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GENERAL
PLANNING GUIDELINES
Successful outcome are usually determined by
detailed planning and effective execution. The individual responsible for an
American Legion Function must establish an appropriate team to handle the various details
of the planning and execution phases. Team members should be familiar with American
Legion protocol. Following are issues which should be addressed in the selection of
team members and the planning and conduct of American Legion functions.
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- Confirmation of Date This is a critical issue, often
overlooked. In the case of National Commander's Visitation, for instance, his/her
visit is part of a country-wide itinerary established well in advance, and it determines
the schedules for many other Department of Illinois representatives. For a
Department Commander's Visitation, it must be communicated through Department
Headquarters. Schedules sometimes change, so we must be alert to any changes and
their implications.
- Site Selection The function site selection
depends upon its purpose. Generally it should be in a central location, readily
accessible to those attending. The facility should be able to support the size of
the audience. Considerations: room layout requirements, proper public address
equipment, adequate parking, etc. This is preferably an American Legion Post, but
site selection should be based upon the suitability of the facility.
- Event Chairman This is a key individual.
The event chairman should have prior experience with planning and conducting the
type of function in question and should have a proven track record of managing a
functional team, motivating other team members to perform their assigned tasks correctly
and advising them appropriately.
- Dinner Chairman must be able to manage all details
of dinner planning with either the host Post or the event facility management.
Responsibilities can include tickets, ensuring proper room layout, head table arrangement,
reserved tables, seating, menu planning, flowers and decorations, program, etc.
- Communications Chairman This responsibility
should include both internal American Legion communications (including The American Legion
Auxiliary and The Sons of The American Legion) and public relations activities. This
position should be filled by someone with excellent communications skills and past history
of working with the media.
- Itinerary Chairman This responsibility should
include transportation, coordination of any tours to be conducted, rooming, special
parking, etc.
- Mater of Ceremonies Must be an effective public
speaker and familiar with American Legion protocol.
- Color Guard Posting of colors enhances any
American Legion function and should be included wherever possible.
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