The information contained herein is quoted from Social Usage and Protocol Handbook: A Guide for Personnel of the U.S. Navy (OPNAVINST 1710.7 dated 17 JUL 1979)
The military host will often have junior officers appointed to plan and/or assist during a reception. The following checklist may be helpful.
- Primary Planning
- Determine who will host the function
- Will there be a guest of honor?
- Select a convenient date and time for the function
- Determine the location
- Select an appropriate attire
- Prepare a guest list
- Mail invitations 3-5 weeks in advance (include a map if using an unfamiliar location)
- Keep a working list of acceptances and regrets
- Will any of the guests require special attention: (Handicapped persons, dignitaries to be met, etc.)
- Location - if using a club or caterer:
- Select an appropriate menu
- Ensure an adequate number of bars and tenders
- Ensure nonalcoholic beverages are available
- Coat/hat check available
- Name tags at check-in table if desired
- A podium and microphone if needed
- Lighting at appropriate level
- Parking facilities available
- Decorations as appropriate, flowers, flags, etc.
- Music, at appropriate sound level.
- Photographers, properly briefed beforehand.
- Receiving Line
- Inform members of order beforehand
- Place a carpet runner in desired location of the line
- Have a table near by for the ladies purses and members beverages
- Special eventswill there be speeches, or presentations?
- Aides. Often it is helpful to have junior officers and spouses aid in manning check-in tables, directing guests, etc.