introduce the head table guests and elsewhere except the District Governor. 2. Be sure the District Governor is not introduced from the head table until the Governor is ready to be presented officially to the group as the District Governor and Speaker. 3. Save the job of introducing the District Governor for the Zone Chairman. Remember that it is the official duty of the Zone Chairman when present, to introduce the District Governor, unless this has been delegated to a Past District Governor, the President or another Lion for this special occasion. 4. The audience always rises to applaud the District Governor: a. When they are introduced. b. When they finish their address. Response In areas where responses are customary, a member of the Club is delegated early to make the response to the District Governor's address. Make it short, pertinent and respectful. 24

25 Other Entertainment Dinner music is acceptable or one musical number but no other major speakers before or after the District Governor. Board Meeting 1. The District Governor may hold a Board Meeting after their address, so arrange to have officers form quickly for this message. 2. Air any problems your Club may have at this time with your District Governor. The Governor will only be too glad to assist you. Departure Show the Governor to their car after the meeting. Don t just leave the Governor unescorted when departing. Finalize 1. Have the Secretary write the District Governor a letter of appreciation for coming. The Secretary should also write a letter of appreciation to the Mayor (if they made a welcoming speech) and to any other dignitaries who may have been present. 2. Check with publicity committee to make sure the pictures and mention of the meeting are given to the newspaper, etc. Presentations It is optional, but a nice gesture, wherever possible that a token gift be presented to the District Governor in recognition of the official visit and in recognition of the Governor s efforts throughout the year. Such a gift, which should be of nominal intrinsic value, is not expected by the District Governor, but certainly is appreciated. Any club that is solvent should have funds available in the Administrative Account for such a purpose. If the occasion is a Special Event involving spouses, and the District Governor's spouse is present, it is recommended that a token gift be presented to the spouse. 25

26 Chapter 5 Lions Social Most Lions Clubs have one or two social events during the year and for such occasions, it is suggested that every effort be made to provide an enjoyable and entertaining evening. While perhaps no two clubs would conduct their social events alike, certain standard procedures should be considered by the planning committee. The President should appoint a General Chairman and sufficient committee members to do the work and yet not have too much responsibility. 1. General Chairman 2. Person in charge of date, location, menu and ticket sale. 3. Person in charge of party theme and decorating. 4. Person in charge of favors or corsages, if any. 5. Person in charge of invitations to Lion dignitaries and other guests. It is suggested that invitations be sent under the Club President's name by the General Chairman. 6. Program Committeeman. Program should be humorous, entertaining and not too long. Toastmaster and Speaker should be advised to use only "socially acceptable stories." 7. If cocktail or social hour is held, it should be limited as to length of time. Unless carefully supervised, everyone agrees these events can get out of hand. 8. A Greeters Committee should be active for all social events; however, the type and size of party will guide the committee action. 9. Welcome extended to the spouses. 10. Head table seating arrangements. Refer to seating arrangements in Chapter Two. 26

27 Chapter 6 Invitations An Invitation to a Current International Officer, District Officer or Zone Officer and likewise to a past officer of any of these levels of Lions Clubs International requires certain statements of facts. The invitation should state the type of event, time, date and place. Whether the invited guest has a part in the program or not, whether they is expected to sit at the head table and type of dress to be worn. If transportation or travel arrangements are to be made, be clear and specific or advise that a committee or others will meet and escort the guests to the place of the event. If the invitation reads: "You are invited to attend as our guest", it is taken for granted that the guest is not expected to pay for tickets to the event. Tickets should be included with the invitation or the Greeters Committee should meet the guest to insure clearance past the ticket officer, who in many cases is not informed or does not know the guests or invited dignitaries. Without fail, the guests will introduce themselves where there is no Greeter, but again the ticket seller might be entirely ignorant of the name. If this is a Lions Social, then tickets and invitations should include the spouse. It is recommended that the above be followed when inviting any guest to a Lions affair. 27

