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Peggy Hazelrigg Files
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Originally Processed With FOIA(s):
FOIA Number:
2007-0753-F
2007-0753-F
FOIA
MARKER
This is not a textual record. This is used as an
administrative marker by the George Bush Presidential
Library Staff.
Record Group/Collection:
George H.W. Bush Presidential Records
Collection/Office of Origin: Advance, White House Office of
Series:
Hazelrigg, Peggy, Files
Subseries:
OA/ID Number:
06987
Folder ID Number:
06987-007
Folder Title:
Binder: Advance Office Operations Manual [1]
Stack:
Row:
Section:
Shelf:
Position:
G
9
18
2
1
THE OF NEW STATE OF UNUM THE UNITED
THE ADVANCE OFFICE
OPERATIONS MANUAL
EVENT:
TIME:
PLACE:
ADVANCE OPERATIONS MANUAL
TABLE OF CONTENTS
Introduction
Section One: Pre-Trip Operating Procedures
Section Two: The Advance
Section Three: Post Trip
Tabs:
A. Survey Report
B. Pre-Advance Checklist/Requirements
C. Schedule Memorandum
D. Advanceman's Checklists
E. Trip Coordinator/Hotel Checklists
F. Trainee Evaluation Report
G. Trip Report
H. Expense Reports
Attachments:
A. Contact Sheet
B. Approved Memorandums
C. Schedule
D. Manifests
E. Diagrams
F. Crowd Building
G. Building a Colorful Event
H. Press Advance Guidelines
I. Hotel Advance
Introduction
The Advance Office Operations Manual has been designed to assist
coordinating and controlling the respective activities and responsibilities of
the Advance Office Staff. The Manual clearly delineates the responsibilities
of each member of the Office during each phase of the preparation for a
Presidential event.
The Manual is organized to be completed for each event. New sections and
tabs should be started for each new trip or event. It will serve as a
repository for most of the data and information necessary to plan and
implement the event. Each member of the staff will be working from the
same reference point facilitating communication and control.
II
CHAPTER ONE
INTRODUCTION
The Presidential Advance Office
The Presidential Advance Office is responsible for planning,
organizing, leading and controlling the preparation of the
President's public activities inside and outside The White
House, and is accountable for the successful execution of those
events.
The primary function of the Presidential Advance Office is to
act as the information center for all the elements involved
with implementing a Presidential event. Due to the number of
interests concerned, failure to have a single source of
direction would lead to duplication at the expense of
efficiency and could potentially have a negative impact on the
image of the Presidency. Straight, clear lines of direction
and communication are therefore absolutely essential.
A.
The Presidential Advance Office's Principal
Accountabilities Are:
1. To assist in formulating Presidential trip
concepts and event recommendations by maintaining
a close relationship with the Presidential
Scheduling and Appointments Director and by
creating background information on potential
events.
2. To originate detailed survey reports on potential
Presidential events by conducting on-site surveys.
3. To coordinate the collection and dissemination of
all information for approved Presidential events
by a regular distribution system between the
United States Secret Service, the Special Support
Group, and the White House Press Office,
Congressional Affairs, Political Affairs,
Intergovernmnetal Affairs, Communications and
Speechwriting Offices. Others will be included
on a per trip basis. This coordination will
extend to the State Department and the National
Security Council on all international
Presidential travel.
- 2 -
4. To conduct trip meetings with representatives of
above agencies and offices to plan pre-advances,
to establish advance teams, to define basic trip
concepts and to direct the pre-advance team which
determines the logistical requirements and the
President's activities.
5. To prepare decision memorandums containing a
proposed schedule with options and
recommendations for the Deputy Chief of Staff.
6. To execute and control the advance delegating to
the Lead Advanceman the overall responsibility
and accountability for the event.
7. To prepare and distribute the President's
personal schedule and the detailed staff schedule.
8. To determine the physical and logistical
requirements for The White House Press Corps, to
assist producing the press schedule and to devise
coverage and staging recommendations to ensure
appropriate media coverage of the Presidential
events.
9. To devise continuous recruiting, training and
proficiency programs to provide top caliber
professionals as members of the Presidential
advance team.
10. To ensure appropriate follow-up and
acknowledgement to event contributors (thank you
letters, photos, etc.).
11. To establish appropriate files, information and
data resources on past events and additional
information useful for future events.
B.
Time Compression
The certitude of the time of a scheduled Presidential
event makes time the Advance Office's and the Advance
Team's greatest problem and challenge. Time
compression effects the operation from the start of
the advance to the arrival of the press corps and The
President. Therefore, time management and clear,
unambiguous lines of communication are essential.
This manual contains proven and effective techniques;
however, it is not exhaustive. As a result, common
sense, efficient work habits and time management are
your most proven resources.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01a. manual
Secret Service Advance (1 pp.)
n.d.
(b)(7),
(e)(f)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
- 3 -
C.
Team Concept
The implementation of Presidential public events
requires a high level of cooperation between
potentially competing interests. The only proven
method to alleviate this potential conflict has been
the development of a TEAM CONCEPT which requires a
thorough understanding and awareness of each of the
members of the White House Advance Team's problems and
requirements. However, the cohesiveness and
effectiveness of the team is predicated on the
leadership function performed by the Advance Office
and the Advanceman.
Because he is completely responsible for the final
outcome of an event, it is necessary that an
Advanceman understands the general functions and
capabilities of his team members and the agencies they
represent.
1.
CHECK
leff)
2. The Military Aide acts as the focal point for all
military support provided to The President and
the White House Staff. He is responsible for
making the necessary arrangements so that The
- 4 -
President is always able to carry out his
Constitutional duties as Commander-in-Chief of
the U.S. Armed Forces. The Military Aide, as the
representative of the Director of Special Support
Services, directs the efforts of a military
advance element consisting of one or more of the
following: Air Force One, HMX-1, White House
Communications Agency, White House Staff Mess
(stewards), White House Medical Unit, White House
Transportation Agency ("Carpet" and baggage
handlers).
Any matter pertaining to the military, to include
local military units as well as the above
mentioned agencies, should be coordinated with
the Military Aide assigned the event.
A Military Aide will take part in all surveys,
pre-advances and advances. An Aide will be in
place prior to the President's arrival at most out
of town events. Of course, one of the Military
Aides always accompanies The President anytime he
leaves The White House, whether its to the Old
Executive Office Building, to California or overseas.
3. The White House Communications Agency (WHCA) Trip
Officer reports to the Military Aide and is
responsible for providing Presidential and staff
communications support. Depending upon the
nature of the event, WHCA may also be responsible
for audio-visual support, lighting and power.
