Posted on

It’s National Business Etiquette Week

It is National Business Etiquette Week, a chance to enhance your personal brand by practicing polished professional manners. Here are 20 ways to celebrate:

  1. Sending someone a hand written thank-you note.
  2. Taking a colleague to lunch to say thanks for all he or she does to help you be successful.
  3. Volunteering to get the mail from the mail room because you’ll be near there anyway.
  4. Paying full attention during meetings by putting your cell phone away.
  5. Cleaning up after yourself when using the office kitchenette.
  6. Being on time and prepared for meetings.
  7. Keeping your private life out of the office and off of social media.
  8. Respecting the opinions of others and disagreeing when necessary without being disagreeable.
  9. Making introductions when you know not everyone has met.
  10. Presenting yourself everyday perfectly groomed and appropriately dressed.
  11. Being cross-culturally literate.
  12. Sharing credit where credit is due and acknowledging the contributions each person on your team makes to the success of your endeavors.
  13. Pushing the elevator buttons for everyone when you are the one standing closest to the panel.
  14. Sending an on-time rsvp to business invitations.
  15. Practicing Mom’s maxim, “If you don’t have something good to say, don’t say anything at all.”
  16. Completing assignments on time.
  17. Offering to help others who are swamped with deadlines.
  18. Eschewing foul language.
  19. Respecting your office administrative assistant for the professional he or she is and acknowledging that person’s role in helping you achieve your agenda.
  20. Avoiding gossip and mean-spirited office conversations and refusing to listen to sexist, racist, or other demeaning comments or jokes.

 

 

 

Posted on

Ceremonies Connect Past, Envision Future

For a person who plans ceremonies, there is nothing to compare with a royal wedding! On Saturday, I was up early, fixed a pot of tea with fresh scones, strawberry jam and whipped cream (the closest I could get to clotted cream in northern Alabama) and glued myself to my computer to soak in every detail of Harry and Meghan’s big day. It didn’t disappoint.

The ceremony was modern as befitted the bride and groom yet filled with traditions representing both of their heritages. The significance of the day was beautifully expressed through hundreds of symbolic details that tied past to present. Meghan chose to wear Queen Mary’s Diamond Bandeau Tiara which featured a brooch that the queen had received on her wedding day in 1893. Meghan carried a bouquet that had snips of myrtle from The Queen’s garden, just as other royal brides before her. Harry and Meghan’s rings were formed from a nugget of Welsh gold, following a 100-year tradition that was established by the late Queen Mother. The service incorporated not only traditional Church of England hymns, but songs from the African American gospel tradition in salute to Meghan’s heritage. Now known as the Duke and Duchess of Sussex, the couple took a celebratory ride through Windsor in an open carriage built in 1883, the same one that has been used for numerous royal weddings.

All of these highly meaningful expressions of tradition were juxtaposed against a moment in time that was anything but traditional. Who could ever have imagined the archbishop of Canterbury presiding in St. George’s Chapel alongside the African-American leader of the Episcopal Church? Not too many years ago, an heir to the throne would have been denied permission to marry a commoner, let along one that is American, divorced, and bi-racial. Marriage was for securing alliances, and marrying for love was not done, yet that is exactly what happened on Saturday.

Ceremonies and the traditions expressed through them, bring order and meaning to the passages in our lives. They separate time and announce publicly that who we were and who we are becoming, are two different things. Meghan and Harry would be just as married if they had forgone the elaborate ceremony and eloped to Las Vegas for a quickie service officiated by an Elvis impersonator. But ceremonies, whether they are weddings, commencements, inaugurations, military promotions, or funerals tie us to our roots and help us move forward to embrace life’s next phases. When witnessed by relatives, friends, and others, our support network is signing on to help us achieve success.

In academia, May is synonymous with commencement, a ceremony that announces to the world that students have completed their studies, have closed a chapter in their lives, and are ready to join the ranks of educated men and women.  Like the royal wedding, commencement embraces traditions that date back to other centuries. The highly symbolic regalia, faculty colors, and the grand procession with its presidential mace and medallion, all harken to the Middle Ages. But like the wedding, today’s ceremonies have also evolved modern modifications, building on the solid base of tradition but interpreting the occasion in the context of our era. We no longer hood students individually but this does not lessen the hood’s symbolism. Technology using computer bar codes lets us project graduates’ names on jumbo screens and while each name may or may not still be read from the podium, mom and dad treasure the iPhone photo they snapped when their child’s name appeared for all to see.

Ceremonies and traditions are an important part of our cultural fabric. They let us all know when something truly special is taking place. Modifications occur naturally with the passage of time, but as long as we incorporate them respectfully and meaningfully, they blend with cherished traditions to paint richer, more relevant ceremonies that ensure our celebrations will continue to have memorable meaning for generations to come, just like Meghan and Harry’s very special day.