28 Chapter 7 Inter-Club Visitations Visiting by groups of two or more Lions from one club to another is a wonderful occasion for building friendship, good fellowship and Lions' education. It is to be encouraged by officers at all levels of our lions' organization. The following is a suggested outline of courtesies for both the visiting and the visited Lions Clubs: 1. Inform the Club you propose to visit by , telephone or mail. This should be done early enough to allow the caterer to make the necessary adjustments and the Club to adjust its schedule. Inform the Club to be visited as to the date of visit and the number of Lions that would like to visit. If the visitors are providing a program, early notice of this should also be given. 2. Do not be discourteous by arriving late for the meeting; be on time or before the scheduled time. If you find that all or part of the visiting group will be late, notify the president or secretary. (Avoid excessive drinking before arrival.) 3. Pilfering of Club properties. This seemingly harmless practice can work into a major problem if not controlled. This action can be good clean fun and it does stimulate inter-club visits. The Club from which the property is taken should be notified at that time and advised that such property can be redeemed by a return visit. Only the Bell and the Gavel are fair game for misappropriation and may only be taken during the club meeting. Once the President adjourns the meeting, the property may not be taken. 4. Visitors should not use the occasion to solicit contributions for one of their fundraising activities, unless they receive advance permission from the President of the club which they are visiting. However, they may make announcements and encourage participation. 5. The Secretary of the Club visited should prepare make-up cards for the visitors. 6. If the Secretary of the visiting Club is not a party to the visitation, they should be informed as to the number of members on the visit, the date, and round trip mileage, so that this information can be included in the M & A and contest reports. 28

29 Chapter 8 Installation of Officers Few events in the calendar of the average Lions Club are more important than the installation of the officers. In a sense it sets the tone for the club for the whole year. It is a criterion of judgment it expresses to the new officers about to be installed, the Club membership in general, to the community at large just what we think of our Lionism. It lets them know just how important we believe our Lionism to be. The Club that takes its installation of officers seriously and is anxious to do a creditable job is usually a Club that takes its Lionism seriously. If a Club is going to do a good job of installing its officers, it must realize that careful planning is necessary. Impressive installation services do not just happen. They are the result of careful planning by an interested committee. In planning the installation care should be given to the time and place of the meeting. Whenever you are planning to have a party type of situation, care should be given to see that the time of the meeting is adjusted to give Lions time to get home and change their clothes and get back to the meeting. The day of the week should be chosen that allows all the Lions to attend. It is equally important that the installation comes near the end of the fiscal year. If the installation is too early, it becomes rather anticlimactic when the newly installed officers finally take over their duties. It may be necessary to find a place for the installation that is different from the regular meeting place. The atmosphere of the place can give dignity to the meeting or it can be a detraction. There should be a maximum of privacy so that there will be a minimum of distractions during the service. Good food at reasonable prices is always desirable, but Clubs should exercise care that the tastes of some on the committee do not make it impossible for all to attend. Good fellowship should be possible. The tables should be so arranged so that people feel a oneness in the group and not fragments that fail to adhere. Dancing, entertainment and good fellowship contribute to good installations. One word of caution needs to be given. Plan the head table carefully. After you know who is to be at the head table, inform those who are expected to sit there. It is embarrassing for invited guests to wonder where they are to sit. It is also embarrassing to both Club and guest if guest tickets are not provided for the invited guest who will be sitting at the head table or who will be participating in the ceremonies. 29

