In order to make sure that all newly installed Masters in the ABC District are familiar with what is expected at the Lodge's District Deputy Official Visit the following is a list of important preparations and guidelines.  This should prevent anyone from saying, "I didn't know or wasn't informed".  Hopefully, this will have all lodges working from the same "sheet of music".  By following these guidelines and keeping your Lodge Officers informed your District Deputy Official Visit should be a pleasure for all in attendance and do your Lodge proud.  The goal is to keep the Official Visits as short as possible and still get all of the work done in a timely manner so all Brethren can be downstairs to enjoy fellowship between 9 PM and 9:30 PM.

General Information and Preparations:

• The Lodge Communication/Notice for the District Deputy's Official Visit is requested to be an INSERT printed in either Purple Ink or on Purple paper (light purple or slightly darker) using black ink.

• The District Deputy Grand Master Official Visit is to be a Tiled meeting.  Never Public.

• Tuxedo, Apron and Jewel will be the Lodge Officers, Past Masters and District Officers dress for the evening

• It is a District Deputy Official Visit not a VISITATION.

• Only the installed Master of the Lodge will Open and Close the Lodge.  No Master of Ceremonies.

• Make sure enough chairs are available for all who sit in the East.  Plan ahead.

• The Master will provide the necessary escorts using Past Masters and RWs from his Lodge.  The District Deputy may on certain occasions pick an escort for himself or any Grand Lodge Officers.

• Don't use the term "Under the Escort of."

• If a Lodge officer is used as an Escort, a substitute must fill his chair in the Lodge Room.

• No Stations or Places are to be left vacant especially from the Jr. Deacon and above Lodge chairs.

• Try to prevent an Escort being used several times and having to exit the Lodge room.

• The proper (short form) announcement when addressing the east is: Worshipful Master, RW District Deputy Grand Master, Distinguished east, Brethren all.  Whoever sits in the Master's chair is addressed first.

• Each Lodge will provide Sign-In Sheets to be signed in the ante room for the following:
             Visiting Lodge Delegations/Special Delegations
             District Staff
             Masters and Wardens of the District
             Past Grand Lodge Officers
             Past Grand Lodge Representatives
             Past Grand Chaplain (if in attendance)
             AGL of the ABC District (if in attendance)
             Present Grand Lodge Officers (if in attendance)
             Present Grand Lodge Staff Officer (a Sign-In sheet is not necessary)
             District Deputy Grand Master of the ABC District (a Sign-In sheet is not necessary)

• Special Delegations, District Staff, Masters and Wardens and Past Grand Lodge officers (could be brought up to the East and shake their hands) are introduced at the Altar.  Grand Honors are to be given to the Past Grand Lodge Officers.  All others (after the Past GL Officers) will stop and salute at the Altar and then continue up to the East with their Escort are introduced and then accorded Grand Honors.

• The Master, Jr. Deacon and Tyler should know how to correctly pronounce all of the names and titles of those entering the Lodge room.  They should practice them well in advance.  Check the District Card for the correct title and names.  If you don't know how to pronounce the names, ask someone who knows.  Don't embarrass yourself by pronouncing a name or title incorrectly.  The Staff Officer and District Deputy will usually give you their card.  If they don't, be prepared.  Know your District Grand Lodge Officers full name and title.

Don't read the name and title from the pocket badge.  (this is in bad taste)
Preparation is the key to success.

"Fail to prepare and you prepare to fail."

Before The District Deputy Official Visit:

• The District Deputy will inspect the Lodge Books on a night other than his official visit.

• The Master, Secretary and Treasurer (and Wardens) should make arrangements with the District Deputy for the books to be inspected.  All the necessary books (Click to view) must be made available for the review.

Meeting of the District Deputy Official Visit:

• The Escort will have the Sign-in Sheet in his hand when entering the Lodge Room to introduce the Brothers or have them introduce themselves.  Sign-in Sheets should be handed to the Secretary.

• Don't use the term "Under the Escort of."

• Delegation will be received in the following Order of Entrance:
             Visiting Lodge Delegations/Special Delegations
             District Staff
             Masters and Wardens of the District
          *  Past Grand Lodge Officers (Don't say, "Past Purple of the District")
          *  Present Grand Lodge Representatives (Will sit in the first row of chairs near the Sr. Deacon)
          *  Present Grand Chaplain
          *  Present Grand Lodge Officers
          * A.G.L.
          *  Present Grand Lodge Staff Officer of the ABC District (Sign-in Sheet not necessary)
          *  District Deputy Grand Master of ABC District (Sign-in Sheet not Necessary)
  *  Grand Honors will be given in the East.  All others are at the Master's discretion.