4. The White House Press Advance Representative
determines the physical and logistical
requirements needed to insure adequate press
coverage. It is the Advanceman's responsibility,
working in conjunction with the Press Advanceman,
to insure that these requirements are fulfilled
and ready. The Advanceman consults him for
recommendations on the staging of an event,
particularly the manner in which the event will
be covered by the press. The final outcome of
any event is determined, to a great extent, by
the manner in which the press interprets it. The
Press Advanceman provides expertise to insure the
proper conditions to cover the event. He
coordinates all the movements of the White House
- 5 -
Press Corps during the Presidential trip. The
Advanceman should always consult the Press
Advanceman on any arrangements being made for the
White House Press Corps or the President's public
activities during the trip.
5. The President's Media Consultant provides the
Advanceman with recommendations on the staging of
an event in order to achieve maximum live
television coverage. He will assist the
Advanceman in determining the best way to cover
an event.
D. Presidential Advancing
Advancing is an art! It is the exhaustive, detailed
planning that makes each Presidential trip and event
appear to be an effortless success. An incredible
diversity of activities are involved: organizing the
efforts of local citizens or sponsoring groups anxious
to host the President; publicizing the President's
impending visit; deciding where and how the President
will go; working with the White House support team on
a myriad of details from press coverage to motorcades;
coordinating the audio/visual requirements with the
White House Communications Agency; assisting and
guiding local efforts to provide the proper
atmosphere; providing suggestions and guidance on the
use of "color" to add a tenor of dignity, gaiety
and/or spontaneity to a visit; arranging for the right
people to be in all the right places at the right
time; meeting with governors, mayors and business and
labor leaders and working with them in such a manner
that they feel comfortable and at ease around the
President, while following what the schedule requires;
and above all, anticipating potential problems and
having solutions available!
E.
The Presidential Advanceman
He is always a manager integrating and coordinating
a number of dissimilar functions, all of which
contribute to the achievement of a successful
Presidential event. He is the leader of a highly
professional and dedicated team of White House
experts. He is the President's personal
representative and, in many cases, is the first
tangible contact the local people have ever had with
- 6 -
the White House. Thus, his authority and
responsibilities are substantial and special care must
be taken to ensure this trust is not violated. He is
constantly being scrutinized, and so his deportment
must be exceptional. He possesses a rare combination
of characteristics and abilities: he is the
decision-maker, graced with a tremendous amount of
common sense and good judgment; he is diplomatic, yet
forceful; he has the ability to anticipate and view
matters in their overall context and not get consumed
by unimportant details; he is resourceful and has a
unique ability to organize people, things, and his own
time; he has the answers; in short, he can get the job
done in a manner becoming a personal representative of
the President. Yet the Presidential Advanceman must
accomplish these things in an anonymous fashion -
giving gladly the credit for a successful visit to the
local people or event sponsors.
F. The Influence and the Responsibility
Advancing the President is one of the most rewarding
and most difficult jobs an individual can undertake.
Designated to serve as the personal representative of
the President of the United States, the Presidential
Advanceman simultaneously assumes tremendous influence
and responsibility. During the course of planning and
conducting a Presidential appearance or visit, the
Advanceman must delegate some of his authority to the
team he directs, but the responsibility -- the full
responsibility -- for the final outcome of the event
is his alone.
During each advance, a Presidential Advanceman is
frequently the first direct contact any American
citizen has with the White House. Except through the
distant, impersonal medium of television, millions
have never seen the President, Air Force One, or even
a representative of the President. To these people,
the Advanceman represents an awesome amount of power
and authority. The Advanceman must quickly recognize
this new responsibility and use it judiciously and
effectively, working with a guiding hand to produce a
memorable Presidential visit which is efficient,
timely and smooth; yet, it must be a visit that does
not leave the impression in anyone's mind that members
of the President's staff are "heavy handed". The
Advanceman must learn to coaxe and prod, not push; to
pull people along in his wake, not shove them.
- 7 -
The only textbook for this job is a thorough knowledge
of techniques proven successful in the past. Yet,
never forget that every Presidential appearance is
unique in some respect. The ever-changing
requirements make common sense an Advanceman's most
important asset.
G. The Team
The Advanceman's White House contact is the Advance
Office. Starting with the basics of the proposed
site, date, and rationale for a Presidential
appearance, it is the Advance Office which is the
Advanceman's key source for all necessary
information. The Advanceman submits, to the office,
tentative schedules for final approval and questions
relating to the event on all matters requiring
Presidential-level mediation or decisions. An
Advanceman should not feel that he is losing control
if he has to ask the Advance Office for advice or
assistance, for it is a wise and prudent person who
can be honest to himself. He should keep the Advance
Office up-to-date on the progress of the advance. On
the other hand, the Advanceman should not bother the
Advance Office with trivia that can and should be
handled by himself. Call for necessities, not
niceties!
Working with the Presidential Advanceman will be a
team of elite professionals, each of whom is an
acknowledged expert in his field. They are:
1. Secret Service Lead Advance Agent
2. White House Press Advance Representative
3. Military Aide
4. White House Communications Agency Trip Officer
5. The Presidential Watch (Stewards)
6. The President's Media Consultant (optional)
Also, the team usually includes Air Force One and HMX
Advance Representatives, a White House Medical Unit
Representative, a White House Transportation Office
Representative and others, depending on the event.
- 8 -
As head of this team, the Advanceman coordinates all
information provided him by these experts and uses it
to make all major decisions or recommendations
affecting the advance. Because of the great number of
decisions an Advanceman must make all day, every day,
even the most experienced Advanceman is going to make
some wrong decisions. The only avenue to success is
to acknowledge a mistake as soon as it becomes
apparent, and correct it immediately. Personal pride,
stubbornness, or fear of embarrassment can never be
allowed to influence an Advanceman or hinder a
Presidential advance.
Personal availability is a major responsibility of the
Advanceman. The team is trained to come to the
Advanceman with both facts and questions, and they
expect and deserve immediate decisions and answers.
An Advanceman who in unavailable for even a few hours
is sure to find his entire operation seriously bogged
down - -- the team cannot and should not operate without
the Advanceman's direction.
In order for team members to function at peak
efficiency at all times, it is up to the Advanceman to
hold daily meetings to keep everyone posted on the
progress of the advance and on his regular telephone
conversations with the Advance Office, so that they
know immediately when plans concerning their
activities are confirmed, changed, or cancelled.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01b. manual
Secret Service Advance (1 pp.)
n.d.
(b)(7),
(e)(f)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
H.
The Trip Coordinator
The Trip Coordinator assigned to a Presidential event
or trip is the focal point for information, both to the
Advanceman and to other White House offices involved with
the event. (See TAB E for Trip and Event checklists).
Once assigned a trip, the Trip Coordinator is responsible
for:
1. Hotel Arrangements. The standard block of rooms for
the advance team must be reserved (usually prior to
the pre-advance) as the advance team is usually left
in place at the conclusion of the pre-advance. (See
TAB E for hotel contact list.) The standard block
is:
WHS Advance: 5 singles
2 Suites (for offices)
WHCA:
9 singles
8 doubles
USSS:
(b)(7)
(e)
If the trip involves a Presidential overnight, the
additional rooms (total of 250) are preliminarily
blocked for the overnight as follows:
Pre-Advance:
(see above)
Traveling Staff:
Press:
(b)(7)
Military:
(e)(f)
USSS:
The White House Administration Office (Room 1 OEOB)
is where the bills for the White House are to be
sent. WHCA (Military) and USSS are billed
separately.