30 Another word of caution. Be careful if or when you plan a cocktail hour. They have spoiled many installations of officers. It is so easy for a meeting to get out of hand unless caution is exercised. There are some meetings where the cocktail hour is a social event and everyone is in order throughout the evening. There are also meetings where by the time the installation started, many did not know why they were there nor did they care. You know your crowd and use good judgment. It is better to have them leave the meeting thirsty than intoxicated. A Spouses Night can give an installation of officers a lift. It also helps the spouses to realize the significance of Lionism and they will be proud to have their significant other working in such a fine organization. The manner of dress should be given careful consideration. It is nice to have the head table more formally dressed than for regular meetings. Consideration should be given to all concerned. It is better to have the party informal and have a maximum number present than to have it formal and only have half the membership able to attend for lack of proper attire. Because of the seriousness of the installation, everything should be in keeping with the business at hand. Try to get the best installing officer available. They should be a person who knows Lionism. They should be able to inspire the new officers and the membership to face the challenge of their new duties. This does not mean that the installer must be a big name. It is more important that they understand Lions and Lionism. Check with the Zone Chairman or the District Governor and they will be happy to supply you with the names of Lions who can do a creditable job. The task is big enough to warrant the Club obtaining a good installing officer. You are not limited to using Lions from your Sub-District. When you invite an installing officer from some distance, consider the expense of travel. Zone Chairmen do not get paid for traveling. The same may be true of District Governors. No honorarium is expected, but expenses should be considered in some situations. Get all the publicity you can for your installing service. Take pictures for the newspapers and the history of the Club. We are proud to be Lions. Let the world know that we are. Be sure that your Club has turned in the slate of new officers to the District Secretary/Treasurer and to Lions Clubs International. Provide a readable list of the new officers prepared for the installing officer. For Head Table seating refer to Chapter 2. 30

31 Chapter 9 Zone Meeting Procedure International provides an outline for each Zone Meeting. This outline may be followed verbatim or one may pick out the applicable sections. If you do not want to use the suggested questions, set up a program of your own with subjects that you or your Clubs feel should be discussed. The Zone Chairperson is in charge. It is a good idea to invite your District Governor and Region Chairman to be with you and to arrange your Zone Meeting in conjunction with your District Governor. Do not feel put out if the Governor is unable to attend. Conduct of your meeting (opening, closing, etc.) should be the same as any Lions meeting, except there should be no Tail Twisting. The Zone Chairperson conducts the meeting and should do it extemporaneously, not referring to the Zone Chairman's manual continuously. The Chairperson should convey all matters to the Clubs convincingly, so the attendees will not lose interest in what is being said. By resolution, Zone Meetings may propose or recommend changes in the operation of the District or Multiple District. These resolutions should then go to the District and/or Multiple District for consideration at Cabinet Meetings, etc. It is at Zone Meetings that the Zone Chairperson learns of things to bring to the attention of the Cabinet for their consideration. The Zone Chairperson in turn should bring news of Cabinet action and District matters to the attention of the attendees in their Zone so appropriate action may be taken and so there will be better understanding between Zone, District and Multiple District. The President and Secretary are the official Delegates of each Club. There are two (2) votes per club on all questions requiring a vote at a Zone Meeting. The following Diagram is a suggested seating arrangement to bring the attendees into a closer knit meeting. This arrangement should not preclude other Lions from participating; in fact, they should be encouraged to attend. It does, however, give the Zone Chairperson better control and assists the Secretary in taking the minutes of the meeting. 31

32 SEATING FOR ZONE MEETING Past District Governor or District Governor Zone Chairperson Zone Secretary Region Chairperson Lion Lion Members Members Present Present President President Secretary Secretary President President Secretary Secretary President President Secretary Secretary President Secretary President Secretary President Secretary 32

