Itinerary Planning Guidelines

These are the essential support activities that will enable the overall function to run soothly and problem-free.  Visitors from outside the area will experience the results of proper itinerary planning. Paying attention to the details pays off with satisfactory results

 

Topic Suggestions
  • General
  • Finalize list of visitors (from R.S.V.P's) with arrival times, departure times, rooming requirements, transportation requirements if any
  • Agenda
  • Develop detailed activities plan to include arrivals of visitors, luncheon, tour, press conference, dinner, other related activities, breakfast next day, departures, etc.
  • Coordinate agenda with Department Commander/Adjutant and other Department-level organizations (Auxiliary, S.A.L.) as applicable
  • Rooming
  • National Commander should be located in a small suite
  • National Commander's Aide located near the Commander
  • Department Commander located near National Commander
  • Consider spouses accompanying guest
  • Non-smoking rooms preferred by guest?
  • Advise guests of financial arrangements for room charges and other miscellaneous charges to room.

    • Room charges for National Commander and Aide should be paid by host organization.  Other guest room charges are absorbed at the discretion of the host organization
  • Transportation
  • Establish Welcoming Committee

    • Department Vice Commander for the Area, Department, Sergeant-at-Arms from Host County, District Commander and County Commander should greet Distinguish Guests upon arrival.  National Commander, should be greeted by Department Commander, Department Adjutant, Department Vice Command for the Area and District Commander plus other(s) at the discretion of the host organization.

  • Coordinate airport pick-up, if applicable
  • Use private autos/vans (arrange for drivers) or public transportation as applicable for all phases of the visitation.  Vans are often convenient for tours, etc.
  • Arrange for reserved parking for visiting dignitaries

    • Usually reserved parking spots are provided for National Commander, Department Commander, Department Auxiliary President, S.A.L. Detachment Commander

 

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