| Name/Date of Event | ____________________ |
| POC project officer/ofc symbol/phone | ____________________ |
| Alternate POC project officer/phone | ____________________ |
| Guest of honor/phone | ____________________ |
| Event on calendar of CC, CV | ____________________ |
| Schedule meeting with host | ____________________ |
 | What type of function desired | | | | Reception | ____________________ | | | | Dinner | ____________________ | | | | Lunch | ____________________ | | | | Breakfast | ____________________ | | | | Other | ____________________ | | When | | | | Day | ____________________ | | | | Time | ____________________ | | | Where | | | | Club (Officer/NCO) | ____________________ | | | | (If CC attends, make sure O'Club knows) | ____________________ | | | | Restaurant | ____________________ | | | | Quarters | ____________________ | | | | Museum | ____________________ | | | | Other | ____________________ | | | Guest list | | | | Preferred number of attendees | ____________________ | | | | GOs & spouses only | ____________________ | | | | Key staff & spouses | ____________________ | | | | All directors & spouses | ____________________ | | | | AETC only | ____________________ | | | | AETC & ASC only | ____________________ | | | | Include all ranks | ____________________ | | | | Other local military | ____________________ | | | | Civic leaders | ____________________ | | | | Military only | ____________________ | | | | Spouses only | ____________________ | | | | Special Guest (to be introduced) | ____________________ | | | | Master of Ceremonies | ____________________ | | | Menu | | | | Light refreshments/snacks | ____________________ | | | | Heavy hors doeuvres | ____________________ | | | | Breakfast | ____________________ | | | | Brunch | ____________________ | | | | Lunch | ____________________ | | | | Tea | ____________________ | | | | Dinner | ____________________ | | | Dress | | | | Service dress | ____________________ | | | | Coat & tie | ____________________ | | | | Business suit | ____________________ | | | | Duty uniform | ____________________ | | | | Casual - open neck | ____________________ | | | | Other | ____________________ | | | Decorations | | | | Floral arrangements | ____________________ | | | | Holiday/seasonal | ____________________ | | | | Centerpieces | ____________________ | | | | Candles | ____________________ | | | | Other | ____________________ |
|
| Telephone notification to facility to schedule date and time | ____________________ |
| Schedule appointment with club/restaurant manager/catering/house aides (O'Club Catering, 6-6446) | ____________________ |
| Date/time | ____________________ | | | Rooms required | ____________________ | | | Type function | ____________________ | | | How many projected attendees | ____________________ | | | Receiving line | ____________________ | | | | Where | ____________________ | | | Table behind for ice water/beverages | ____________________ |
| | | Menu | ____________________ | | | | Selections for approval | ____________________ | | | Prices | ____________________ | | | Include gratuity & any other charges | ____________________ |
|
|
| Coat check at club | ____________________ |
| Bars -- how many | ____________________ |
| Open | ____________________ | | | Pay-as-you-go | ____________________ |
|
| Cocktail waitresses -- how many | ____________________ |
| Punch bowls for self-serve | ____________________ |
| Alcoholic | ____________________ | | | Non-alcoholic | ____________________ | | | How many different types | ____________________ |
|
| Wine | ____________________ |
| Passed on trays | ____________________ | | | Carafes for self-serve | ____________________ |
|
| Table arrangements | ____________________ |
| Rounds | ____________________ | | | Long | ____________________ | | | Number of seats | ____________________ | | | Color scheme | ____________________ | | | | Red/White | ____________________ | | | Blue/White | ____________________ | | | Red/White/Blue | ____________________ | | | Burgundy/White | ____________________ | | | Other | ____________________ |
| | | Other | ____________________ | | | Room diagram (Protocol), provide to catering office, 48 hours prior | ____________________ |
|
| Table decorations | ____________________ |
| Floral arrangements
(Order flower arrangements (florist) | ____________________ | | | Centerpieces | ____________________ | | | Candles | ____________________ | | | Other | ____________________ |
|
| Discussion with house aide on all applicable items if held at quarters | ____________________ |
| Entertainment arrangements | ____________________ |
| Room for band to meet/change | ____________________ | | | Refreshments for band members | ____________________ | | | What set-up required | ____________________ |
|
| Communications requirements | ____________________ |