33 CHAPTER 10 DISTRICT, MULTIPLE DISTRICT AND INTERNATIONAL OFFICES After a Lion has served their club well and ably in a responsible office and is willing to continue in the Service of Lions, the Club may wish to sponsor their candidacy in other offices in the District, Multiple District, or Lions Clubs International. These various offices are progressive in that a Lion must serve in a lower office before aspiring for the next. The rules and qualifications for the various offices are listed elsewhere, but certain amenities are customarily observed, and these are listed here. A Lions must be endorsed by their home Club. This endorsement is in the form of a letter from the board of directors to the District Governor. Copies should go to the Vice District Governor, Cabinet Secretary and the Nominations and Elections Committee. The Club should give its wholehearted support to the candidacy. This avoids the sometimes embarrassing situation of a Lion seeming to sponsor their candidacy and campaign without the Clubs support. In offering a candidate for District Governor, the Club should not only make the announcement to the Clubs and Zone Chairpersons in the District, but should also endeavor to obtain an endorsement of the candidate in their own Zone prior to making an appropriate announcement at the District Conference. Publicity material and banners or signs are generally appropriate at this meeting. A spirited campaign at the Multiple District Convention, at which the actual election will be held, adds considerably to the color of the Convention. Most Clubs in featuring such a campaign will appoint a campaign chairperson and committee to handle the publicity and financial details. The procedure for offering a candidate for International Office is in the Multiple District By-Laws and entails an endorsement by a Lion's home Club, District, and Multiple District. In featuring such a candidate, prior planning is essential. An announcement should be made of the actual year in which the campaign for the International level will occur. The sponsorship for a candidate for International Office should be carefully considered. The financial requirements of the campaign are more extensive than for local offices, and the wholehearted support of the entire Multiple District is most essential. More than one candidate for an office is a sign of a healthy organization and should be encouraged in every campaign. Where several aspire, it indicates a deep respect for the office sought and the fact that our organization has a goodly supply of able Lions ready and willing to serve. 33

34 In contesting an office in our Lions organization, it is essential to keep in mind first and foremost that it is merely a friendly contest between Lions of good will, who are offering to serve and NOT a political campaign. By the same token, it should not be a pure popularity contest. The one chosen should be the best available person for the job. In this regard, therefore, the whole conduct of the campaign should be on a high plane, carried out with dignity, kindness, good sportsmanship and intelligence. Should a Lion be the loser in any contest, it is a manifestation of good sportsmanship for the loser to proceed to the platform after the announcement of the victor has been made and immediately moves for a unanimous ballot to be cast for the winner. Congratulations should be publicly made to the victor in the presence of the assembly. By the same token the winner should observe the amenities and publicly praise their opponents for the fine work that they have done, the high quality of their campaign and extend a word of encouragement and expression of good wishes for future contests. When the shouting is over it is equally important for all of the Lions to also display good sportsmanship and to wholeheartedly support and cooperate with the officer chosen by the will of the majority. The officer is YOUR chosen leader. 34

35 Chapter 11 International Guests If a Present or Past International Officer has been invited to attend a Lions function, such as a Club Anniversary, District Conference or Multiple District Conference or Convention, it is the responsibility of the Presiding Officer (either the Club President, Host District Governor or Council Chairman) to appoint a Committee to meet the International Officer upon their arrival, to arrange housing, if needed, and to escort the dignitary to any and all invited functions. Chairperson of the Committee should be a Past District Governor, Past International Officer, or if none of these are available, a Past Club President. The Committee Chairperson may appoint other members to the committee. AT NO TIME should the International Officer be left to fend for them self, UNLESS THEY SO DESIRE. If the International Officer is accompanied by their spouse, a Committee should also be appointed to escort the spouse to any functions where the international guest is not included. For additional comments, see Chapter 1. 35

36 CHAPTER 12 Speaker Engagement Guidelines for Authorized Meetings Lions Clubs International will reimburse the travel expenses for an official speaker (and spouse) to attend one district (single, sub- or multiple authorized meeting, convention, conference or similar function) each year. Reimbursement is paid to the speaker in accordance with the association s Rules of Audit. To qualify as an authorized meeting, the function must represent the entire district, rather than just a segment of it, and be an event in which all clubs within the district are invited to participate. The host district (single, sub- or multiple) will be responsible for all local expenses of official speakers, including accommodations, meals and local transportation. If it fails to meet these obligations, the district will forfeit eligibility for a future speaker s travel reimbursement until the expenses are paid. Official Speakers From Within Constitutional Area With the exception of the international president, no official speaker may be assigned to an authorized meeting outside of the speaker s constitutional area of residence without prior written approval of the international president. However, eligible speakers elected form Constitutional Areas I (United States & Affiliates, Bermuda & the Bahamas) or II (Canada) may receive reimbursement for travel to functions in both constitutional areas without presidential approval. The seven constitutional areas are: I. USA & Affiliates, Bermuda & the Bahamas II. Canada III. South America, Central America, Mexico & Islands of the Caribbean Sea IV. Europe V. The Orient & Southeast Asia VI. South Asia, Africa & The Middle East VII. Australia, New Zealand, Papua New Guinea, Indonesia & Islands of the South Pacific. Invitation Procedure Districts may invite a prospective speaker residing within their constitutional area, subject to the following priority: 1. Any executive officer or international director or, if none are available, then 2. Any past international president or past international director or, if none are available, then 3. A past district governor residing in the district in which the function will be held. 36