2. Press Credentials. These must be ordered from the
Graphics Department and printed in Duplicating prior
to the pre-advance team's departure. The
credentials must have a picture of the White House
on them and state the date and place of the trip.
The standard order is:
150 National (one color) given to the
Transportation Office
300 Local (second color) given to the
Press Advanceman
3. The Pre-Advance. The Trip Coordinator is
responsible for scheduling and making all travel
arrangements regarding the pre-advance. This
includes arranging for a military aircraft from the
Military Office, informing White House support
offices (ie: USSS, WHCA, Speechwriters, etc.),
contacting the host committee (s) to arrange for the
site survey (s) as well as for ground transportation,
determining the trip manifest in coordination with
John Nettles of the Military Office and preparing a
pre-advance schedule with local contacts and phone
numbers.
The Trip Coordinator is also responsible for
compiling trip files for each member of the Advance
office involved in the pre-advance. The file should
contain all pertinent information on the trip, maps
of the city/state, local contacts and a rough trip
schedule (if possible). A Trip Profile should also
be completed (See TAB E).
The pre-advance usually is scheduled one week from
The President's trip and the advance teams are
usually left in place. The Trip Coordinator
accompanies the pre-advance and returns to
Washington to coordinate the trip from there.
4. Deaver Memorandum. Is developed with Bill Henkel
from information obtained on the pre-advance and
includes the event (s) concepts, optional events,
questions, recommended press coverage and a proposed
summary schedule. The originial and a copy are sent
to William Sittmann and a copy is given to Michael
McManus (see TAB C for example).
5. Trip Meeting. The Trip Coordinator schedules a trip
meeting, secures a meeting room, contacts the
appropriate White House offices, attends the
meeting and ensures that briefing papers are
assigned. The trip meeting usually is scheduled
after the Deaver Memorandum and proposed schedule
have been approved by Michael Deaver, copies of
which are distributed at the meeting. (See Section
One for list of attendees.)
6. White House Senior Staff Memorandum. A memorandum
to selected senior staff and logistical support
offices with the approved summary schedule from
Michael Deaver is developed with Bill Henkel. This
memorandum also points out any potential problems or
questions in regard to the trip. Occasionally, a
draft detailed schedule is distributed instead of
the summary schedule. (See TAB C for example.)
7. Network Press Producers. The Trip Coordinator
generally responds to inquiries from press producers
regarding the trip prior to the arrival of the Press
Advanceman on site. Specific, detailed information
is generally not given but rather a rough outline of
the schedule and any local contacts that may assist
the producers in making their equipment
installations and for their planning purposes only.
8. Detailed Schedule. Is developed with the Advanceman
and Bill Henkel, paying close attention to
guest/staff instructions, diagrams, manifests,
motorcade assignments, and hotel lists to ensure
that all traveling guests and staff are accounted
for.
Detailed schedules generally must be printed and
distributed by 3:00 p.m. the day prior to the trip
or event. If the Trip Coordinator will be unable to
meet the 3:00 p.m. deadline for the detailed
schedule, The President's Personal Schedule must be
distributed prior to 3:00 p.m.
Additionally, a traveling guest/staff memorandum
must be distributed the day prior to the trip in the
early morning. This memorandum should include all
departure instructions, expected weather
information, any special dress requirements and any
other special instructions (see TAB C for example).
9. President's Personal Schedule. Is written by the
Trip Coordinator for his personal use and is kept as
brief as possible. His schedule always must include
pertinent information such as guests aboard Air
Force One and Marine One, Limo guests, greeters,
etc. The original and a copy are delivered to
Richard Darman. Marty Coyne receives an additional
original for the First Lady (regardless of her
participation) and David Fischer receives a copy.
(See Attachment C for example).
10. Deaver Briefing. The Trip Coordinator schedules a
briefing with Michael Deaver for a final review of
the detailed schedule. This is usually scheduled
with Donna Blume of Deaver's office for 8:30 a.m.
the day prior to the trip and those to be invited
are: Michael Deaver, Michael McManus, Edward
Hickey, Larry Speakes, William Sittmann, David
Fischer, Mark Weinberg, Military Aide and USSS.
A trip is never official until is has been announced by
the White House Press Office. It is the responsibility
of the Trip Coordinator to find out from them when the
announcement will be made and advise Bill Henkel and the
Staff and Press Advancemen. This is critical so that
details of the trip are not leaked prior to an official
announcement.
In addition to the above responsibilites, the Trip
Coordinator is also responsible for coordinating and
advancing in-house events where there is press coverage
or any special logistical requirements. This includes
events located in the Residence, West Wing, Rose Garden,
South Grounds and OEOB. These events are generally
categorized as follows (see TAB E for checklists) :
1. State and Official Working Visits
2. Bill Signings/Proclamations
3. Ceremonies
4. Briefings
5. Special Events
6. Social Events
The Trip Coordinator is specifically responsible for
coordinating with the assigned Project Officer (s), the
Usher's Office, USSS, WHCA, Press Office, Scheduling
Office, Speechwriters and David Fischer. Not only is the
Trip Coordinator responsible for ensuring that the event
is smoothly run but that The President's participation is
appropriate. The Trip Coordinator additionally is
responsible for producing and distributing a "Scenario"
for the event (see TAB E for example).
I. The Schedule
The Advanceman plays an important part in preparing
the schedule (see Appendix for examples). This
document guides the President and his party from the
time they leave Washington until they return. It has
to be accurate down to the last minute and detail. It
has to be so thorough that the President and his party
could go through the event, in its entirety, if
something happened suddenly to the Advanceman and he
were unable to fill his usual role during the event.
The schedule is the definitive document that allows
the Presidential event to stand and proceed by
itself. The schedule, itself, is determined through
the joint efforts of all members of the advance team
and each member of the advance team has to be
thoroughly familiar with its content. Most of the
information is confidential and the finalized version
receives only limited distribution within the White
House. It is never given to the press. The Press
Advanceman, along with Mark Weinberg, prepares a
separate Press Schedule that approximates the Detailed
Guest and Staff Schedule but excludes a great deal of
the detail and information that is not relevant to the
press.
J. The Volunteers
In addition to this professional team, every advance
also involves a second team; a group of local
volunteers or event sponsors. Some of these groups
are efficiently organized and are of great help to the
Advanceman. Others may not be. The Advanceman should
always encourage the participation of volunteers. He
should create the atmosphere wherein the local
organization receives the credit for doing all the
work and putting together a successful Presidential
visit.
