Welcome Rakan Sarawak March2004

Rangkaian Khidmat Awam Negeri Sarawak

A MONTHLY SUPPLEMENT OF RAKAN SARAWAK BULLETIN

(People, events, activities and programmes which make for a total quality-managed Sarawak Civil Service)

ISSN 1394-5726

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Seating arrangements is just one of
the many tasks that need to be
looked into for a formal function

My eyes squinted from short sightedness - as I approached the chairs in the front few rows. Do I see any white little tags on the backs or fronts of the chairs…warning me, hey, these seats are taken!

For those savvy people who regularly attend state functions, the official formality and etiquette involved come as second nature to them. But to the first timers, it could become pretty embarrassing especially when you are told by men, dressed in black suits (usually), that the chair you have just comfortably adjusted to is reserved for someone else… and that someone else is standing behind you waiting for his or her seat.

Well, seating arrangements is just one of the many tasks that need to be looked into for a formal function. There are other tasks to consider: setting up organising committees/sub-committees, preparing invitation cards, holding rehearsals, enforcement of decisions made and having a post mortem as well as arranging every other aspect required for the event.

Welcoming the guests of honour
upon his arrival at the function

All these are part and parcel of the responsibility of the Protocol Unit of the Chief Minister’s Department - a heavy responsibility indeed since with proper management by the Protocol Unit, the function is ensured to run as smoothly as possible.

Let us take a closer look into some of the details of managing an official function. It begins with the Planning Stage where the date, time and venue of the function are decided. This also involves the setting up of committees and preparation of task lists, programme content, checklists and budget.

Proper management of a function is crucial to ensure that it runs as smoothly as possible

The Planning Stage is followed up with the Materials & Equipment Preparation Stage where the guest list is decided. This stage involves things like invitation cards, dress code, decorations, backdrop, ushering, red carpet, performances, seating arrangement, publicity/ media, souvenir programme, PA system, emcee, doa recitation, menu, souvenir gifts and so forth.

After the planning and preparations, the Protocol Unit would then organise a rehearsal (one or two) before the actual function date and this is deemed the Rehearsal Stage. At this stage, all persons assigned with their respective tasks have to attend the rehearsal is to familiarize themselves with the programme of the function, coordinate with the chairman of the sub-committees, emcee and make sure the necessary equipment such as PA system is in good working order.

The Enforcement phase comes into play on the actual function day itself where the committees and persons involved have to be present at the venue at least an hour before the event starts. This includes a final check of the task lists and programme for the function. The emcee is expected to arrive early and be briefed on any changes to the programme content. Ushers then need to ascertain where the VVIPs are to be seated, and they have to be on standby to greet the guests. The Chairman and members of the Working Committees also need to be ready to receive, in particular, the dignitaries and official guests. The story does not end after the function finishes. The Protocol Unit has to perform a post mortem on the event. During the Post Mortem session, any particular difficulties encountered during the function would be discussed and fine-tuned for the next official event.

Planning stage: where the date, time
and venue of the function are decided

Besides managing state or official functions, the Protocol Unit is also responsible for arranging the programmes for visiting VIPs, Federal Ministers, Ambassadors and special invited guests to Sarawak. This includes providing them with transportation, assisting in processing their passports, handling their baggage and taking care of their air tickets. In addition, the Protocol Unit helps to prepare speeches for the Head of State (TYT) during the festive seasons such as Hari Raya Aidilfitri, Gawai Dayak, Chinese New Year, Christmas and so on To the Protocol Unit, formality is the way to be and every single detail counts to ensure the success of state functions and activities.