37 Since current board members have priority, no past presidents or directors should be invited until their eligibility is confirmed by the Protocol and Itineraries Department at International Headquarters. Upon request, the Protocol and Itineraries Department can provide districts with names of eligible speakers. In such cases after the district has made the selection, the department will confirm the speaker s acceptance. Official Speaker Request/Notification Form The district governor (for single or sub-district functions) or the Council Chairperson (for multiple district functions) needs to submit this form for receipt by the Protocol and Itineraries Department at least 60 days before the date of the function for the speaker to be eligible for travel reimbursement. This 60 day requirement is waived for emergency substitute speaker and first year directors invited to meetings held in July, August and September. Attendance Requirements Sub-districts having an attendance of fewer than 125 at a previous year s authorized function (based on visitation reports received) will forfeit eligibility for a reimbursed speaker for one year. Procedures to Secure Speakers for Lions Club Function To secure a speaker for a club anniversary, charter night or other Lions function, the following rules have been established: 1 Eligible speaker entitled to attend any Lions club function within their own single or multiple district and whose allowable expenses would be reimbursed (directly to the speaker) in accordance with the Rules of Audit, include: a. The international president, who may attend any Lions function in the world, provided the expense falls within his/her U.S. dollar budget. b. Any member of the current International Board of Directors, any past international president and the two most recent past international directors elected from and residing in the district. c. The three most recent past international directors elected from and residing in the district are considered eligible speakers for multiple districts with membership in excess of 20,000. d. The four most recent past international directors elected from and residing in the district are considered eligible speakers for multiple district with membership in excess of 30,

38 1. Whenever an eligible past international director fails to use his/her budget for a period of three years, he forfeits his budget and it is made available to the next most recent past international director. 2. If your choice of speaker resided within your single or multiple district and is considered an eligible speaker in accordance with the Rules of Audit, the invitation need not clear through Protocol & Itineraries Department. 3. If a speaker cannot be secured from those eligible speakers within your single or multiple district, you are then entitled to contact an eligible speaker from a single or multiple district adjacent to yours. However, any expenses a speaker from an adjacent district would incur in connection with your Lions function must be charged against that individual s in-district travel budget. Also, when securing a speaker from an adjacent district, the assignment is to be authorized in advance through Protocol & Itineraries Department. 4. If a multiple district, district or club is willing to cover all expenses, it may extend a direct invitation to the speaker of its choice. It is recommended, however, that you contact the Protocol & Itineraries Department regarding the availability of executive officers and current board members. 5. It is recommended that any effort to procure a speaker for an engagement within the multiple district be co-coordinated through our Past International Directors. 38

39 Chapter 13 Death of a Prominent Lion or Official The following protocol requires family approval before being put into place. Procedure to Follow In Death of Council Member, Past District Governor, Prominent Lion or Their Spouse To ensure that proper notification is made, proper respect is paid and proper protocol is followed the following procedures shall be followed. 1. The District Governor, upon learning of the death of any Lion or their spouse, as mentioned above, shall immediately telephone the Council Chairman and Council Secretary providing them at that time with the following pertinent information. Name, title and address of deceased Lion Name of spouse or next of kin Visiting hours date, time and location Funeral date, time and location Name of deceased Lion home club 2. The Council Secretary (or any other person designated by the District Governor to perform this task) will then immediately contact the other District Governors and Cabinet Secretaries, furnishing them with all information mentioned above. 3. Each District shall have formulated its own method of death notification to all Past District Governors and past and present Cabinet members and clubs within the District that the District Governor considers should be notified. VISITING HOURS Lion s officials and others notified should assemble outside the Funeral Home at the hour designated on the first night of the scheduled visiting hours. With family approval, they should then file into the Funeral Home with the District Governor at the front of the line, followed by Council officers and then others. The District Governor after paying respects to the family should stand next to the family and introduce the Lions as they file by to pay their respects. Services for the Deceased With family approval, Lions should assemble at least thirty minutes prior to the services and should line up on both sides of the entrance way, if enough Lions are present to form an Honor Guard, when the funeral procession arrives. 39