Whenever he is assigned an event by the White House,
the Advanceman will receive the name of the prime
contact. If the event is a political rally, the prime
contact might be the County Republican Chariman. In
the case of a non-political event, such as a speech to
an industrial group, the contact might be the
president of the industrial organization sponsoring
the function. Ideally, the Advanceman should arrange
to channel all local volunteer efforts through this
individual, SO that he can direct all instructions to
one individual and get all the local information he
needs back from the same single individual. This is
easier than working directly with a multitude of
people. However, if for some reason the prime contact
does not have the time or inclination to handle such a
heavy workload, the Advanceman must find some way to
diplomatically explain the need for an individual to
fill this role and obtain a substitute as a capable
assistant.
Ideally, a prime contact is a person who has contacts
in as many places as possible - he should be someone
who can get things done quickly. He is a backup and
right arm for the Advanceman.
K.
Remember Details, Television Does
Every Presidential appearance is partially symbolic.
Both live and television audiences will have different
interpretations of what occurs at an event, affected
by a multitude of diverse factors. Included in, but
not limited to, these factors are such things as the
size, nature, and temperament of the audience; their
responsiveness to the President's remarks; the layout
and configuration of the speech environment; the
appearance of the facility, the quality of the
decorations, etc. The Advanceman should make every
reasonable effort to ensure these factors work to the
advantage of the President; with a particular eye
towards capturing the "picture" of the event,
pre-conceived during the "storyboard" analysis. The
importance of staging, site choice, program content,
etc. becomes critical. People should be placed in
areas where they have proximity to the Presidential
platform and the press area (camera angles) both in
front and in back (if approved by the USSS). The
President can become more a part of an event if he can
"feel" the audience.
L.
First Rule of Advance: Never Assume Anything
An Advanceman must never assume anything!
Do the members of the audience know to rise when the
President enters the room? The Advanceman covers such
matters with the sponsor, hoping that he will.
designate several key people to do so, which enables
the audience to key on someone with the assurance that
they are doing the proper thing.
Does the audience know to clap when the speech is
finished? The Advanceman also discusses this with the
key contact, who may have several people on the dais,
who stand and lead the applause at the conclusion of
the Presidential remarks.
On the date of the scheduled appearance, will anything
be happening in town that will affect the President's
visit? The Advanceman finds out. He checks every
available source and then keeps checking, informing
the Advance Office immediately of such developments.
Just because the President is coming, the Advanceman
never assumes people will appear. If the public is
invited to view an event, the Advanceman insures that
such knowledge receives widespread exposure.
The Advanceman plans all day, every day and he plans
for all contingencies. He even plans what must be
done in case of rain, snow or sleet, even though such
weather may be considered a meteorological rarity.
M. Availability and Communications
Personal availability is a major responsibility of the
Advanceman. The Advanceman is on call 24 hours a
day. Keep WHCA constantly informed of your status and
location. It is especially critical during the period
before WHCA communications are established to keep in
touch with the Advance Office in Washington. The Trip
Coordinator must know how to reach you at all times.
SECTION ONE: Pre-Trip Operating Procedures
I. Notification received from Scheduling and Appointments
of a proposed/approved Presidential Event.
Rspblty/Cmpltd
A. Start File
TD/Aman ( )
B. Tentative assignment: Advance Staff
Henkel
C. Background information preparation.
1. The following contacted or information
received/reviewed:
Michael McManus
Henkel (
)
Fred Ryan/Sara Long
Henkel (
)
2. Check Advance Office for files of
TD
(
)
previous trips:
Henkel (
)
same city
same organization
same facility or hotel
3. William Henkel determines how and when the
following are contacted for background data
Special Support Services
USSS
Press Office
Political Affairs
Legislative Affairs
Public Liaison
Policy Development
Communications
Intergovernmental Affairs
First Lady
Administration and Management
NSC (foreign trips or domestic foreign events)
State A/EX (foreign trips only)
D. Logistical Background Info. Preparation
TD
( )
1. Special Support Services
TD
(
)
flight times
meal service
unique requirements
communications
transportation
2. Transportation Office
TD
(
)
E. Ascertain from USSS any unique problems
Henkel ( )
II. Survey
A. Determine if Survey required
Henkel (
)
B. Assign Survey
Henkel (
)
C. Who is to accompany on survey (USSS, special
interest, etc.)
Henkel (
)
D. Determine if local contact should be made
Henkel ( )
E. Survey Report (See Tab A)
Henkel/Aman/TD ( )
F. Distribute Survey Report
Henkel ( )
1. Michael McManus
2. William Henkel
3. Fred Ryan/Sara Long
4. Selected Others (see Director)
III. Determine if Trip is political/official
Henkel ( )
A. Execute executive memorandum of understanding
prepared by Fred Fielding's office if necessary. Henkel (
)
B. Allocate expenses per understanding
Elmore (
)
IV. National Press Producers inquiries (Planning Purposes
only trip detail information given)
TD
(
)
V. Press Credentials from Graphic Services
TD
(
)
A. 300 (one color) for Advance Team (local press)
B. 150 (second color, same layout) for
Transportation Office (national press)
VI. Advance Trip Supplies
Terry/Ballentine ( )
A. Goodies - Advance personnel to order and
procure through T. Elmore
B. Motorcade signs
C. Office supplies box
D. Thank-you and gift forms
E. Typewriters and Copy Machine
VII. Pre-Advance
A. Complete Logistical Requirements for Pre-Advance TD
( )
1. Aircraft requested from Military Office
2. Hotels
3. Reservations
4. Transportation
B. Make appropriate local contacts (clear with
McManus and Ryan)
Henkel (
)
C. Prepare and Distribute Pre-Advance Schedule
to Pre-Advance Personnel.
TD
(
)
D. Prepare file of information for pre-advance
participants.
TD
( )
E. Conduct Pre-Advance (See Tab B)
Henkel/Aman/TD ( )
VIII. Schedule Memorandum for Michael Deaver
Henkel/TD ( )
A. Prepared for or by Henkel to Michael
Deaver via Michael McManus
(See Tab C for example)
B. Approved memorandum to:
TD
(
)
1. William Henkel
2. Lead Advanceman
3. Trip File
4. Trip Meeting Participants
5. Others depending on circumstance
IX. Trip Meeting
NOTE: When possible review more than one trip/block of events
A. Schedule Trip Meeting following pre-advance
and invite attendees
Henkel/TD ( )
B. Prepare copies of approved "Deaver Memorandum"
and proposed summary schedule.
Henkel (
)
C. Convene Trip Meeting/Schedule Review Meeting Henkel
(
)
(See Tab E for list of attendees)
X. Official Public Announcement of the President's
Participation by the White House Press Office
A. Confirm when announcement desired from:
Henkel ( )
1. Larry Speakes/Mark Weinberg
2. Others (as required)
B. Check Press Office on proposed date/time of
announcement
TD
(
)
C. Inform shortly before official announcement by
Press Office
TD
(
)
1. Advance Team
2. Local hosts/event sponsor
As Needed (see Henkel):
3. Congressional Affairs
4. Political Affairs
5. Intergovernmental Affairs
6. First Lady's staff
7. USSS
8. Others depending on circumstance
XI. Inform Graphic Services and Duplicating of
workload/timing
TD
(
)
XII. Senior Staff Memorandum Distributed
Henkel/TD
( )
A. Draft detailed schedule (or summary
schedule prepared from "Deaver
Memorandum") which is prepared for
selected Senior Staff and logistical
support offices (see Tab C for example)
XIII. Trip Briefing and final review of the schedule
with Michael Deaver
A. Usually scheduled 8:30 a.m. the day
prior to the trip.