| Podium and microphone | ____________________ | | | What backup comm available | ____________________ |
|
| What time will room be set up so final arrangements can be made | ____________________ |
| Place cards | ____________________ | | | | Alphabetize | ____________________ | | | Arrange by table | ____________________ |
| | | Programs | ____________________ | | | | Placed on table | ____________________ | | | Placed on chair | ____________________ |
| | | Menu cards | ____________________ | | | Name tag tables | ____________________ | | | | Name tags (Protocol will assist as needed) | ____________________ |
| | | Table numbers on tables (club) | ____________________ | | | Table for presentations (covered) | ____________________ | | | Review sequence of events | ____________________ | | | Flags (reserve and pickup flags from Command Presentations) | ____________________ | | | Invocation (if necessary) | ____________________ |
|
| Entertainment (Air Force Band of Flight, (PA office) | ____________________ |
| Check availability | ____________________ | | | Time | ____________________ | | | Place | ____________________ | | | What type music | ____________________ | | | Desired length of program | ____________________ |
|
| Invitations | ____________________ |
| Draft for approval | ____________________ | | | | Inserts required | ____________________ | | | DV pass | ____________________ | | | Map | ____________________ | | | RSVP card & return envelope | ____________________ | | | Other | ____________________ |
| | | Approval received (have Protocol "proof" invitation/ program before they go to the print plant/Someone should proof before it goes to graphics) | ____________________ | | | Printing - Provide to Print Plant NLT 5 working days prior to event | ____________________ | | | Date required | ____________________ |
|
| Invitation list | ____________________ |
| Drafted | ____________________ | | | Approval received | ____________________ | | | Envelopes addressed | ____________________ | | | Envelopes stuffed | ____________________ | | | Invitations in mail/distribution | ____________________ | | | RSVP list completed | ____________________ | | | Acceptance/regrets lists prepared | ____________________ |
|
| Flags Requested | ____________________ |
| U.S. | ____________________ | | | Air Force | ____________________ | | | AETC | ____________________ | | | Star flag | ____________________ | | | Other | ____________________ |
|
| Photographer requested | ____________________ |
| Base Photo Lab | ____________________ |
|
Funds requested
If funding is required, clear through Funds Manager | ____________________ |
| Base entry arrangements completed | ____________________ |
| Special parking arrangements | ____________________ |
| Menu approval | ____________________ |
| Notify appropriate person | ____________________ | | | Menu cards printed | ____________________ |
|
| Billeting arrangements for out-of-town invitees | ____________________ |
| Billeting for general officers and colonols (O-6 and above) | ____________________ | | | Billeting for Lt Cols and below | ____________________ |
|
| Honor guard requested | ____________________ |
| | Honor Guard/flags | ____________________ |
|
| Seating arrangements | ____________________ |
| Table assignments completed | ____________________ | | | Seating boards completed | ____________________ | | | Alphabetical seating list completed | ____________________ | | | Placecards completed (Protocol will assist as needed) | ____________________ | | | You are seated at (YASA) cards completed | ____________________ |
|
| Escorts for DVs | ____________________ |
| Transportation for guests (if needed) | ____________________ |
| Final arrangements | ____________________ |
| Ensure RSVPs are in | ____________________ | | | Make calls as necessary | ____________________ | | | Provide host with final guest list | ____________________ | | | Provide host/hostess with 3x5 cards | ____________________ | | | | Diagram of head table (who sits where) | ____________________ | | | First (go-by) and last names | ____________________ | | | Titles (if necessary) | ____________________ | | | Sequence of events, dress, etc. | ____________________ |
|
|
| OPR/Project officer duties | ____________________ |
| Design and printing of programs | ____________________ | | | Provide master of ceremonies (if required) | ____________________ | | | Arrangements for skit/program for function | ____________________ | | | Provide aide to assist MC with handling of gifts/awards | ____________________ | | | Ensure gifts/awards are ready | ____________________ | | | Provide copy of dinner script to Protocol | ____________________ |
|
| Provide pro-rata sheet to club | ____________________ |
| Process bills | ____________________ |
| Prepare Thank-you letters | ____________________ |
Protocol 
