1. PROTOCOL & PLANNING FOR AMERICAN LEGION FUNCTIONS
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2. Purpose
To assist those responsible for planning and conducting American Legion Functions to achieve successful outcomes for these events.
Following established protocols enables functions to proceed smoothly and predictably and serves to enhance the image of both the host organization and The American Legion, Department of Oregon
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3. Scope Planning and Conduction of American Legion functions
Dignitary Visitations
It does not cover public events such as Memorial Day and Veterans’ Day ceremonies.
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4. The American Legion

5. General planning guidelines
1. CONFIRMATION OF DATE
SITE SELECTION
EVENT CHAIR
DINNER CHAIR
1. For a Department Commander’s Visitation, it must be communicated through the Department Visitation Form (see Appendix). Schedules sometimes change, so we must be alert to any changes and their implications.
The function site selection depends upon its purpose. Generally it should be in a central location, readily accessible to those attending and be located near housing facilities that are adequate to house a traveling party. The facility should be able to support the size of the audience. Considerations: room layout requirements, proper public address equipment, adequate parking, etc.
The event chair 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.
Must be able to manage all details of dinner planning with either the host Post of the event facility management. Responsibilities can include tickets, ensuring proper room layout, head table arrangement, reserved tables, seating, menu planning, flowers and decorations, program development, etc.
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6. General planning guidelines (cont.)
COMMUNICATIONS CHAIR
ITINERARY CHAIR
MASTER OF CEREMONIES
COLOR GUARD
1. 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.
2. This responsibility should include transportation, coordination of any tours to be conducted, rooming, special parking, etc.
3. Must be an effective public speaker and familiar with American Legion Protocol.
4. Posting of colors enhances any American Legion function and should be included whenever possible.
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7. GENERAL VISITATION PROTOCOL
District Commander’s Visitation to Posts
The District Commander and District Membership Chairman should individually attend at least one complete meeting at all Posts in their respective District, coordinating these visits well in advance
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8. Department Commander’s Visitations to the Districts
Coordination for Department Commander's Visitations to districts should start with the District Visitation Form (See Appendix __)
The District organization is the host for these visitations.
R.S.V.P. letters of invitation to guests with itinerary should be sent to:
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9. Department Commander’s Visitations to the Districts (Cont.)
Department level - Commander, Adjutant, NEC and/or Alternate NEC, Vice Commander (for the affected District), Sergeant-at-Arms, If joint visitation: Auxiliary President , S.A.L. Detachment Commander.
District level - Commander, Vice Commanders, Adjutant, Treasurer, Judge Advocate, Historian, Chaplain, Sergeant-at-Arms, Executive Committee, and Aides.
The American Legion

10. Department Commander’s Visitations to the Districts (Cont.)
Post level - Commander, Vice Commanders, Adjutant, Past Department Commanders, Past Department Presidents, and Past Detachment Commanders from the host Post, Post Auxiliary Officers (if not a joint visitation), Post S.A.L. Commander, Post S.A.L. Officers.
Other - Local dignitaries at the discretion of the host organization.
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11. Site selection guidelines
Site selection should provide the maximum suitability and convenience for the attendees of the function with the goal of maximizing participation. This is especially important for Department Commanders' Visitations.
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12. Site selection guidelines (Cont.)
GEOGRAPHIC LOCATION
Central to applicable region (district, post) considering population distributions
Accessible to transportation,
Media presence, if applicable
Points of interest for tour, if applicable
Map(s) available (for first-time visitors)
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13. Site selection guidelines (Cont.)
FACILITIES
Large enough to handle anticipated audience
Parking (including reserved spots for Honored Guests)
Food preparation, serving capacity
Separate luncheon facility, if applicable
Press Conference area, if applicable
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14. Site selection guidelines (Cont.)
ROOMING
Suitable hotel/motel accommodations (small suite for Department Commander, if applicable)
Consider all potential guests in visiting party
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15. ITINERARY PLANNING GENERAL
Finalize list of visitors (from R.S.V.P.'s) with arrival times, departure times, rooming requirements, transportation requirements, if any.
These are the essential support activities that will enable the overall function to run smoothly 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
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16. ITINERARY PLANNING (Cont.)
AGENDA
Develop detailed activities plan to include arrivals of visitors, luncheon, tour, press conference, dinner, other related activities, breakfast next day, departures, etc.
Coordinate plans with Communications Chair and other event committee chairs
Coordinate agenda with Department Commander/ Adjutant and other Department-level organizations (Auxiliary, S.A.L.) as applicable
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17. ITINERARY PLANNING (Cont.)
ROOMING
Department Commander should be located in a small suite
Department Commander's Aide located near the Commander
Consider spouses accompanying guests
Non-smoking rooms preferred by guests?
Advise guests of financial arrangements for room charges and other miscellaneous charges to room.
Room charges for Department Commander and Aide should be paid by the host organization.
