WBNSW Suggested Guidelines For Official Visits And Functions Attended By The State President Or Her Representative

Transcription

1 WBNSW Suggested Guidelines For Official Visits And Functions Attended By The State President Or Her Representative The purpose of these notes is to suggest to Member Clubs a procedure for official occasions when the President of the WBNSW (or her representative), has been invited to be present at District or Club functions. On all official occasions it is emphasised that the State President or her representative takes precedence over all other guests. Vice Regal patronage is dealt with under the subheading, The Official Function and Table Seating which appears later. The following guidelines can equally well be applied to all functions attended by the WBNSW President or her representative and can be relaxed if the occasion warrants a more relaxed event. Should a club be in doubt on any point the club Secretary may contact head office to obtain relevant answers to any queries. Notice As much notice as possible should be given of the proposed official function, but not in excess of twelve months ahead, so that arrangements can be made by the Association for the State President (or her representative) to be present. Bearing in mind the travelling distance and time involved for the officers, the District official should endeavour as far as practicable, to co-ordinate forthcoming official functions in their area on a regional basis, so that where possible appropriate dates may be allotted to allow several functions in adjoining areas to be covered during the one official visit. The Invitation An invitation not more than 12 months ahead should be forwarded to the WBNSW head office, when the date of the function is fixed. With the increasing calls being made on the time of the State President, it will not always be possible for her to attend; in these cases a deputy will be nominated. A reply to the invitation will be forwarded before the event indicating, in the case of acceptance, whether the President will be attending or if not, nominating her representative.

2 Parking If at all possible special parking reservations should be provided for the WBNSW and District representatives and also for any VIP s attending or else provision made to drop bowls and bags off at the door before being directed to the available parking. Prior advice of this would be appreciated. Reception of Visitors Clubs should endeavour to arrange for officials and members of committees to meet official representatives at the parking area or other approach to the clubhouse and welcome them to the club. Their bowls bags could be taken and placed at the appropriate rink or in case of rain, other suitable location. Flag of the WBNSW President If the State President is in attendance, arrangements should be made for her official flag to be flown on the club s flagpole. The President s flag should be flown below the Australian flag, if only a single flag pole is provided; otherwise it should be flown on the yard-arm or jack-staff. If another State member is representing the President, there will be no President s flag. If two flag poles without yard-arm or jack-staff are provided, the Australian flag should be flown on the most prominent pole and the State President s flag raised on the other pole and flown so that its level is not higher than the Australian flag. In the case of two poles of equal prominence and height being provided on each end of the clubhouse, the Australian flag shall be flown on the pole which is on the right hand end facing out from the face of the clubhouse and the President s flag shall be flown on the left. Also, it should be recognised that the State President s flag will fly above the club s flag. It is important that an officer of the club, deputised for this purpose, remembers to strike and furl the President s flag at the conclusion of the day s play and hand it back to the President. Flag of a District Association President This flag will only be flown by the District President on official occasions in her own district where she is personally present. On all occasions when the State President is in attendance, the District President s flag may be flown in conjunction with the WBNSW President s flag but at a lower level. On official occasions where the State President is not in attendance but is represented by an officer of the State Association, the State President s flag will NOT be flown, but the District flag may be raised.

3 The MC The MC plays an important part in the day s programme and some of her responsibilities are as follows: Making sure that the Programme for the day is available to the official guest on the official table. Be responsible for adherence to programming timing. It would be appreciated if functions were completed by 3.00 pm. Calling of Cards and Method of Play In calling the cards for play, the Official Representatives and their opponents should be called first and etiquette requires that this match should be played on a central rink, except when interstate or other official matches are being played. The privilege of the mat is usually given to the official team without tossing a coin. The host team is usually selected from Club Officers with the Club President playing skip opposite the Leader of the Official team, (usually the State President or her representative). There is no obligation for the Club President to skip, the State representatives will cooperate with whatever is decided. The remainder of cards are then called and the rules of play for that day explained. If it is desired to hold in conjunction with the day, some form of bowls competition with prizes to be awarded, it is important that the method of determination proposed for trophy winners be made clear prior to the commencement of play. Merit Pins Merit Pins are only awarded at a Club President s Day. Up to 4 Merit Pins can be awarded at this event. The presentation of this award is the highest honour the Association can bestow. The Club President can select up to 4 members whom she feels worthy of a Merit Pin for their years of service to the club. Recipients are selected by Club President only without the assistance of anyone else. The names of the recipient should be given to the WBNSW Representative, on the day of the event, by the Club President, with a short citation of recipient s service to the club. The Official Function and Table Seating The President of WBNSW (or her representative) on the day, should take precedence over all local officials, Parliamentary and Civic representatives. Officers of the host club should take precedence over all other people present including Mayors, Shire Presidents, and Members of Parliament at bowling functions. Should Vice Regal or high State signatories be in attendance, their office will provide advice on precedence. When the President of another State authority visits a club or district within NSW, it is usual for the President of WBNSW to be invited.

4 When the State President visits any member club it is usual for the respective District Association President to be present unless the function is informal. The President of the Men s Bowling Club or his representative takes precedence over all other male visitors at a bowling function and is addressed immediately after the women officials. It is an advantage if place cards for seating are previously arranged. Table Seating Procedure The following is given as a lead to the table arrangements for functions to which distinguished guests may be invited and is based on precedence as observed in State Table of Procedure. This example of arrangements may serve to cover the normal extent of the needs in most bowling clubs. It is noted that the WBNSW President (or her representative) and any other State representative, having first guest precedence is seated on the right of the club President, second in precedence sits on the left of the club President, usually the District Representatives. When both State and District officials are present at a member club within a District Association, seating arrangements may be as follows: It is desirable to include at the official table the club President s team and other club executives if possible. Procedures for special functions: President s Day am to 3.00 pm After reception of officials and visitors, club officials will introduce them to the club President Preliminary procedure for the day a) Call cards for the game and state conditions of play b) Play to commence after conducting a spider if such is desired c) Club President plays against State President (if agreed) on centre rink of green At Morning Tea: club President extends a warm welcome to the District President, mentions how happy she is that the State President or her representative is present and calls on the District President or her representative to officially welcome the State President and/or her representative. At Luncheon: Toast to Women s Bowls NSW Response by WBNSW President or Representative Toast to District Association Response by District Association

5 Toast to Club President Response by Club President Toast to Club Patron /s- Life Members. Response by Club Patron Toast to Visitors Response by Visitor representative Toast to Men s Club representative Response by Men s club representative Cutting of cake [Can be earlier in the programme.] Presentation of Trophies It is to be noted that the Club President is the hostess and must always be the first person addressed in speeches, followed by the WBNSW President (or her representative), then the District President (or her representative) Clubs with a small membership may have a more informal event e.g. Morning Tea or light luncheon with State Representation to enable Merit Pins to be awarded.