Presidential and Protocol

Presidential and Protocol

The Office of Special Events plans events in support of the Office of the President and the Board of Trustees. We provide comprehensive event management and provision to the campus at large. Our mission is to display a positive image of the University extending the Presidential standard of hospitality, creating goodwill and fostering relationships within the Auburn family.

Auburn University's Office of Special Events supports the President's Office, the Board of Trustees, the campus and community in a number of ways, including:

Event Management and Consultation:

  • Conceptualize and design events on behalf of the President and Board of Trustees
  • Develop proposals and timelines
  • Coordinate event logistics
  • Assist with the details for a small program
  • Advise on event-related university policies and procedures
  • Provide support and oversight for ceremonies and large scale campus-wide events such as groundbreakings, dedications, important anniversaries and commemorations

Protocol Expertise:

  • Advise on academic, social and business protocol and forms of address
  • Address international and cultural questions involving dignitaries and VIPs

Printed Materials Review:

  • Review and advise on all Presidential event-related printed material copy and design including invitations, save-the-date cards, programs and commemorative language on plaques and awards. Click here to view Auburn University's Style Guide.

Office of Special Events
310 P.O. Davis Drive
Auburn, Alabama 36849-5113
Office: (334) 844-6323
Facsimile: (334) 844-6391

Jon Thompson
Director
jdt0014@auburn.edu

Nicole Lynch
Administrative Support Specialist
anl0010@auburn.edu

Anna Ball
Coordinator II
buzbeae@auburn.edu

Office of the President Event Request Criteria and Deadlines

Event Request Form
When requesting the President, the Event Request Form must be submitted 60-90 days prior to your event. Please read the guidelines. No event will be approved prior to six months from the event.

Participation Criteria
Before you request the President or Mrs. Leath to host an event, consider the following criteria and be prepared to discuss with your vice president, dean or director:

  • What university objective does their involvement achieve?
  • Does this represent the best use of their time?
  • Do the size and composition of the audience create a strategic opportunity to deliver a particular message? (Does the activity provide broad exposure to an important audience?)
  • Are there other Auburn leaders who could fulfill this role?

Remarks
If the President or Mrs. Leath will deliver prepared remarks at your event, ample advance notice is required for remarks to be written and approved.

  • Program focus or theme
  • Specific points or messages to be included
  • Who will provide the introduction for the President or Mrs. Leath?
  • The length of time the President will speak
  • Whether there will be a question and answer session at the end of the remarks

(Most events at the President's Home are social in nature and require no programming.)

Attachments
If any of the following that are applicable and available at the time of your request, please email them to ose@auburn.edu after you have received approval for your event.

  • Tentative program
  • Draft printed materials (copy of invitations)
  • Brief biographical information about dignitaries involved/List of guests who will be profiled by Development Research & Records (8-12 for a large scale event)

Notification
You will be notified by the Office of Special Events if your request for the President or Mrs. Leath is approved. Please allow at least two weeks for your request to be processed.

Forms of Addresses:
Special Events is your resource for answering questions regarding the proper forms of address for guests and dignitaries. We've listed a few of the most common questions here. As a general rule, you should always verify names, addresses and personal preferences prior to the occasion. For more information please contact the Office of Special Events for further assistance.

Professional Titles:
Dr. Raymond Jones, Ph.D.
*Raymond Jones, Ph.D.
*No title is used before a name when a professional title follows it.

Long Names:
The Honorable Raymond Jones
and Mrs. Jones 
*The wife's name may be moved to the second line, indenting three spaces.



Both Husband and Wife are Doctors:
The Doctors Jackson or Drs. Ray and Melanie Jackson

When a Woman has Kept Her Own Name:
Mr. Raymond Jones and Ms. Melanie Kirk
*Her husband's name would come first on the envelope, and, if possible both names need to be on one line.

When the Wife Outranks Her Husband:
Major Melanie Jones and Lieutenant Raymond Jones



INCORRECT

Mr. Raymond Jones and Mrs. Melanie Jones
1234 Sunway Dr.
Auburn, AL 36830

Dr. Raymond Jones and Mrs. Melanie Jones
1234 Sunway Dr. Northeast
Auburn, AL 36830

Dr. Raymond Jones and Dr. Melanie Jones
PO Box 123456
Auburn, AL 36830

Mr. and Dr. Raymond Jones
1234 Sunway Blvd.
Auburn, AL 36830



CORRECT

Mr. and Mrs. Raymond Jones
1234 Sunway Drive
Auburn, AL 36830

Dr. and Mrs. Raymond Jones
1234 Sunway Drive NE
Auburn, AL 36830

Drs. Raymond and Melanie Jones
Post Office Box 123456
Auburn, AL 36830

Mr. Raymond Jones and Dr. Melanie Jones
1234 Sunway Boulevard
Auburn, AL 36830

Last updated: 07/19/2017