Posted on

Alexander Hamilton To Get Honorary Degree

Even though he died in 1804, Alexander Hamilton is going to receive an honorary degree from Albany Law School at the college’s spring commencement.

Honorary degrees, higher education’s most prestigious recognition, are reserved for eminent individuals with national or international reputations. Hamilton certainly qualifies. He was one of the nation’s founding fathers, had a distinguished career as one of George Washington’s most trusted aides during the Revolutionary War, later practiced law, served as the first secretary of the treasury, and is considered the father of the nation’s financial system.

Why now? Honorary degrees are an opportunity to establish ties with a prominent person, to bask in the reflected glory of his or her accomplishments, and to generate some positive media buzz. In Hamilton’s case, Albany Law School said it is recognizing his contributions to the Albany, New York area where he practiced law and married into a prominent local family. With Hamilton currently riding a wave of rock star status thanks to the Broadway musical that bears his name, tiny Albany Law, an old, private school with only 372 students, is riding his coattails with a creative local angle that has brought an enormous PR bounce. Hamilton never actually earned a law degree, so awarding him an honorary is the perfect way to call attention to the school. Honorary degrees don’t typically get much publicity, but this announcement has generated extensive media coverage.

So how can a guy who has been dead for 214 years qualify for a degree? Honorary degrees are conferred honoris causa, a Latin term meaning “for the sake of honor.” They are typically doctoral degrees, though not equivalent to Ph.D. s, nor do they entitle the recipient to the same professional privileges as individuals who have earned degrees.

Honorary degree recipients are leading scholars, discoverers, inventors, authors, artists, musicians, entrepreneurs, social activists, and leaders in politics and government. Occasionally, honorary degrees are awarded to people who have rendered lifelong service to a university through board membership, volunteerism, or major financial contributions. At some schools, honorary degree recipients deliver the commencement address, but this is not a requirement.

Honorary degrees are often presented at commencement to take advantage of the large audience and the pomp and circumstance already in place. The candidate is part of the platform party and processes wearing a black doctoral gown or the school’s custom doctoral regalia. Candidates are hooded and receive a diploma and a citation. In the case of a posthumous degree like Hamilton’s, a surrogate stands in to accept these items.

What to Call an Honorary Degree Recipient

Honorary degree recipients are properly addressed as “doctor” in correspondence from the university that awarded the degree and in conversation on the campus. But honorary degree recipients should not refer to themselves as “doctor,” nor should they use the title on business cards or in correspondence.

The honorary degree recipient is entitled to use the appropriate honorary abbreviation behind his or her name, for example, (full name), Litt.D. On a resume or in a biographical sketch, they may indicate an honorary degree by writing out the degree followed by the words honoris causa to signify that the degree is honorary, not earned.

When addressing a person who has received an honorary degree from another university, it is not correct to use the term “doctor.”

Because many people misunderstand these nuances, it is courteous to provide recipients with a card or brochure to explain how to appropriately signify their degrees. Tuck the card in with the hood and citation when these items are shipped to them after the ceremony or send in a follow-up congratulatory letter.

So, while I don’t know for certain, my guess is Alexander Hamilton will receive a Doctor of Laws (L.L. D.) and were his ghost to ever to appear at Albany Law School, it would be correct for all there to address him as Doctor Hamilton. Back in his New York City law office, however, he would be just plain Mr. Hamilton.

For more information about honorary degrees, including presenting the degree, awarding it posthumously, regalia for the recipient, and how to appropriately host the honoree, order my book Academic Ceremonies A Handbook of Traditions and Protocol, available at http://case.org.

 

 

 

Posted on

Why Manners Matter

Evaluations are in from a presentation I made to a group of young professionals, all new to university advancement and eager to start raising money and promoting their schools.

My talk was about business etiquette and included skills such as how to introduce yourself and others, shake hands, initiate and sustain conversation with strangers, and manage food and beverage so that it’s easier to do your job.  After all, fund-raising is about building relationships and much of that is done in a social environment such as a reception, dinner, meeting or conference.

One woman rated my presentation as “poor,” stating that time could have been better spent on “content relevant to the emerging generation of advancement professionals,” noting that social skills are old fashioned and that “country club manners” are not needed. What’s more, she said, they are sexist. While I respect her opinion, I hope time and experience will change her mind.

Mastering these fundamentals is not about being a snob or memorizing social customs of bygone eras, rather it is about building self-confidence and making others feel welcome. It is not easy to dive into a room full of strangers and start conversations, especially when guests represent multiple backgrounds, generations, and will likely include people from other countries. Etiquette creates a common framework in which people can interact so that everyone feels welcome, respected, and valued.