TD
(
)
B. Attendees notified:
TD
(
)
1. Michael Deaver (Donna Blume)
2. Michael McManus
3. Edward Hickey
4. Larry Speakes
5. William Sittmann
6. David Fischer
7. Mark Weinberg
8. Military Aide
9. USSS
C. Copies of final draft schedule for attendees
TD
(
)
to Henkel
XIV. Traveling Guest and Staff Memorandum produced
and distributed (see Tab C for example)
TD
(
)
XV. Detailed (staff) Schedule Finalized and Printed
TD
(
)
by 3:00 p.m. the day prior to the trip
A. Final copy DACOMed to Advancemen
TD
(
)
B. Printed copies distributed to:
1. Traveling guests and staff
2. White House Staff
3. White House Logistical Support Offices
XVI. President's Personal Schedule written from detailed
TD
(
)
with advanceman's assistance
A. Distributed to:
1. Richard Darman - Original plus a copy
2. David Fischer - copy
3. Marty Coyne - original (for First Lady)
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01c. manual
The Advance (2 pp.)
n.d.
(b)(2)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
SECTION TWO: The Advance
I. Administration
A. The Local Advance Office. Focal point for
communication between event sponsors,
the Advance Team, the White House Advance
Office, and the White House Senior Staff.
TD/Aman (
)
1.
Physical Set-up
Aman
(
)
KEY: Clean and orderly environment
hotel furniture removed
adjoining, connecting rooms
conference tables around perimeter
office supply package from Washington
2.
Staff Office volunteers
Aman
(
)
KEY: Commitment, task-oriented, efficient,
technical skills
Lead Advanceman must brief on players,
information flow, support equipment,
messages, other responsibilities
(see policy memo Attach. B)
3.
Standard Filing System
Aman
(
)
file folder with a copy of each significant
piece of paperwork in each folder. All
papers must be date/timed stamped.
folder distribution:
each advanceman
USSS lead agent
Press advanceman
Military aide
WHCA trip officer
AF1
HMX
TV Consultant
Transportation Office (if overnight)
Master trip file
4.
General filing system organized as follows:
Aman
(
)
(Ela
(Ela)
5.
Information submitted to the Advance Office
Aman (
)
detailed staff/guest schedule
(
)
diagrams
(
)
platform and guest list
(
)
motorcades
(
)
hotel room assignments
(
)
important press clippings
(
)
important background information
(local color report, other events,
people President to meet, local
interest stories)
(
)
any schedule change proposals with
advantages, disadvantages and your
recommendation
(
)
6.
Daily Advance Team Staff Meetings
Aman
(
)
Attendees:
each advanceman
lead USSS agent-site agents (optional,
decision of lead agent)
Military Aide - AF1, HMX, stewards
WHCA trip officer - site officers (optional)
Press advancemen
transportation office (if overnight)
others (lead advanceman decides)
2
7. Daily meeting with key local contacts
Aman (
)
NOTE: Ideally scheduled immediately following
advance team staff meeting
Attendees: Lead advanceman determines
NOTE: For both meetings, if staff office secretary
good, include to take notes
8. Daily advancemen meeting
evening meeting to review day's activities
Aman (
)
9. Daily report to Henkel
Aman (
)
10. Final call preferably before countdown
meeting to:
Aman (
)
David Fischer
11. Countdown meeting
Aman (
)
early evening (before 8 p.m.) night
before event
final staff/guest schedule with diagrams
should be used as agenda
focus on the coordination aspect of
each event
attendees:
each advanceman
lead USSS agent
site USSS agents
press advanceman
Transportation advance (if overnight)
WHCA trip officer and site officers
Military Aide - AF1, HMX, stewards
TV consultant
12. Final advancemen meeting
Aman (
)
discuss each advanceman's specific
responsibility and location for each
stage of the event
13. Conference call to AF1 (if necessary)
Aman (
)
lead advanceman
Michael McManus
David Fischer
B. Advanceman's Checklist (See Tab D)
Aman (
)
3
SECTION THREE: Post Trip
I. From Advanceman
A. Local Media Report (See Attach. H)
PRESS Aman
(
)
1.
Completed by Press Advanceman, local press
contact, or field advance office secretary
B. Thank you letter form completed
Aman (
)
C. Expense Reports
Aman (
)
D. Financial Report
Aman (
)
1.
major expenses, any problems, who pays
E. Trainee Evaluation Report (See Tab E)
Aman (
)
F. Trip Report (See Tab G)
Aman (
)
II. Advance Office Project
A. Expenses and Finance Report to Administrative Officer,
Room 1
TD
(
)
B. Thank You Letter forms forwarded
TD
(
)
C. Photographs forwarded
Aman/TD (
)
D. Presidential Gifts logged and forwarded
Aman/TD (
)
E. Thank you letters to Advancemen and Trainees
TD
(
)
F. Update individual Advanceman File /Card
TD
(
)
G. Edit Trip File
TD
(
)
III.
File Completed
A. Thank you copies received
TD
(
)
B. Expenses processed and closed out
D/Aman/TD ( )
C. Close-out with John Rogers
Dir/TD
(
)
D. New Summary stories filed
TD
(
)
E. Clippings filed
TD
(
)
F. All reports completed
TD
(
)
1
SURVEY REPORT CHECKLIST/FORMAT
(Narrative Memorandum with Tabs)
Brief profile of area:
Demographic
Economic
Political
Local concerns
Local pride
Geographic and physical overview including: (can area support logistics of a Presiential
event)
Airports
Routes
Sites
Times
Hotel(s)
Special interest items - possible optional events
Event analysis
Visualize event at the proposed site
Check feasibility considering:
staging
platform background
movements
President
staff
press
crowd
lighting
sound
press/visual impacts (back drop)
impact of Press on event attendees
storyboard (HPS)
1
meeting rational for event
parking
public assess
Optional Events and sites (same analysis)
Recommendation(s) with advantages and disadvantages clearly stated
Will event accomplish purpose(s) for the President's participation?
Tabs:
Rough schedule
Rough diagrams
Supporting material: maps, floor plans, etc.
2
PRE-ADVANCE CHECKLIST/REQUIREMENTS
(See Advanceman's Checklist Tab D)
I. Arrival
A. Options
B. Staging
C. Diagrams
II. Movements
A. Mode - options
B. Arrival/departure points
C. Physical requirements
D. Options
E. Diagrams
III.
Event Site(s)
A.
