Writing an agenda for a ceremony is different from preparing agendas of other types. As people attending ceremonies are not required to ask questions or provide answers but participate in the event after receiving an invitation, it does not mean that the host of the ceremony can leave things until the final moment.
The agenda for the ceremony needs to be prepared in advance to intimate the invitee that he or she is invited to attend the ceremony on a particular day. The agenda may be prepared to suit the ceremony which has been planned and the time when it will be prepared will depend on the kind of program the host intends to have.
The objective of a ceremony agenda is to intimate the invitee that his or her presence is anticipated at the event which is being planned. The agenda gains importance especially when the invitees are living in distant places and may need to make travel arrangements to grace the occasion.
For ceremonies like weddings and other personal occasions, invitees may also consider exchanging gifts which would again bring upon them the need for time for the arrangement.
The agenda for the ceremony may be prepared by different individuals depending upon the kind of occasion being planned. It is usually a senior member of the family or the staff of a company who is assigned the responsibility of preparing the agenda for the ceremony.
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Points to consider while drafting Ceremony Agendas
- Ceremonies are usually held on a particular date and at a particular time. The individual preparing the agenda must ensure the date, time, and venue of the ceremony is mentioned.
- The reason why the ceremonies being held must be highlighted.
- The name of the sender, address, & contact details must be provided on the agenda.
- The name of the invitee, address, & contact details must also be present.
- The total time dedicated to the ceremony may also be mentioned on the agenda.
- The invitee may be requested to intimate the host about their plans to attend the event or stay away by including a request for RSVP.
The individual responsible for creating the ceremony agenda must ensure that the language used is formal and always makes an attempt to make the invitee feel that his or her attendance to the ceremony is highly valued because it is the key to ensure they attend.
Example of Ceremony Agenda 1
Ribbon-Cutting Agenda Of ABC Airport
[day and date of ceremony],
[time of the ceremony].
2 PM to 2:15 PM — meet in the lobby for greetings and slide presentation of the construction activity.
2:15 PM to 2:20 PM — opening remarks by the contractors appointed to construct the airport.
2:15 PM to 2:30 PM — remarks by Minister of Interior [name of the minister] [5 to 10 minutes].
2:30 PM to 2:40 PM — remarks by the minister of state [name of the minister] [5 to 10 minutes].
2:40 PM to 2:50 PM — remarks by aviation minister [name of the minister] [5 to 10 minutes].
2:50 PM to 2:55 PM — closing remarks by aeronautics director [name of the individual] [5 minutes].
3 PM to 3:15 PM — move outside for the ribbon-cutting and pictures [20 minutes] – invitees for the ribbon-cutting [ministry of interior, minister of state, & Minister of aviation].
3:15 PM to 3:30 PM — a tour of the airport along with the invitees.
Example of Ceremony Agenda 2
Retirement Ceremony Information Sheet
Name of The Retiree __________
Full name [last, middle, 1st] __________
Rank and rate __________
Social Security number __________
Office and home telephone numbers __________
Date of the ceremony __________
Location of the ceremony __________
Date of the retirement __________
Where would the retiree like the flag to be flown __________
The date when the retiree joined the Navy __________
Name of the sponsor [sponsors are required to take up responsibility to ensure that the assigned tasks are according to schedule and should act as the primary point of contact for all matters related to the ceremony. The sponsor should be familiar with aspects and contents of the request of the retiree to ensure that all items are submitted on time].
Sponsor’s name — full name of the sponsor, organization and all contact details.
The reasons why ceremonies can or are held are diverse as the people who may be attending the ceremony.
The creators of the agenda need to understand the subject of the ceremony. They should even look at the finer points like considering the requests of the retiree or the time the invitees may decide to speak during the ceremony and make appropriate arrangements to accommodate any fluctuations as may be required during the final moments.
A ceremony agenda is better prepared by an individual who has the experience needed to handle such matters most appropriately.