Other guest room charges are absorbed at the discretion of the host organization.
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18. ITINERARY PLANNING (Cont.)
TRANSPORTATION
Establish Welcoming Committee
The Department Vice-Commander for the Area, Department Sergeant-at-Arms from Host,
District Commander and Post Commander should greet Distinguished Guests upon arrival.
National Commander should be greeted by Department Commander, Department Adjutant,
Department Vice Commander 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.
Van transportation is often a convenience 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, as applicable
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19. dinner planning FACILITY SELECTION The American Legion
Establish preliminary estimate of attendance, usually based upon past experience
Adequate parking available? Reserved parking spots?
Will it support room layout? (see Appendix )
Public Address System to do the job
Kitchen facilities, serving capability to handle anticipated
attendance expeditiously
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20. dinner planning (Cont.)
MENU & REFRESHMENTS
Time - cocktail hour, dinner service, ceremonies
Dinner selection
Hors D'oeuvres
Open bar vs. cash bar
Cost calculation, per person and total (consider cost of
complimentary tickets and other non-food costs)
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21. dinner planning (Cont.)
ROOM LAYOUT
Coordinate with banquet facility for head table location, distinguished guests table(s), etc.
Table tent cards, head table place cards
Head table arrangement
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22. dinner planning (Cont.)
PROGRAMS
Should list guests and agenda
Usually printed just prior to function to accommodate last-minute changes
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23. dinner planning (Cont.)
DECORATIONS
Room decorations
Flowers (at head table, other tables?)
Corsages/boutonnieres for head table guests
Banner(s)
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24. COMMUNICATIONS PLANNING
Getting the word out is essential. Most American Legion functions require communication both within the American Legion Family and to the general public.
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25. COMMUNICATIONS PLANNING (Cont.)
NOTIFICATION AND COORDINATION
Department Commander's Visitation - use form as shown in Appendix
National Commander's Visitation - date will be advised by Department Adjutant.
Coordinate all details closely with Department Commander and Department Adjutant.
Coordinate with Department Auxiliary and Sons of The American Legion Detachment as applicable
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26. COMMUNICATIONS PLANNING (Cont.)
INVITATIONS
etc. Include complimentary ticket(s) with invitation, where applicable,
Letters of invitation to Distinguished Guest, local dignitaries, news media,
List should include:
Commander, Sergeant-at-Arms, Auxiliary President, SAL Detachment
Department level - Commander, Adjutant, NEC and/or Alt NEC, Vice
Commander (if joint visitation).
District level – Commander, Vice Commander, Adjutant, Aide to the
Commander, County Commanders.
Other –Past Department Commanders, Past Department Presidents from
the host District, Auxiliary Officers (if not a joint visitation), local
dignitaries of the host organization
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27. COMMUNICATIONS PLANNING (Cont.)
PUBLICITY
Usually a National Commander’s Visitation will include a press
News releases to local TV, Radio, Print media
conference.
Determine invitation list and suitable site.
Posters to advertise.
American Legion Post Newsletter articles(s)
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28. COMMUNICATIONS PLANNING (Cont.)
GENERAL
Obtain biographical data for honored guest(s) for use in news releases and
program. Edit as appropriate. Obtain picture if they’re available for news
releases and/or programs
Gifts for honored guest(s)
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29. SITE SELECTION
Site selection should provide the maximum suitability and convenience for the attendees of the
function with the goal of maximizing participation. This is especially important for National
Commander’s Visitations and Department Commander’s Visitations.
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30. SITE SELECTION (Cont.) GEOGRAPHIC LOCATION The American Legion
Central to applicable region (District, County, Division, Post) considering population distributions.
Accessible to transportation, e.g. airport for National Commander’s Visit
Media presence, if applicable
Points of interest for tour, if applicable
Map(s) available (for first-time visitors)
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31. SITE SELECTION (Cont.) FACILITIES The American Legion
Large enough to handle anticipated audience
Parking (including reserved spots for Honored Guests)
Food preparation, serving capacity
Separate luncheon facility, if applicable
Press conference area, if applicable
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32. SITE SELECTION (Cont.) MEETING/BANQUET ROOM The American Legion
Check to see the room is well lit and ventilated.
Check to see that the podium light works.
Check to see that sufficient chairs are available and that there are seats
reserved for your guests, both on the platform and in the audience.
Check public address system to be sure it works properly.
If your guest has asked for special equipment, such as a projector, screen,
blackboard, etc., see that it is set up and in working condition
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33. SITE SELECTION (Cont.) HOUSING The American Legion
Commander, if applicable)
Suitable hotel/motel accommodations (small suite for National
Meeting rooms
Hp\hospitality rooms
Consider all potential guests in visiting party.
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34. QUESTIONS?
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35. PROTOCOL CLASS
ORIGINAL: 23 MAY 2016
REVISED:
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