Confirm location
B. Presidential movements
C. Physical requirements/space requirements
1.
overall event
a.
staging (crowd control)
b.
platform/press platform
C. sound
d. lighting
e. backdrop
f. podium
g. teleprompter
2. press
3. staff/guest
D. Decide Storyboard (HPS)
E. Program
F.
Attendees
1
G. Entrance/Exit moves
1. President
2. press
3. staff/guest
4.
attendees (magnetometers)
H.
Holding room(s)
1.
physical requirements
I.
Office space
1.
physical requirements
IV. Audience/Participants
A. Composition
B. Available area/attendee capacity/estimate of
crowd required
C.
Effect press will have on audience/staging
D.
Audience access
1. tickets
2. Credential
3. Invitation
4.
Magnetometers
E.
Crowd Raising required at event, by
1. Host
2. Other
V. Other crowd situation (where and how)
VI.
Hotels
A.
Availability/Flexibility
B. Attitidue
C. Facilities
D. Floor plans
E.
Entrance/Exit moves
F.
Special requirements
2
G. Services (stewards)
H. Diagrams
VII.
Finances
A.
Determine cost
B.
Who pays
C.
Finance report to be submitted to John Rogers
VIII.
Develop Tentative Schedule
A. Options
B.
Correct times
C.
Include all available information
IX.
Problems
A.
Surface Team Problems
1.
Security
2.
Special Support
3.
Press/Media Coverage
B.
Host/Event Problems
C.
Develop issues involved
D.
Recommended solutions/options
X.
Theme/Rational
A.
Event meet purposes for trip
B. Political
3
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01d. memo
memo for Pre-Advance Participants
6/21/83
(b)(6)
Personal Information Redacted (1 pp.)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
THE WHITE HOUSE
WASHINGTON
June 21, 1983
MEMORANDUM FOR PRE-ADVANCE PARTICIPANTS
FROM
WILLIAM HENKEL
2,
SUBJECT
PRE-ADVANCE ITINERARY FOR SHAWNEE MISSION
KANSAS AND LOUISVILLE, KENTUCKY - - JUNE 22,
1983
6:15 a.m.
Vans depart West Basement enroute Andrews Air
Force Base.
7:00 a.m.
C-9 departs Andrews Air Force Base enroute Kansas
EDT
City Missouri.
Flight Time: 2 hrs. 30 mins.
Time Change:
- 1 hr.
Food Service: Breakfast
8:30 a.m.
C-9 arrives Kansas City Downtown Airport,
CDT
Executive Beechcraft Ramp, Kansas City, Missouri.
Met by:
Mr. Lew Armistead
Director of Public Affairs
National Association of Seconday
School Principals
(b)(6)
8:35 a.m.
Pre-advance team departs enroute Shawnee Mission
High School.
Drive Time: 25 mins.
9:00 a.m.
SITE SURVEY
ADDRESS NATIONAL ASSOCIATION OF
SECONDARY SCHOOL PRINCIPALS &
NATIONAL ASSOCIATION OF STUDENT
COUNCILS
Shawnee Mission Northwest High
School
12701 West 67th Street
Shawnee Mission, Kansas 66216
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01e. memo
memo for Pre-Advance Participants
6/21/83
(b)(6)
Personal Information Redacted pg. 2 (1 pp.)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
- 2 -
10:30 a.m.
Pre-advance team departs enroute Kansas City
Downtown Airport, Executive Beechcraft Ramp,
Kansas City, Missouri.
Drive Time: 25 mins.
10:55 a.m.
Pre-advance team arrives Kansas City Downtown
Airport.
11:00 a.m.
C-9 departs Kansas City, Missouri enroute
CDT
Louisville, Kentucky.
Flight Time: 1 hr. 20 mins.
Time Change: + 1 hr.
Food Service: Lunch
1:20 p.m.
C-9 arrives Standiford Field, Butler Aviation
EDT
Ramp, Louisville, Kentucky.
Met by:
Mr. Bill Prince
Director, Training & Government
Relations
National Vocational Industrial
Clubs of America
(b)(6)
1:25 p.m.
Pre-advance team departs enroute Kentucky Fair &
Exposition Center.
Drive Time: 10 mins.
1:35 p.m.
SITE SURVEY:
ADDRESS 19TH ANNUAL NATIONAL
VOCATIONAL INDUSTRIAL CLUBS OF
AMERICA LEADERSHIP CONFERENCE AND
SKILLS OLYMPICS
Kentucky Fair & Exposition Center
Freedom Hall
3:05 p.m.
Pre-advance team departs enroute Standiford
Field, Butler Aviation Ramp.
Drive Time: 10 mins.
- 3 -
3:15 p.m.
Pre-advance team arrives Standiford Field, Butler
Aviation Ramp.
3:20 p.m.
C-9 departs Louisville, Kentucky enroute Andrews
EDT
Air Force Base.
Flight Time: 1 hr. 15 mins.
Time Change:
None
Food Service: Snacks
4:35 p.m.
C-9 arrives Andrews Air Force Base.
EDT
4:40 p.m.
Vans depart Andrews Air Force Base enroute The
White House.
5:15 p.m.*
Vans arrive West Basement.
C-9 MANIFEST
Date:
June 22, 1983
Kansas City, Missouri
FROM: Andrews Air Force Base
TO: Louisville, Kentucky
1.
Bill Henkel
22. Jim O'Neil **
2.
Charles Bakaly
23. Dennis Jacobs **
3.
Karen Groomes
24.
Dave Reynolds **
4.
Rick Ahearn **
25. Rich Trinidad **
5.
John Roberts *
26. Joe Petro
6.
Barry Coughlin *
27.
7.
Misty Church
28.
8.
Woody Sutton
29.
9.
Bob Flannigan
30.
10.
Phil Spiker
31.
11.
Eddie Serrano
32.
12.
Jim Opfer **
33.
13.
Bob Mitchell **
34.
14.
Mike Hvozdovic *
35.
15.
Bruce Gorton
36.
16.
Jim McKinney *
37.
17.
John Libonati *
38.
18.
Chuck Krall *
39.
19.
Howie Hendershot *
40.
20.
Chuck Hummert *
41.
21.
Steve Cordery **
42.
*
Drop in Kansas City, Missouri.
** Drop in Louisville, Kentucky.
THE WHITE HOUSE
WASHINGTON
June 22, 1983
MEMORANDUM FOR MICHAEL K. DEAVER
THROUGH
MICHAEL A. McMANUS, JR.
FROM
WILLIAM HENKEL
SUBJECT
TRIP OF THE PRESIDENT TO LOUISVILLE, KENTUCKY
AND SHAWNEE, KANSAS - - JUNE 29, 1983
Attached is a proposed summary schedule based on the
pre-advance conducted June 22, 1983.