It is not hard to understand why this person would deem manners to be irrelevant. Incivility surrounds us. It clogs the political system, it causes us to shout, call names, be greedy, pushy, self-centered and suspicious. Incivility closes our ears and minds depriving us of the opportunity to benefit from melding ideas and differing points of view to forge a stronger whole. It erodes our way of life and even threatens our liberties.

The saying, “You are what you eat,” is true and for the past 25 years (approximately her entire lifetime) we have ingested a non-stop diet of bad behavior that has led to a steep decline in courtesy. Things that used to shock us (like the use of the f-bomb, crude potty references from Congressmen, leaders having public tantrums, or people showing up at work looking a disheveled mess) no longer do.

Instead of teaching children how to interact with others, we’ve taught them to withdraw because of “stranger danger.” Television news has devolved from reporting to angry people spewing slanted opinions. We’ve spent a decade glued to the television to see what outrageous things dysfunctional families will do to each other, who the bachelor will dump, or which person will be fired or voted out of the competition. People no longer seem able to separate entertainment from reality and instead mimic these rude, crude, mean behaviors in their daily lives.

The absence of public figures who serve as positive role models exacerbates the effects of our bad behavior binge. Incivility reigns everywhere from the local school board to the halls of congress and is becoming accepted as the norm. With a president who calls people names on Twitter, belittles those who disagree with him, and a pop culture that worships the gods of “me first,” and “in your face,” it is easy to understand why a young adult who has only seen these examples would find consideration for others to be irrelevant.

While not the cause of the decline in our interpersonal skills, the digital revolution is also a contributor. For the many great benefits of technology, the downside is people no longer need to expend the energy to interact with those around them. Instead, we use our devices as defensive barricades, studying them with intensity when we want to avoid engaging with others. We wear ear buds to send a “don’t talk to me” message and we use the anonymity of social media to shoot comments into cyberspace that we would never have the courage say to a person’s face. We battle tech neck, gamer’s thumb, and email eye because of our device addiction. We can order everything from airline tickets to groceries without ever having to talk to a human, and when we’re bored, our devices offer ample entertainment options and will even explain the choices. Why would we ever need to interact with anyone in person?

Through the decades, politics, cultural, and economic situations have always caused the manners pendulum to swing back and forth between periods of formality and times of little manners whatsoever.

There is no question we are in a period of social change, but I believe that this climate makes it more important than ever for us to reconnect as individuals by learning and practicing common courtesy and respect for others.

I, too, started my career in an era of cultural change and lack of civility. The nation was struggling to regain its footing after the Vietnam War and the resignation of a president. Fueled by the then new idea that women could be more than coffee fetchers, I firmly intended to change the world by junking most of what I had been taught, beginning with stodgy social customs.

What I didn’t realize then is that civility is the glue that holds our society together. It is what we are missing today. It is the practice of courteous self-control that gives us the ability to listen respectfully to another point of view and to disagree without being disagreable. It is the kindness of deferring to an older person. It is willingness to think of others before ourselves. It was formerly the grease that allowed the wheels of our democracy to turn and that gave legislators the self-restraint to effect compromise.

Civility and manners are timeless marks not of class or status, of “good” or “bad” people, but of leadership and humanity.  Contemporary manners are not an exclusive, elitist social code intended to exclude others. Rather, they are the lingua franca that allows us to transact our societal and interpersonal business in a global society and achieve great results.

Today’s etiquette is not that of 25 years ago. Instead, contemporary business etiquette has evolved to be gender neutral. It is not sexist like old-fashioned social etiquette, but rather, it is empowering because it levels the playing field with a defined set of norms under which we all can all operate equally regardless of religion, race, culture, gender, sexual preference, or socio-economic upbringing.

Polished manners are an equalizer that gives people the confidence of never having to feel ill at ease in any social or work situation. What’s more, using manners costs nothing and may even yield a payback—the satisfaction of knowing you have been kind to someone else.

These are the reasons we practice and study etiquette and why the effort is relevant to today’s generation of advancement professionals. None of this is unimportant or old-fashioned. Rather, it is essential to our cultural survival.

 

 

Posted on

Presenter Prep Prevents AV Problems

AV techs always get blamed when things go wrong. The presentation won’t load, a video doesn’t run, the speakers send ear-splitting feedback, or the talent can’t be heard. The truth is, problems with technology are more likely the fault of the presenter. As a special events planner and a frequent speaker, I can attest that most presentation disasters are caused by lack of presenter preparation.

