Guest list checked with commander
Invitations to guests mailed well in advance of event
List of acceptances and regrets prepared
Special boxes for viewing event planned
Transportation arranged
Messing and billeting facilities arranged
Welcoming committee and escorts selected and briefed
Plans made to have commander meet distinguished guests after arrival
Material prepared for briefing of distinguished guests
Advance publicity on distinguished guests prepared for distribution to local
media
Arrangements made for media interviews of distinguished guests
Special refreshment facilities prepared for distinguished guests
Inform visitors coming from a distance of probable weather, suitable dress
PROGRAM
Speeches
Time available for speeches determined
List of speakers prepared
Length of individual speeches determined
Proposed speakers contacted and briefed on event
Alternate speakers selected
Advance copies of speeches procured and checked for length and
appropriateness to occasion
Sufficient copies of each speech prepared to meet all needs, including:
Advance copies for distribution to news media
Copies for master of ceremony
Copies for other speakers to prevent duplication
Appropriate persons selected to introduce speakers
Arrangements made for broadcasting of speeches, if appropriate
Speaker’s stand erected, after consideration of the following:
Location adjacent to main attractions of event
Sufficient room provided for speakers and honored guests
Location does not force audience to stare into sun
Arrangements made for installation of microphones and loudspeaker
system
Loudspeaker repairman provided
Decoration of platform completed
Special refreshment facilities prepared for VIPs
AVII-5
