Did you know that every intervention at every event is defined by protocol? And that protocols have a huge impact on the success of said event? As you might not be that familiar with the idea of protocol, we thought we’d dedicate a post to it, first discussing what it is before listing its many benefits and giving you actionable tips so you can implement one in your upcoming event.
So what is event protocol?
Protocols are the set of rules that govern how an event takes place. Though often associated with diplomatic and political occasions, they are becoming increasingly commonplace in conferences and other similar events. Protocols have many benefits, helping you to:
- Organise the arrival and departure of attendees. This is particularly important for large-scale events in the context of COVID-19.
- Distribute attendees among the different spaces, tables and seats.
- Lay out the order of events and the order of interventions within each event.
- Define the visuals, e.g. how the sponsors’ logos and content will be displayed in terms of size, location, etc.
- Plan the catering, making sure the menu is suitable for the type of event and the attendees’ requirements.
How to implement protocols in your event
So now you know a little bit more about how protocols can benefit your event, we’re moving on to how you can implement these sets of rules in your event, whether it be a meeting, conference or convention. These pointers are inspired by the expertise of the magazine Punto Mice.
1. Get the whole team on board
Protocols and event planning revolve around teamwork and a sense of working together to create something brilliant. Different teams will be working on the same event, fitting their piece - marketing, production, communication, stakeholders, etc. - into the final puzzle. All teams must therefore be on the same page and stick to the same rules.
It’s best practice to delegate event planning to specialist companies; the Costa del Sol is a leading destination in this regard. Careful planning and logistics - that take into account the characteristics of the venue, event and attendees - will make sure that everything runs smoothly on the big day.
2. Define the values of the event
Your event protocol is a detailed step-by-step guide that guarantees everything runs like clockwork. In the same way companies revolve around missions, visions and values, the event protocol must be based on a set of core values that all players must adhere to.
Good examples are values like transparency, flexibility and attention to detail. The ultimate aim of the protocol is for participants and attendees to feel at ease and that your event is worth spending time at. Though the unexpected can always happen, the protocol will make sure everything is ticking over nicely.
3. Establish some general guidelines
Events are a booming sector. And like every sector, they are dictated by a specific set of rules and regulations. During your event planning, it’s important to establish some general guidelines to govern certain aspects of the occasion:
- Respect the order of precedence of the country where you are hosting the event. Where should special guests and speakers be seated? Every country has their own way of doing things. Research the order of precedence and stick to it.
- Centre and then to the right. Following on from the previous point, at some events you will need to distinguish hierarchy. The most important person at the event should be seated in the centre with other guests seated to their right, in diminishing order of importance.
- Don’t overcomplicate things: follow alphabetical order. Protocols exist to avoid tricky situations. Following alphabetical order can save you a lot of headaches when it comes to ordering attendees and flags, for instance, as you won’t be seen to be giving a certain person or country priority.
Will you be putting everything you’ve learnt into practice at your next conference or business event in the Costa del Sol? After all, practice makes perfect. If you’re not an organiser but rather a keen event attendee, keep your eyes open at the next event you’re at to see where protocols come into play. Check out the province of Malaga’s event calendar to discover the potential of the MICE sector in the area.