40 A designated Lion should contact the Funeral Director in advance to advise them of the Lion s plan and to make sure that seating will be reserved for the Lion Honor Guard and that they can be ushered in properly. If the funeral services are being held in the Funeral Home, where the body of the deceased has been lying in State, the Honor Guard can be formed as the body is taken from the Funeral Home. If the funeral services are not held in the Funeral Home and there are Lions present who will be going to the cemetery, these Lions should be at the head of the procession so that they can also form a Guard of Honor at the grave. Council Action The Council Secretary shall make arrangements for the sending of an appropriate floral piece from the Council or a memorial contribution to an organization or project of the family s choice. A moment of silence and works of remembrance of the deceased Lion should be included in the opening prayer of the next Council Meeting. A formal resolution, expressing the sympathy of the Council, should be adopted at the next Council meeting, a copy of which should be forwarded to the family of the deceased and the Lions Club of which they were a member. 40

41 Chapter 14 Death of a Lions Club Member The following protocol requires family approval. Procedures to Follow In Death of a Lions Club Member To ensure that proper respect is paid and proper protocol is followed in the case of the death of a Lion club member, each Lions club should adopt and implement the following procedures. 1. This information should be reported to the Club President or Secretary immediately. 2. All Club members should be made aware of the death of the club member. 3. The Club President and Secretary shall formulate plans for Visiting Hour and funeral participation and notify the club members in one of the following manners. A. Have a committee notify each club member by phone or . B. In the event that there is no calling committee, the President, Secretary and other Club Officers should be enlisted to contact each member by telephone. 4. In the event that the deceased Lion is a past or present Cabinet member, District or International Officer or otherwise prominent Lion in the District, the Club President shall notify the District Governor immediately so that the Governor may disseminate this information as soon as possible. Visiting Hours With family approval, Club members shall be expected to assemble outside the Funeral Home at the hour designated on the first night of the scheduled visiting hours. Club members should assemble to file into the Funeral Home with Club Officers, cabinet officers and other Lion dignitaries at the front of the line. The Club President or someone so designated should precede the group and speak to the family members. This same person should stand next to the family and introduce the Lions as they file by to pay their respects. Services for the Deceased With family approval, Lion members may assemble at least thirty minutes prior to the services and may line up on both sides of the entrance way, if enough Lions are present to form an Honor Guard, when the funeral procession arrives. 41

42 The President, Secretary or someone designated by the President, should contact the funeral director in advance to advise them of the Lion s plan and to make sure that seating will be reserved for the Lion Honor Guard and that they can be ushered in properly. If the services are not at the funeral home and there are Lions who will be going to the cemetery, these Lions should be at the head of the procession so that they can also form a Guard of Honor at the grave. Other Club Responsibilities Each club should consider the appointment of a standing committee or designated officer or club member to ensure that the foregoing is followed and that the following be considered and implemented. 1. Review adopted procedures at regular club meeting so that all members are made aware of what is expected of them. 2. Contact a local florist to design a floral piece that is representative of Lionism and with the budget prescribed by the club treasury, so that upon the death of a member, the problem of flowers can be handled expeditiously. 3. Have a club member visit the home of the deceased Lion to offer any assistance the club can provide. 4. Ascertain if the family wishes to have Lions serve as pallbearers. 5. Provide transportation for out-of- town family members, if needed. 6. Assist the family in any other areas, if needed. 7. A moment of silence and words of remembrance of the deceased Lion member should be included in the opening prayer of the next club meeting. 8. A formal resolution expressing the sympathy of the Club should be adopted at the next club meeting, a copy of which should be forwarded to the family of the deceased Lion. It should be the personal responsibility of all Club members to attend the visiting hours and the funeral. If this is not possible, the Lion should attend one or the other or send a note of sympathy to the family. 42