Last week I saw one presenter abandon the room in total frustration when the video he was relying on to be the climax of his remarks wouldn’t run. On another day, I watched an emcee stare blankly at the audience confessing he was having a “brain freeze” and couldn’t remember what he was supposed to do next. The week ended with an expert historian delivering a talk to a packed room. Unfortunately, no one could hear her because she kept moving away from the mic making it impossible to hear her soft-spoken voice even in the closest seats. Compounding the problem, she shuffled papers as if she was hunting for clues about what she intended to say.

None of these presenters had invested sufficient preparation time in honing their remarks, nor were they willing to rehearse in advance, a small extra effort that would have ensured a better performance. Had the first man rehearsed, techs would have known there were problems with his video in time to do something about it. The second man would have laid down a mental memory path that would probably have prevented his freeze. The timid, disorganized historian could have been fitted with a lavaliere mic that she couldn’t avoid, or at the very least, she could have been coached to help her delivery.

The old adage “practice makes perfect” is true. This is why before touring, rock stars hole up for weeks in advance rehearsing every aspect of their shows. It’s also why the most mundane one-mic ballroom meeting presentation deserves the same amount of attention.

Here are some tips to help presenters succeed, and to help you prepare for your best delivery when it’s your turn at the mic.

Respect every trip to the podium. No matter how many times you’ve presented, how confident you are, or how busy your week has been, each situation and audience is different and requires preparation. You have been asked to speak because people feel you have something to offer. Return the compliment by giving the audience your full effort by preparing to do your best. Always update and customize your show for the occasion and audience you are addressing.

Use established presentation software such as Keynote or PowerPoint. Keep it up-to-date and know which version you used to build your show. Software that requires an Internet connection to pull your show from the cloud is very precarious because you are at the mercy of the quality of the connection in the hotel or conference room. Often, it is inadequate.

Avoid relying on videos because they are frequently the source of technical difficulties. Just because a video looks good on your computer does not mean it will when projected in an auditorium or hotel ballroom. PowerPoint was never intended to run video and most of the time, it won’t! If you must use video, download the file and save it on your desktop separate from your slides. Create a back-up by also having it on a thumb drive.

Know how to run your software. It’s amazing how many presenters show up with a presentation built by an assistant or the company PR staff but have no clue how it works—an implosion waiting to happen when the speaker takes the podium and is expected to run his or her own show.

Bring your own laptop and all of the necessary cables and know how to connect to projectors.  Most meeting, conference, and civic group presentations are done with bare bones AV support. Often the presenter takes the podium in do-it-yourself mode with nothing more than a dangling projector cable and a hot mic. By providing your own computer, its connectors, and a remote control, you gain the confidence that comes from being familiar with your equipment and software and reduce the hiccups that can happen when a presentation is created on one computer and shown on another.

Always bring slides with you on a thumb drive and when possible, e-mail them to the event planner or the AV techs in advance. This serves as a back-up in case something happens to your laptop. For those occasions when your show will be loaded onto a house computer, providing it in advance enables AV techs to load and test it.

Show up for rehearsal, it builds confidence! Rehearsal gives you time to trouble-shoot your presentation and get the feel of the room. If you can’t rehearse at the venue, set-up in a conference room at your office or deliver your show at home to your dog.

An on-site rehearsal includes a sound check that will let the AV techs adjust levels to your voice and give you the opportunity to learn where the speakers are so that you don’t walk in front of them causing that ear-bleeding squeal everyone hates.

Use this time to practice advancing and reversing slides, especially if you are using an unfamiliar remote control or someone else’s laptop.

Rehearsal lets you get used to the lights so you don’t look like the proverbial deer in the headlights when you take the stage for real. Theatrical lighting is very bright, but without it, the audience can’t see you and the video we’re trying to record will look awful. Don’t ask for the lights to be turned down.

Speak into the mic! Poor acoustics, soft or low voices, background noise, and people with hearing impairments make it imperative to use a microphone. A mark of a true amateur is the statement, “I don’t need a microphone.” Yes, you do!

Know your material well enough and/or have notes with you in case your visuals fail. Remember filmmaker Michael Bay’s famous come-apart at the 2014 CES show when problems with a teleprompter left him speechless? He admitted to trying to “wing it,” but without his script he was lost and stalked off the stage. https://www.youtube.com/watch?v=VcA6CY6M7dY

Many speakers rely heavily on their slides to guide them through their presentations. It’s easy to get completely flustered when the electronic crib sheet disappears! Always have a back-up.

Know what to do when a problem arises. Real pros press on regardless and trust the AV techs to resolve issues. Leaving the stage or stopping to try to fix problems on your own is like letting go of the steering wheel when your car starts to skid. The right answer is to hang on and turn the direction you want the car to go. The same technique works when presenters need to fend off disaster. By stopping, making jokes, or getting flustered, you divert the audience’s attention from where you want it to be—on your message. Instead, hang on and turn attention away from, not toward the problem. Stay on point and trust the AV techs to do what they do best–save you.

