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I. EVENT INFORMATION:

A. Individual being honored _______________________

B. Date of Event ________________________

C. Senior Ranking Host ________________________

1) Event on calendar of CC/CV ________________________

2) Final information book forwarded _____________________

D. Event location identified/reserved: ______________________

1) Conference Scheduling -
_____ Auditorium

2) Officers/Combined Club --
_____ Fireside Room
_____ Protocol Room
_____ French Room
_____ Ballroom
_____ Deadalion Room

3) Flagpole - Coord with Building Manager: (GO/SES Only) ________________________

4) USAF Museum, ________________________

5) Other Location: ________________________

E. Dinner/Social Function/Reception included: ________________________

(Dinners, Icebreaker, Supporting conference(s), Pre-ceremony coffee, Post-ceremony reception(s), Receiving line)

1) Type of function: ________________________

2) Location: ________________________

3) Payment method: ________________________

F. Uniform Requirements: ________________________

G. Request Letter filed/Funds programmed: ________________________

(NLT five work days prior to event, contact.)

H. Put notice on E-Mail net: ________________________

I. Briefing Package for Officiating General: __________________

II. CEREMONY SUPPORT NEEDS:

A. Physical needs:

_____ Podium
_____ Award table
_____ Presentation Board
_____ Number of seats
_____ Flags - US, AF, Command, GO (Command Presentations)
_____ State Flags/contact First Sergeant for flag detail
_____ Room diagram (Protocol)
_____ Reception materials (e.g. table cloth, skirts, punch bowl, etc.)
_____ Oath Card

B. Music:

_____ Taped music (Command Presentations)
_____ Air Force Band (if applicable) (Submit DD Form 2536)

C. Honor Guard/: ________________________

D. Narrator: ________________________

E. Aide: ________________________

F. Photographer: ________________________

Base Photo Lab

G. Reserve Parking (if applicable): ________________________

H. Escorts for Family members and DVs: ___________________

I. Billeting for Family members and DVs: ____________________

J. Transportation for Family members and DVs: ______________

 

III. CEREMONY COMPONENTS:

A. Invitations and programs: ________________________

1) Protocol list ________________________

2) Relieved commander’s list ________________________

3) In-coming commander’s list ________________________

4) Versions for different events/lists ________________________

5) RSVP control ________________________

6) Inserts (passes, seating cards, etc.) _____________________

7) OPR does rough drafts for Graphics _______________
(Protocol has examples)

8) To Graphics for keyline or artwork: _____________________

9) To Print Plant: ________________________

NOTE: Have Protocol "proof" invitation/program before it goes to graphics and the print plant. The more eyes that see it the better.

B. Script information and sequence of events: _________________

1) Name of Spouse: ________________________

2) Names/ages of Children ________________________

3) Names of Family members/Guests/DVs ________________________

4) Copy of Decoration/Award Citation: ________________________

5) Copy of Promotion Order ________________________

6) Copy of Retirement Order: ________________________

7) Retirement of Flag (GOs only): ________________________

C. Provide copy of ceremony script to:

1) Scheduling/Presentations: ________________________

2) Officiating officer: ________________________

_____ Include Bio
_____ 5x8 card listing contributions to AFMC

3) Narrator: ________________________

4) Aide: ________________________

5) Honoree: ________________________

D. Presentations/Gift:

1) Medal/Award and Citation: ________________________

2) Certificates (Honoree and Spouse, if applicable): ______________________

3) Presentation Rose: ________________________

4) Other presentations: ________________________

E. Seating Diagram/Placecards: ________________________

1) Relieved commander’s family ________________________

2) In-coming commander’s family ________________________

3) Highest level DVs ________________________

4) Other DVs ________________________

5) Other attendees ________________________

6) Spare seating ________________________

F. Turn in receipts after ceremony is complete: ________________

G. DVs: ________________________

1) Travel arrangements ________________________

2) Billeting ________________________

a) On-base ________________________

b) Off-base ________________________

3) Ground transportation ________________________

4) Greeter/fareweller ________________________

5) Escorts ________________________

6) Spouse/Guests ________________________

a) Flowers/fruitbaskets ________________________

7) Foreign nationals ________________________

8) Welcome notes ________________________

9) Special requirements ________________________

10) DV command center ________________________

H. Transportation ________________________

1) DV van(s), DV surrey, other DV vehicle(s) ________________

2) Rental sedans (all same color) ________________________

3) U-Drives ________________________

4) MCI Bus ________________________

5) Drivers ________________________

I. Audio/Visual & Communications ________________________

1) Public address system ________________________

2) Photographer ________________________

3) Hand-held radios/cellular phones _____________________

4) Lavaliere microphones ________________________

J. Ushers ________________________

1) At DV seating area to greet/escort _____________________

2) On buses to ceremony ________________________

3) Issue programs ________________________

K. Security ________________________

1) Security Forces ________________________

2) OSI ________________________

3) Traffic control ________________________

L. Ceremony Site ________________________

1) Mowed ________________________

2) Cleaned ________________________

3) Sprinklers off ________________________

4) Parking areas clean ________________________

5) Marked for ceremony ________________________

6) Adequate clean seating ________________________

7) No construction in area ________________________

M. Rehearsals ________________________

1) Key leaders ________________________

2) Uniform of the day/duty uniform _______________________

3) Full dress w/ equipment/trans/DV stand-ins ______________

4) Key participants ________________________

5) Inclement weather plan ________________________

N. Computer Support ________________________

1) Signs ________________________

2) Name cards/tags ________________________

3) Diagrams (seating/ceremony, etc.) _____________________

O. Public Affairs ________________________

1) Press pass ________________________

2) Public announcement ________________________

3) Map (press area) ________________________

4) Interviews/news conference ________________________

5) Community activities ________________________

6) Audio/video record of event ________________________

P. Fly-By ________________________

1) Higher HQ approval ________________________

2) NOTAM ________________________

3) Rehearsal ________________________

Q. Other ________________________

1) Media involvement ________________________

2) Honor guard/sideboys ________________________

3) Ceremonial firing/gun battery ________________________

4) Color guard ________________________

5) Flags ________________________

6) Funding ________________________

7) Prepare speech(es) ________________________

8) Flight line “quiet time” ________________________

9) Band(s) ________________________

10) Script for narrator ________________________

11) Speeches for participants ________________________

12) Menu(s) ________________________

13) Medical support ________________________

14) Biography of new commander ________________________

15) Welcome sign at Base Ops and gates __________________

16) OPlan ________________________

17) Coordinate with Officers’ Club ________________________

18) Official party platform, bunting, etc. _____________________

19) Backup power generation ________________________

IV. RECEPTION/DINNER/SOCIAL:

A. Receiving Line:

1) Location/time: ________________________

2) Names of people in line: ________________________

3) Refreshments:

_____ If in club or museum, coord support thru catering
_____ Order Cake,

B. Dinner/Social Function:

1) Location: ________________________

2) Invitations: ________________________

3) Programs and Place Cards: ________________________

4) Payment Method: ________________________

DAY OF CEREMONY

_______ Check with honoree for any last minute changes to guest list, etc.

_______ Brief officiating officer

_______ Confirm family escort(s)

_______ Check Sound System

_______ Confirm Photographer

_______ Confirm Color Guard

_______ Awards and plaques in place

_______ Ensure Programs are available

_______ Confirm seats in place; reserved seating done

_______ Presentation rose(s) for spouse in place

_______ Confirm cue to narrator when official party enters

_______ Brief honoree and family

_______ Oath Card present