By Kate Kelly and David Dunlop
Behind every successful event lies careful planning — but when that event involves honouring an Indigenous leader within a corporate setting, the stakes and sensitivities are even higher. Neither of our planning team comes from an Indigenous background, so we asked ourselves:
- Where do we start?
- How do we engage meaningfully and respectfully?
The answer: we started by connecting with people in the planning community who could introduce us to trusted contacts within Indigenous communities. These connections helped us shape a vision rooted in authentic protocol and meaningful dialogue.
A Case Study: Integrating Protocol at a National Awards Dinner
Recently, we planned a national awards dinner hosted by an energy industry association. The honouree was a distinguished leader from an Indigenous community. This event offered a unique opportunity to integrate Indigenous protocols into a traditionally corporate setting.
We worked closely with both our industry client and representatives from the honouree’s community, as well as local Indigenous leaders. Together, we designed an event that honoured the recipient’s culture in an authentic, respectful, and inclusive way.
Some of the cultural elements included:
- Ceremonial performances and cultural presentations.
- Traditional food choices, such as bannock instead of dinner rolls, and locally sourced fish.
- Meaningful rituals, including drum dances and a blanket ceremony.
- Video messages from the honouree’s community and family.
Individually, these elements may not seem like major departures from typical event planning. But combined — and woven throughout the evening — they transformed the event into something deeply significant and impactful.
With several hundred guests from both the industry and Indigenous communities, the evening marked an important milestone for the association. It has since sparked a new level of engagement for future events, encouraging cross-cultural collaboration and transforming what could have been a standard industry dinner into a culturally significant celebration.
Key Takeaways
From this experience, both planners and hosts learned valuable lessons:
- Start early: Engage with the relevant communities as soon as possible.
- Prioritize cultural protocol awareness: Genuine understanding comes only through open, respectful conversations.
- Create space for all voices: Inclusivity is key to designing meaningful events.
- Collaboration matters: Thoughtful collaboration transforms an event from a routine gathering into a celebration that honours both professional achievements and cultural identity.
How to Incorporate Protocol into Event Planning
The most effective way to incorporate protocol into any event is to begin with open dialogue and discussion with your client. Introducing protocol ensures everything runs smoothly, respectfully, and in alignment with formal or cultural expectations.
As with any event, defining goals and objectives is crucial. This initial step is the foundation of a successful event. Remember that success looks different for each event and for each stakeholder. The CFO may focus on financial outcomes. The CEO might prioritize business development, stakeholder engagement, or simply ensuring attendees have a memorable experience.
Client engagement is key — it helps define priorities and ensures everyone can agree, post-event, on what “success” means.
Practical Steps for Protocol-Driven Events
Here’s a checklist to help planners integrate protocol into their events:
- Define objectives
- Understand relevant protocols (e.g., titles, hierarchy, ceremonial customs)
- Create detailed event plans to share with all stakeholders
- Plan onsite details like seating arrangements, processions, and flag placement (if required)
- Communicate thoroughly via meetings, scripts, pre-conference calls, and rehearsals
- Manage logistics for special guests, including arrival times and protocols
- Ensure cultural sensitivity is maintained throughout all aspects of the event
- Prepare for the unexpected — flexibility is essential
- Communicate consistently onsite with all involved parties
In summary: Protocol isn’t just an event planner’s secret weapon — it’s a vital tool for crafting respectful, inclusive, and impactful events that honour both people and culture.
Kate Kelly, CMP, CMM, is an event professional in Calgary Alberta. She is president and owner of ConventionALL Management Inc. and has been part of the industry for more than 25 years, managing tradeshows, associations, events, strategies, and brand management. Kate is an active member of Canadian Society of Professional Event Planners (CanSPEP), an association dedicated to self-employed event professionals and has served as President 2020-21.
David Dunlop got his interest in events as a host at the Canada Pavillion at Expo67—Montreal’s International Exposition. A United Nation’s international Human Settlements conference in Vancouver took him to six countries for the planning. Ten years as Deputy Chief of Protocol for State Visits to Canada in the federal Ministry of External Affairs (now Global Canada) ended after Vancouver’s Expo 86 when he started D. R. Dunlop & Associates (DRDA), Event Planning and Management. DRDA continues event planning to this day.