Posted on

Create Comfortable Meeting Seating

Hotels and airlines have one thing in common: They seat people too closely together. People, especially Americans, don’t like to be pressed together with body parts touching, and definitely not when the contact involves a stranger. Yet, prevailing meeting management does just that. I just spent the afternoon in a jammed hotel conference room with 100 other hot and uncomfortable souls. Why? Because the chairs were “ganged,” that is, locked together in long straight rows. We were sardined in to a tiny partitioned hunk of a much larger ballroom with no less than 30 hot can lights blazing down on us throughout the hour- and one-half presentation. I had my shoulders scrunched together to stay in the 18-inch boundary of “my” space and couldn’t have crossed my legs if I tried because the space between the rows was too narrow.

By the end of the session the audience, dressed in winter business suits and sweaters, was sweating and fanning. It must have been 83 degrees in there.

The presentation was standing room only, but a closer look revealed there were lots of empty seats scattered throughout the room. That is because people would rather stand than crawl over a row of others to shoehorn themselves into a too-small vacant seat. Scattered vacancies demonstrate that people instinctively leave blanks to create a more appropriate boundary between themselves and others. We need our personal space in order to relax, listen, and concentrate. Claustrophobic seating makes grumpy participants who want to leave—the exact opposite of the mood event planners strive to create.

Seating is an important and often overlooked factor in the success of a meeting or event. If people can’t see and hear, if they are crowded, feel trapped, and can’t get out to use the restroom, effectiveness suffers. If you can’t think about anything except how uncomfortable you are it is difficult to pay attention.

What’s more, jammed seating can be a safety hazard. Beyond the possible violation of fire code capacities, meeting safety demands that people be able to access aisles and get to exits without tripping over chairs. One safety expert has noted that because interlocking “ganged” seats are heavy, cannot be easily separated and quickly moved away, they become an added hazard in an emergency situation when the difference between life and death could be the ability to rapidly exit a space.

Comfortable seating begins with selecting a right-sized room. Better to have a space that is slightly larger than needed than to cram people into a room that is too small. First consider what the audience needs to do. Are tables required to hold computers or will participants be seated theatre style in rows of chairs? Are you planning a board meeting, or will everyone be watching a webinar? The meeting’s purpose and length should always drive the room arrangement.

Check out the chairs. Are they in good condition, not wobbly, clean, and comfortable to sit in for an extended time? If a theatre style scheme is needed, arrange the chairs with four inches between seats rather than allowing them to touch. Instead of putting them in a straight line, encourage better audience interaction by using a curved arrangement which lets people watch the speaker and see the screen without turning their heads. It also allows them to see each other, thus stimulating discussion. Paul Radde, the meetings industry seating guru, explains in his must-have book, “Seating Matters State of the Art Seating Arrangements,” (thrival.com), that a curved arrangement can actually increase the number of chairs that will fit.

Next, instead of creating long rows that are difficult for people to enter and exit, cut the semi-circle into pie shaped wedges by creating several aisles. This way, people can get in and out of seats with much less difficulty. Make the rows as short as possible.

Another tactic to try is ditching the commonly used center aisle and instead separating seating into three groups, a center section and two side sections, with two aisles separating the sections. This allows shorter rows and easier access. Why leave that prime middle of the room real estate, the space with the optimal viewing angle, empty?

A critical comfort measure is the spacing between rows. It should be at least 17 inches though many hotels will use only the 12-inch minimum required by many states’ fire codes. Rows that are too close together create the “knees in the chin” feeling that we all experience on airliners. To check spacing, use a tape measure beginning at the front edge of the chair bottom and stopping when it touches the top of the back of the chair in the next row. Ensuring a comfortable amount of leg room also creates space for people to place personal belongings such as tote bags and back packs on the floor without blocking the aisle. Wider spacing is imperative when your guest list includes older people.

Philosophically committing to use more comfortable room arrangements will likely be easy. Getting set-up crews (especially in hotels) to honor your requests may be another matter because they are trained to squeeze for maximum seating and to create tight, straight rows with touching chairs. Begin by issuing clear instructions including an illustration. On campus, plan to be present when set-up is being done. At a hotel or conference center, chances are the set-up will happen after-hours when you are not present. Be certain your hotel sales representative knows your plan because if you have not provided clear instructions, arrive and want furniture to be rearranged, you will probably be charged a penalty unless you can substantiate that your instructions were not followed. Provide two copies of your illustration, one for the sales representative, one for the set-up crew.

Once you’ve got seating arranged, adjust the room temperature to 69- to 70-degrees, depending on the season and what guests will be wearing. A 69-degree room when people have on business suits may be fine, but on a hot summer day when people are wearing lightweight clothing, 69 may feel chilly. Finally, turn down the glaring recessed ceiling lights, pick a seat and enjoy a comfortable, productive meeting!