43 Chapter 15 Invocations and Benedictions It must be remembered that sectarian religion has no place in a Lions club, but rather that our club membership embraces those of many faiths. This should be borne in mind when giving invocations, particularly when the invocations are given by lay members. We expect members of the clergy to give invocation and prayers appropriate to their faith. We should not criticize them for this. However, when invocations are given by laymen, it is a mark of consideration that an awareness be evidenced that there may be those in our audience who may not hold to our beliefs and a simple "Amen" to conclude a prayer may be better than a sectarian end. 43

44 Chapter 16 Flag Etiquette How to Display the Flag 1. When the flag is displayed over the middle of the street, it should be suspended vertically with the union to the north in an east and west street or to the east in a north and south street. 2. The flag of the United States of America, when it is displayed with another flag against a wall from crossed staffs, should be on the right, the flag's own right [that means the viewer's left], and its staff should be in front of the staff of the other flag. 3. The flag, when flown at half-staff, should be first hoisted to the peak for an instant and then lowered to the half-staff position. The flag should be again raised to the peak before it is lowered for the day. By "half-staff" is meant lowering the flag to one-half the distance between the top and bottom of the staff. Crepe streamers may be affixed to spear heads or flagstaffs in a parade only by order of the President of the United States. 4. When flags of States, cities, or localities, or pennants of societies are flown on the same halyard with the flag of the United States, the latter should always be at the peak. When the flags are flown from adjacent staffs, the flag of the United States should be hoisted first and lowered last. No such flag or pennant may be placed above the flag of the United States or to the right of the flag of the United States (the viewer's left). When the flag is at half-mast, both flags are at half-mast, with the US flag at the mid-point and the other flag below. 5. When the flag is suspended over a sidewalk from a rope extending from a house to a pole at the edge of the sidewalk, the flag should be hoisted out, union first, from the building. 6. When the flag of the United States is displayed from a staff projecting horizontally or at an angle from the window sill, balcony, or front of a building, the union of the flag should be placed at the peak of the staff unless the flag is at half-staff. 7. When the flag is used to cover a casket, it should be so placed that the 44

45 union is at the head and over the left shoulder. The flag should not be lowered into the grave or allowed to touch the ground. 8. When the flag is displayed in a manner other than by being flown from a staff, it should be displayed flat, whether indoors or out. When displayed either horizontally or vertically against a wall, the union should be uppermost and to the flag's own right, that is, to the observer's left. When displayed in a window it should be displayed in the same way that is with the union or blue field to the left of the observer in the street. When festoons, rosettes or draping are desired, bunting of blue, white and red should be used, but never the flag. 9. That the flag, when carried in a procession with another flag, or flags, should be either on the marching right; that is, the flag's own right, or, if there is a line of other flags, in front of the center of that line. 10. The flag of the United States of America should be at the center and at the highest point of the group when a number of flags of States or localities or pennants of societies are grouped and displayed from staffs. 11. When flags of two or more nations are displayed, they are to be flown from separate staffs of the same height. The flags should be of approximately equal size. International usage forbids the display of the flag of one nation above that of another nation in time of peace. 12. When displayed from a staff in a church or public auditorium on a podium, the flag of the United States of America should hold the position of superior prominence, in advance of the audience, and in the position of honor at the clergyman's or speaker's right as he faces the audience. Any other flag so displayed should be placed on the left of the clergyman or speaker (to the right of the audience). When displayed from a staff in a church or public auditorium off the podium, custom and not the flag code hold that the flag of the United States of America should hold the position of superior prominence as part of the audience, in the position of honor at the audience s right. 13. When the flag is displayed on a car, the staff shall be fixed firmly to the chassis or clamped to the right fender. 45

46 14. When hung in a window, place the blue union in the upper left, as viewed from the street. 46