EVENT CONCEPTS
Louisville, Kentucky
The President will participate in four events at the Kentucky
Fair and Exposition Center in Louisville, Kentucky on June 29,
1983. At the first event, The President will view two or three
United States Skill Olympics demonstrations. The actual
Olympic competition does not begin until June 30. However,
several of the competition areas (i.e. Auto Mechanics
competition, Diesel Equipment competition) will be in place for
The President to witness "practice runs" on June 29.
The President will then proceed to Freedom Hall Coliseum to
address approximately 6,000 attendees of the 19th Annual
National Vocational Industrial Clubs of America Leadership
Conference and Skill Olympics. The competition is divided into
two groups, high school and community college level.
Therefore, the audience will be comprised of high school
students as well as adults.
The National Vocational Industrial Clubs of America goal is to
illustrate how industry and education work together to provide
industry with well trained and motivated manpower. This
convention is an excellent illustration of The President's push
for private sector involvement and volunteerism as 245 major
corporations work together to create the actual Olympic
competition sites at a personal shared cost of over $7 million.
Following his remarks, The President will meet with the
leadership of 12 vocational student organizations (i.e. Future
Farmers of America, Future Homemakers of America). At the
conclusion of this meeting, The President will meet with
Kentucky GOP leaders for a photo opportunity and then depart
for Kansas.
- 2 -
Shawnee, Kansas
The President will address approximately 1300 students and 400
student activity advisors (not Secondary School Principals as
stated by Scheduling) at the 47th Annual National Association
of Student Councils' Convention at Shawnee Mission High School
in Shawnee, Kansas. Sponsored by the National Association of
Secondary School Principals, NASC represents 10,000 secondary
school student organizations and more than 20 million student
leaders and is the only national secondary student government
group in the United States. This represents an excellent forum
for The President to discuss the National Commission on
Excellence in Education Report with student leaders and how
they can help mobilize change. This event also presents an
excellent opportunity for The President to communicate with
these student leaders by conducting a question and answer
session at the conclusion of his remarks. This would allow The
President's remarks to be shorter. Stand up microphones will
be placed in the audience for the question and answer session.
Following his remarks, The President will meet with the
leadership of the National Association of Student Councils and
the National Association of Student Activity Advisors for
approximately 15 minutes, giving the press time to file at the
site.
The President will then motorcade back to Kansas City
(Missouri) Downtown Airport and proceed to a Missouri GOP photo
opportunity prior to departure for Los Angeles.
This day's activities provide an interesting contrast from
recent education events. The President can articulate his
education theme to high school student audiences rather than
education leaders and legislators.
QUESTION
I suggest The President's participation in a question and
answer session with the student representatives in Kansas
following his remarks.
APPROVE
DISAPPROVE
SUGGESTED PRESS COVERAGE
EVENT #1: U.S. SKILL OLYMPIC COMPETITION
Expanded Pool Coverage
APPROVE
DISAPPROVE
Shellie will controlled
- 3 -
EVENT #2: ADDRESS NATIONAL VOCATIONAL INDUSTRIAL CLUBS OF
AMERICA
Open Press Coverage
APPROVE
DISAPPROVE
EVENT #3: VOCATIONAL LEADERSHIP MEETING
Official Phótographer Only
APPROVE
DISAPPROVE
EVENT #4: KENTUCKY GOP PHOTO OPPORTUNITY
Official Photographer Only
APPROVE
DISAPPROVE
EVENT #5: ADDRESS NATIONAL ASSOCIATION OF STUDENT COUNCILS
Open Press Coverage
APPROVE
DISAPPROVE
EVENT #6: STUDENT COUNCIL & ADVISOR LEADERSHIP MEETING
Official Photographer Only
APPROVE
DISAPPROVE
EVENT #7: MISSOURI GOP PHOTO OPPORTUNITY
Official Photographer Only
APPROVE
DISAPPROVE
PROPOSED SUMMARY SCHEDULE FOR
LOUISVILLE, KENTUCKY
AND
SHAWNEE, KANSAS
JUNE 29, 1983
8:45 a.m.
Marine One departs The White House enroute
Andrews Air Force Base.
9:00 a.m.
Marine One arrives Andrews Air Force Base.
9:05 a.m.
Air Force One departs Andrews Air Force Base
enroute Louisville, Kentucky.
10:25 a.m.
Air Force One arrives Standiford Field,
Louisville, Kentucky.
10:30 a.m.
Motorcade departs Standiford Field enroute
Kentucky Fair and Exposition Center.
10:40 a.m.
Motorcade arrives Kentucky Fair and Exposition
Center.
NOTE: It will be necessary to
hold THE PRESIDENT briefly in the
limo in order to move the press
pool to the competition area.
10:45 a.m.
THE PRESIDENT proceeds to U. S. Skill Olympics
demonstration area.
EXPANDED POOL COVERAGE
11:00 a.m.
THE PRESIDENT concludes and proceeds to holding
room.
11:05 a.m.
THE PRESIDENT arrives holding room.
11:10 a.m.
THE PRESIDENT proceeds to dais.
11:15 a.m.
THE PRESIDENT arrives dais.
11:20 a.m.
THE PRESIDENT proceeds to podium for remarks to
the 19th Annual National Vocational Industrial
Clubs of America Leadership Conference and Skill
Olympics.
OPEN PRESS COVERAGE
- 2 -
11:30 a.m.
THE PRESIDENT concludes remarks and proceeds to
holding room.
11:35 a.m.
THE PRESIDENT arrives holding room.
11:40 a.m.
THE PRESIDENT proceeds to meeting with leaders of
vocational student organizations.
OFFICIAL PHOTOGRAPHER ONLY
11:50 a.m.
THE PRESIDENT concludes meeting and holds briefly.
11:55 a.m.
THE PRESIDENT meets with members of the Kentucky
GOP for photo opportunity.
OFFICIAL PHOTOGRAPHER ONLY
12:05 p.m.
THE PRESIDENT concludes meeting and proceeds to
motorcade for boarding.
12:10 p.m.
Motorcade departs Kentucky Fair and Exposition
Center enroute Standiford Field.
12:20 p.m.
Motorcade arrives Standiford Field.
12:25 p.m.
Air Force One departs Louisville, Kentucky
EDT
enroute Kansas City, Missouri.
1:05 p.m.
Air Force One arrives Kansas City Downtown
CDT
Airport.
1:10 p.m.
Motorcade departs Kansas City, Missouri enroute
Shawnee Mission Northwest High School, Shawnee,
Kansas.
1:30 p.m.
Motorcade arrives Shawnee Mission High School.
THE PRESIDENT proceeds to holding room.
PRIVATE TIME: 10 mins.
1:40 p.m.
THE PRESIDENT proceeds to dais.
1:45 p.m.
THE PRESIDENT proceeds to podium for remarks.
OPEN PRESS COVERAGE
1:50 p.m.
THE PRESIDENT concludes remarks and begins
question and answer session.
1:55 p.m.
THE PRESIDENT concludes question and answer
session and proceeds to holding room.
- 3 -
2:00 p.m.
THE PRESIDENT arrives holding room.