 

Posted on

Super Bowl LII Is A NSSE Lesson

 

Some people will watch Super Bowl LII to root for their team, others to catch a glimpse of puppies with Clydesdales, but I’ll watch to admire an exquisitely complicated and perfectly orchestrated NSSE (National Special Security Event)

A major public event that attracts a large attendance, includes dignitaries, or that has historic, political, or religious significance may be designated by the Department of Homeland Security as an NSSE. Many of America’s marquee events that could be attractive targets for terrorism or other disruptions fall into this category. Typically, such events are of a size and scope that is far beyond the scale of local resources. A NSSE determination is based on a SEAR (Special Event Assessment Rating). This system assesses threats and incorporates a risk analysis and then ranks the event on a 1-5 scale, with 1 being the highest priority. Super Bowl is definitely a SEAR 1 event.

Once designated an NSSE, federal and local agencies work together to construct a security plan that covers everything from traffic and crowd control to hotel security, tactical units, communications, volunteers, evacuation plans, access, and much more. Work is done in committees. The Minneapolis Super Bowl Host Committee and Minneapolis Police Department have been working for two years in conjunction with federal agencies to develop security plans including snipers on rooftops and the largest influx of federal agents in Super Bowl History. Most guests will never see the extra layers of personnel and resources assembled to keep them safe but security personnel and systems will be everywhere.

Campus event planners need to be aware of what constitutes an NSSE because we frequently host events that might qualify. Occasions such as presidential debates, visits by international leaders or religious officials such as the Pope, or high-profile sporting events like an NCAA championship game are all candidates. An NSSE’s heightened and complicated security arrangements are not business as usual meaning that we need to learn how to appropriately engage in security planning. Security on such a massive scale forces planners to give up some autonomy and requires that we cannot adjust plans at the last minute (as we often do) without first conferring with those in charge of security.

Recently, a group of lighting professionals were working at an NSSE. The crew had been instructed the night before by the event planner to dress in show black without logos, bring their backpacks, and set up underneath the bleachers inside of the secure perimeter. The problem was, she never told security officials of her last-minute directive. While the crew were waiting in the designated place, an officer spotted the unknown men and an alert went up the chain of command. Security quickly responded, detaining the men while an investigation took place. The situation was soon resolved but it was unnerving to reflect on the fact that the men had been in the sights of snipers. The moral of the story is, during an NSSE, event planners are no longer the final authority but part of a much larger team. We must be forthcoming with information, be aware of the potentially dangerous consequences of our decisions, and be fully engaged in planning and briefings.

If a major security event is on your horizon

  • Begin planning early by contacting local law enforcement;
  • Take part in committee meetings;
  • If you are not included, speak up and get involved;
  • Follow directions;
  • Never change plans without first consulting the security team;
  • Attend briefings as appropriate so you know what’s going on.

To learn more about NSSE designation requirements, go to the U.S. Department of Homeland Security, http://www.dhs.gov

 

Posted on

Drive Events Like A BMW

Enrolling in BMW Performance Driving School was my New Year’s treat to myself and it didn’t disappoint. It was challenging, adrenaline-pumping fun, and most of all, instructional. But before the panic braking, sliding, timed laps, and stability control exercises, we started in the classroom with a clear set of objectives. They were 1. Safety; 2. Have Fun; 3. Learn Something.

Before we ever approached the cars, we talked about fundamentals like proper adjustment of mirrors and seats, posture in the driver’s seat, how to hold the steering wheel, and learning to look much farther down the road than most drivers typically do. At day’s end, the pièce de résistance was being a passenger on a hot lap driven by a professional race driver who incorporated all of the techniques we had learned into an exhilarating, heart pounding, thrill ride around the track. I’ll never forget it.

On the way back to the hotel it occurred to me that the lessons of performance driving school are 100% applicable to special events management. Here are some ways we can put those course objectives into practice to create our own unforgettable special events in 2018:

