Attachments
Attachment I
Chartering Ceremony Official Protocol and Procedures Purpose chartering ceremony
The chartering ceremony of Alpha Phi Alpha Fraternity, Inc. is designed to officially establish a college or alumni chapter. To be chartered, the national organization must issue an official charter, and the chapter must have seven members or more. The ceremony has a setting of a banquet. Invited guests should include dignitaries and officials of the community, all local college and alumni of Alpha Phi Alpha Fraternity, Inc. chapters, all other Greek letter organizations, top campus or city officials and special dignitaries of political, civic and other such persuasions. The participants of the program and top dignitaries are seated at the head table. No brother who is a charter member is seated at this table. The charter members and their guests are to be seated at the banquet tables. Group responsible for updating chartering ceremony procedures The National Standards and Extension Committee of Alpha Phi Alpha Fraternity, Inc. is responsible for monitoring and updating these procedures. Materials/personnel/logistics needed for chartering ceremony • Procedures Purpose installation of officers ceremony The installation of officers ceremony of Alpha Phi Alpha Fraternity, Inc. is designed to officially install duly elected officers of a college or alumni chapter. This ceremony should occur in September of each year. This ceremony can be held as a public program or at a private chapter meeting. If it is designed as a public program, invited guests should include dignitaries and officials of the community, all local college and alumni of Alpha Phi Alpha Fraternity, Inc. chapters, all other greek letter organizations, top campus or city officials and special dignitaries of political, civic and other such persuasions.
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ALPHA PHI ALPHA FRATERNITY, INC.
Group responsible for updating chartering ceremony procedures The chief learning officer of the Alpha University is responsible for monitoring and updating these procedures. Materials/personnel/logistics needed for chartering ceremony • Candles for each officer and matches/lighter • General protocol for chartering ceremony • Type of ceremony ~ public • Attire ~ Alpha attire Suggestions for having a smooth, coordinated ceremony: 1. Make at least three copies of the ceremony for the installation committee to review. Read the entire ceremony before filling in the spaces required. 2. Pay close attention to all instructions. 3. After filling in the spaces required, make a copy for the installation officer. Highlight these parts so that reading them may be less taxing. 4. Conduct as a public program. 5. Place the guest names on the seating arrangement. 6. Send invitations to guests, dignitaries and officials immediately. Be sure to provide complete information regarding place, time, dress and expenses. Follow up with a telephone call two days after mailing invitations. 7. Start gathering materials needed immediately. 8. Make a checklist of all people, materials and duties required to complete the ceremony. 9. Have a specific time frame for the photographer. Get a contract. 10. Practice the complete program at least two (2) times with a setup similar to final setup. 11. Come early to set up installation facility. Walk through ceremony at this time. Inform all invited personnel (i.e., regional vice president, general organization representative, assistant regional vice president, district director, area director) of their responsibilities. Be on time! 12. Provide name place cards for head table seating. Ceremony for installation of officers (please refer to the Alpha University Chapter and Officer Development Guide (http://www.alphaphialpha.net/page.php?id=134).