• The District Deputy is the only one who "Is about to enter" with the door left open by the Jr. Deacon.  All others "Seek Admittance".  The Tyler will will tile the outer door after the DDGM enters.  Make sure thet the Jr. Deacon is aware of this fact.

• The District Deputy is the last one to enter the room.  The Master will remove his top hat raises the Lodge with three raps when the DDGM enters, greets him in the East with a handshake and announces: (Should know from memory.)
                   The R\W\ John Smith, District Deputy Grand Master of ABC District
                                                     representing
               The M\W\ Edward G. Gilbert, Grand Master of Masons in the State of New York
                                                *** GRAND HONORS ***

• As a courtesy to the District Deputy the Master will offer the gavel to him after he is given Grand Honors.
  At this time the DDGM will not take it and the Lodge will still be under the Master's control.  He will take it only when he is announced after all others speak.  The Deputy will sit to the immediate right of the Master.  The Chaplain is to always occupy the seat to the immediate left of the Master.

• The Master will then introduce the R\W\ John Jones, Grand Steward of the Grand Lodge of the State of New York. 
  He will then give upcoming important dates in the District and Grand Lodge and call on a few members of the District Staff or District Committee Chairmen to speak.

• The Master will then ask if one of the Grand Representatives would like to speak for all of them.

• The Master will ask the Brethren present "Are there any Brother present who would like to say anything before I introduce our District Deputy Grand Master?"  If there is, let the Brother(s) speak,
  The District Deputy is always the last one to speak.

• The Master will raise the Lodge *** (raps the gavel three times) and announces:
                The R\W\ John Smith, District Deputy Grand Master of the ABC District representing
                    The M\W\ Edward G. Gilbert, Grand Master of Masons in the State of New York
                                           *** No Grand Honors are to be given ***

• The Master will then present the gavel to the District Deputy and take the seat TO HIS IMMEDIATE RIGHT (where the District Deputy was seated).  The Master's chair is to be left vacant during the Grand Master's Message.

• At the conclusion of the District Deputy's speech, he will hand the gavel back to the Master who will then resume control of the Lodge.  No one else is to speak but the Master who can say a few kind words and thank the District Deputy for his Message.  The Master presents the District Deputy with a token of appreciation from the Lodge.  This is normally a check to cover his travel expenses.  The Lodge Treasurer will prepare the envelope for the Master.

• Please Note: THE DDGM MAY CLOSE THE LODGE at this time.  If he doesn't follow the steps below.

• The Master will then CLOSE the Lodge according to the Standard Work and Lectures.

• The Lodge WILL NOT be called from LABOR to REFRESHMENT after the District Deputy speaks.

• The Master WILL NOT Close the Lodge in SHORT FORM at any District Deputy Official Visit.

• One of the District Deputy's duties is to observe the Ritual work of the Lodge during the Closing.  It is very important that your Line officers know the Ritual Work.  Don't catch your Lodge Officers off guard and unprepared.

• The Master will make an announcement to all of the Brethren, "Please remain in your place until the District Deputy Grand Master and the Distinguished East are escorted out of the Lodge Room."

• The Master THANKS all of the Brethren for attending!

  Important Note to the Lodge Secretary:
  
  The Secretary is to keep the Minutes of the District Deputy Official Visit as short and as brief as possible.  The District Deputy will give the Secretary a copy of the Grand Master's Message - just mention it is "Spread upon the Minutes."  The Secretary should not to read the names of all of the Lodge Officers present, the delegations name and every word of those who spoke before the District Deputy.  He should just mention a list of all Lodge Officers, Delegations and names and of those who spoke (Committee Chairman or Brothers) are listed and spread upon the minutes.
  
  Important Note:
  
  All Secretaries and Treasurers must rise after the Master gives ** (two raps of the gavel during the Opening and Closing of the Lodge - e.g. for the Prayers and Pledge of Allegiance).
  
  Books to be Examined by the DDGM

                   Masonic Law of the State of New York
                   Lodge By-laws
                   Record book of Lodge Proceedings
                   Lodge Register
                   Black Book
                   Members Ledger of Paid Dues
                   Secretary's Cash Book
                   Book of Warrants (Authorizing Treasurer to expend money on the Lodge)
                   Treasurer's receipts to Secretary
                   Treasurer's Cash Book
                   Current annual Lodge budget
                   List of Trustee accounts held by the Lodge
                   Evidence of formal check of Lodge monies within past year
                   Date of previous DDGM certification
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