  1. We’re all well aware of the news and that crazy people can wreak havoc on gatherings anywhere, anytime. But imminent threats aren’t always from active shooters or terrorists. While we must have those plans, you are much more likely to experience unexpected severe weather, a medical emergency, or the need to evacuate due to a fire. As we begin 2018, all events should be reviewed for the fundamentals, beginning with safety. Resolve to develop a comprehensive safety plan in concert with campus emergency management professionals. Practice it. Be certain all staff members know what to do in case of emergency. Learn panic braking before you need it!
  2. Have Fun. This year instead of retreading events, resolve to ensure the trip to your campus, or to your recruiting or fund-raising reception or whatever the occasion might be, is fresh, interactive, and truly fun. People have limited time and the choice to attend your event means something else won’t get done. Make your events worthwhile by inviting an infusion of new ideas, volunteers, and willingness to make things exciting, an experience they’ll never forget.
  3. Learn Something. Isn’t this the reason we do events in the first place? Special events are the perfect opportunity to deliver carefully crafted messages about our schools to people who have opted to spend their time with us. Crafting events that deliver great learning may require looking farther down the road than we typically do. Does the horizon reveal a milestone occasion in your school’s history? Is there an important discovery that will be announced soon? Start planning now to celebrate and educate by building great events around these natural hooks. Our guests are groups of interested persons who want to be part of our universities. Take full advantage by being certain the purpose of each event is clearly communicated. Everyone should understand the reason for being there when they accept the invitation, but most important, should be able to articulate it at the end of the day. Just like BMW Performance Driving School.

Best wishes for much success in 2018!

 

Posted on

Live Performance Etiquette: Clapping and Other Courtesies

Whether it’s the third-grade pageant at your child’s school, a university concert, the local ballet’s presentation of the “Nutcracker,” or a visit to the symphony, chances are you’ll attend a live performance during the holiday season.

Live performances demand that we observe a set of courtesies that show respect for the performers as well for as our fellow concert goers. Americans seem to have forgotten many of these standards and behave at a play or choir concert in the same way they would at an outdoor ball game, wandering in and out, talking out loud, eating at their seats, and fiddling with their cell phones. It’s all very disrespectful.

A few weeks ago, at our school’s production of “The Threepenny Opera,” a man and his children who were sitting behind me opened rattily potato chip bags and munched and crunched their way through a student soprano’s solo. Though she probably didn’t realize that half of three rows were thoroughly distracted during her performance, I felt sorry for her because she had worked so hard to perfect her part only to have it marred by salty snacks consumed by thoughtless people. A few weeks later at our community holiday concert, every time the audience applauded, two small girls leaped from their seats bouncing, clapping, and shouting as if they were cheering a touchdown. Sadly, their parents did not utilize the moment to explain the difference. Perhaps they don’t know themselves.

Much like our language, etiquette changes and evolves to be consistent with contemporary standards, but for evolution to occur, people must have a common understanding to begin with. It wasn’t too long ago that audiences showed their displeasure by throwing rotten vegetables at the performers—something that would certainly get you tossed from the hall (or worse) today. While I am not suggesting that we return to those times or to snobby “pinkies up” behavior that is intended to intimidate, I am advocating that we deploy a common set of courtesies that ensure everyone can see, hear, and enjoy a performance without disruption.

Here are some tips:

Dress up a bit. A concert or play is a celebration, the proud presentation of hours of study and weeks of practice. Show respect for the performers by looking your best.

Leave babies and small children at home. No one wants the sound of a crying child to obscure the performance of an actor or musician whom they have paid to hear. When children are with you, require them to sit in their seats and be quiet. Do not let them play with electronic games because these make bright light and irritating sounds.

Pick up a program when you arrive so you can follow the performance and know what to expect.

Be in your seats at least 10 minutes before curtain time. Arriving late is not acceptable because it disturbs both performers and patrons. If you do arrive late, ushers may ask you to wait to be seated until a suitable break in the performance.

If someone is in your reserved seat, don’t make a scene, but get an usher to resolve the problem.

To get to your seat, enter the aisle and slide with your back side facing those who are already seated. Say “excuse me” to each person you pass and thank those who stand or otherwise assist you.  If you are seated, swing your legs to one side so people can pass without tripping. Put objects such as handbags under your chair so they don’t become an unseen hazard. Leave your bulky coat and items such as umbrellas at the coat check.

Remain in your seat until intermission and do not wander in and out of the hall to talk on your phone, greet others, or get refreshments.

Turn off all electronic devices so they don’t ring, buzz, or light up. Never text, take pictures, or talk on your phone during a performance. Smartphones have brought a new term into contemporary etiquette, it’s called “manner mode,” and it means placing your phone on silent mode vs. vibrate, so it is just that—silent!

If you are a physician or someone else who is on call, give your phone to an usher so he or she can come get you if needed.

Never take food or drink to your seats, including bottled water or coffee. Finish before you enter the hall.

If you have a cough, bring unwrapped cough drops with you and be quick to exit if a coughing jag happens.

Keep your feet on the floor and off the seats in front of you.

Remember, the excellent acoustics in a concert hall may render whispers and talking audible to many people seated around you. Be silent.

How and When To Clap

Applause is the way we show our appreciation for performers, but clapping at a play or concert is different from clapping at a sporting event. The rules aren’t complicated, but applauding appropriately helps avoid destroying the mood and interrupting the flow of the performance.

