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Social Checklist

Air Force Protocol
from 'Til Wheels are Up'

REQUIREMENTS CHECKLIST
FOR

BUFFETS, DINNERS, LUNCHEONS, RECEPTIONS
Protocol Project Officer: ____________________ Ext.____________________
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 d’oeuvres____________________
  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____________________




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