At the beginning of a symphony or concert, the concertmaster arrives on stage and the audience claps as a sign of welcome. After the orchestra tunes, the conductor and possibly a soloist will walk onstage. Applaud to welcome them. When the conductor steps on the platform, however, and raises his or her baton, it signals that the music is about to start and everyone should become silent.

Once the concert begins, the audience only applauds at the end of each piece. Confusion can occur when there is a pause in the music. People mistakenly assume the piece is complete and start to clap, but in fact, the pause may simply be the separation between movements. Pay attention to your program to help determine if you are hearing a pause between movements, or are at the end of a piece. Pauses in music are there for effect, to create a mood. Clapping during one of them can dispel the mood and interfere with the momentum the musicians have worked to create. To tell if a piece is complete, watch the conductor. When she or he lowers the baton, and drops his or her hands, the piece is done and it’s time to applaud. Another way to tell is that the conductor may turn around and acknowledge the audience. If you’re in doubt, don’t be quick to applaud, but instead, wait and take your cue from others.

At a play, don’t interrupt and interfere with the flow of the performance by applauding, shouting, or whistling, no matter how wonderful the scene. Instead, hold your applause until the end of each act. Applaud again at the conclusion of the performance.

A standing ovation is the supreme compliment to performers and musicians. Not every performance deserves one, yet people have started to render this honor as if it is a matter of course. Save standing “Os” for those times when they are truly sincere.

In addition to following these courtesies yourself, give your children a lasting holiday gift by practicing these skills at school programs, church, Saturday afternoon movies, and at their annual dance and music recitals.

 

 

 

 

Posted on

Maximize Holiday Mingling

Year-end brings a flurry of opportunity for holiday mingling at receptions, programs, and other entertainments to thank donors, congratulate December graduates, celebrate with employees, and welcome the New Year. In our office, December 1 begins a string of entertaining that continues non-stop until the last graduate leaves the parking lot after commencement on December 10. Universities spend thousands of dollars and hours of staff time to make certain each guest list is accurate, the program is perfect, the décor sets the right tone, and the food is delicious in order to thank and impress guests with an eye toward affirming or deepening their future involvement. We’ve got event logistics down pat, but are we getting the most out of our staff involvement?

Too often advancement and other university staff, such as deans and vps, attend functions only to congregate in a cluster talking to primarily to each other, or appear just long enough to have a drink and nosh on prime catering before mentally checking the “I did it” box and making an early exit. Meaningful engagement between staff and guests is the only way to garner ROI on any kind of event, but it is especially important during year-end gatherings when giving is in the air and people are in a charitable mood.  Here are some tips to help your team maximize their effectiveness:

Be clear about the event’s purpose. Who is the audience and why is this function being held?

Review the proposed guest list before invitations are issued, adding new prospects and subtracting people who have moved, elected officials who are no longer in office, and cleaning up data base land mines like names of former spouses still linked to their exes, or worse, names of people who have died.

Always take Rsvps and assign advancement staff to greet and spend time with, a specific list of guests. Staff should research each person on their list to understand each guest’s interests, history with your school, and his or her current involvement. Make certain staff are aware of significant occurrences in guest’s lives such as a recent death in the family, or happy news, like a job promotion or child’s graduation.

Notify the deans and other ranking personnel about which of their key constituents, donors, or prospects will be present.

Require advancement staff to arrive no later than 30 minutes ahead of the event starting time. This ensures school representatives are present to greet guests as they arrive.

Be certain advancement staff know details like the locations of food, bars and restrooms, what time the program will begin, and where to put coats.

Brief staff on what to do in case of emergencies such as sudden illness, falls or fainting, or the need to evacuate.

All advancement staff should be up-to-date and ready to converse on school happenings ranging from athletics teams’ records to the latest news on research projects.

Keep cell phones out-of-sight and concentrate on conversing with the guests.

Because many people are sensitive about their reputations, particularly if they are attending an event where alcohol is being served or that might be associated with a political point-of-view, never take photos of guests without their permission, especially if the intention is to post images online.

Staff should not enter “behind the scenes” areas such as the kitchen or prep rooms. Having extra people in these areas impedes workers and, depending on local ordinances, can also constitute a health department violation. Besides, staff belong with the guests, not hiding backstage!

Require advancement staff to remain until the event is over, otherwise, guests can be left without university representatives with whom to converse.

The next business day, conduct a debriefing with your team to collect information resulting from the conversations they had and to develop next-step action items.

For more tips on how to work a room, download my CASE webinar, “Conferences, Receptions, and Cocktails” at www.case.org. Click on Publications and Products, Store, and under Product Type, find Webinars. To arrange an on-site customized training for your team, contact me at april@aprillharris.com.