2:04 p.m.
THE PRESIDENT proceeds to Room 11.
2:05 p.m.
THE PRESIDENT arrives Room 11 for student council
and student activity advisor leadership meeting.
OFFICIAL PHOTOGRAPHER ONLY
2:20 p.m.
THE PRESIDENT concludes meeting and proceeds to
motorcade for boarding.
2:25 p.m.
Motorcade departs Shawnee, Kansas enroute Kansas
City (Missouri) Downtown Airport.
2:45 p.m.
Motorcade arrives Kansas City Downtown Airport.
THE PRESIDENT proceeds to
for
Missouri GOP photo opportunity.
2:50 p.m.
THE PRESIDENT arrives
for
Missouri GOP photo opportunity.
OFFICIAL PHOTOGRAPHER ONLY
3:00 p.m.
THE PRESIDENT concludes photo opportunity and
proceeds to Air Force One for boarding.
3:05 p.m.
Air Force One departs Kansas City, Missouri
CDT
enroute Los Angeles, California.
4:35 p.m.
Air Force One arrives Los Angeles International
PDT
Airport.
4:40 p.m.
Marine One departs LAX enroute Santa Monica
landing zone.
4:50 p.m.
Marine One arrives Santa Monica landing zone.
4:55 p.m.
Motorcade departs landing zone enroute Beverly
Wilshire Hotel.
5:05 p.m.
Motorcade arrives Beverly Wilshire Hotel.
5:10 p.m.
THE PRESIDENT arrives Suite.
NOTE: This schedule reflects 5
minute increments for Presidential
movements to accomodate press
filing time where necessary.
THE WHITE HOUSE
WASHINGTON
November 16, 1983
MEMORANDUM FOR KENNETH M. DUBERSTEIN
DAVID C. FISCHER
DAVID R. GERGEN
FRED J. RYAN
EDWARD V. HICKEY, JR.
MARGARET TUTWILER
MICHAEL A. MCMANUS, JR.
MARK WEINBERG
LARRY M. SPEAKES
THERESA ELMORE
LEE VERSTANDIG
BILLIE SHADDIX
JACK C. COURTEMANCHE
TRANSPORTATION
BEN ELLIOTT
USSS OPERATIONS
FROM:
WILLIAM HENKEL
SUBJECT:
TRIP OF THE PRESIDENT TO
Attached is a tentative summary schedule for your planning
purposes.
[NOTE: Summary schedule is the same as the
proposed summary schedule attached to the
Deaver Memorandum unless there are changes
from Michael Deaver.]
THE WHITE HOUSE
WASHINGTON
June 28, 1983
MEMORANDUM FOR TRAVELLING GUESTS AND STAFF
FROM
WILLIAM HENKEL
AD
SUBJECT
TRIP OF THE PRESIDENT TO KENTUCKY, KANSAS AND
CALIFORNIA: JUNE 29 - JULY 4, 1983
The following information is to be used for your planning
purposes. Detailed schedules will be distributed on Air Force
One upon departure Wednesday, June 29, 1983.
DRESS: Men's Business Suit.
EXTENDED FORECAST:
Louisville, Kentucky:
Chance of thunderstorms; Mid
80's.
Shawnee, Kansas:
Chance of thunderstorms; Low
80's.
Los Angeles, California:
Mostly sunny; Low's-mid 60's;
Highs-mid 70's.
Santa Barbard, California:
Mostly sunny; Lows-upper
50's; Highs-mid 70's.
WEDNESDAY, JUNE 29, 1983
7:00 a.m.
BAGGAGE CALL in West Basement.
Leave bags unlocked and hand carry
all film.
8:00 a.m.
Vans for staff not manifested on
Marine One and requiring
transportation to Andrews Air
Force Base depart West Basement.
Board Air Force One immediately
upon arrival.
8:30 a.m.
Guests and staff with own
transportation should be at
Andrews Air Force Base, Base
Operations Building.
8:35 a.m.
Staff manifested on Marine One
proceed to South Lawn and board
immediately.
8:40 a.m.
THE PRESIDENT proceeds to Marine One for boarding.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01f. schedule
Page 2 (1 pp.)
n.d.
(b)(2)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
- 2 -
8:45 a.m.
Marine One departs The White House.
9:05 a.m.
Air Force One departs Andrews Air Force Base
EDT
enroute Louisville, Kentucky.
(b)(2)
10:25 a.m.
Air Force One
EDT
Louisville, Kentucky.
10:30 a.m.
Motorcade departs enroute Kentucky Fair and
Exposition Center.
10:40 a.m.
Motorcade arrives Kentucky Fair and Exposition
Center.
12:10 p.m.
Motorcade departs enroute Standiford Field.
12:20 p.m.
Motorcade arrives Standiford Field.
12:25 p.m.
Air Force One departs Louisville, Kentucky
EDT
enroute Kansas City, Missouri.
1:05 p.m.
Air Force One arrives Kansas City
CDT
1:10 p.m.
Motorcade departs enroute Shawnee Mission
(b)(2)
Northwest High School, Shawnee, Kansas.
1:30 p.m.
Motorcade arrives Shawnee Mission Northwest High
School.
2:30 p.m.
Motorcade departs enroute Kansas City Downtown
Airport.
2:50 p.m.
Motorcade arrives Kansas City
(b)(2)
2:55 p.m.
Air Force One departs Kansas City, Missouri
CDT
enroute Los Angeles, California.
4:25 p.m.
Air Force One arrives Los Angeles
PDT
4:30 p.m.
Marine One departs enroute Santa Monica landing
zone.
4:40 p.m.
Marine One arrives Santa Monica landing zone.
4:45 p.m.
Motorcade departs enroute The Beverly Wilshire.
4:57 p.m.
Motorcade arrives The Beverly Wilshire.
REMAIN OVERNIGHT: THE BEVERLY WILSHIRE
- 3 -
THURSDAY, JUNE 30, 1983
8:40 a.m.
Proceed to motorcade and board.
4:30 p.m.
BAGGAGE CALL. Place unlocked bags
outside doors and hand carry all
film.
8:53 a.m.
Motorcade departs enroute Santa Monica landing
zone.
9:05 a.m.
Motorcade arrives Santa Monica landing zone.
9:10 a.m.
Marine One departs enroute Pioneer High School
landing zone, Whittier, California.
9:25 a.m.
Marine One arrives Pioneer High School landing
zone.
Motorcade departs enroute Pioneer High School.
9:30 a.m.
Motorcade arrives Pioneer High School.
10:30 a.m.
Motorcade departs enroute Pioneer High School
landing zone.
10:35 a.m.
Motorcade arrives Pioneer High School landing
zone.
10:40 a.m.
Marine One departs enroute Santa Monica landing
zone.
10:55 a.m.
Marine One arrives Santa Monica landing zone.
11:00 a.m.
Motorcade departs enroute The Beverly Wilshire.
11:12 a.m.
Motorcade arrives The Beverly Wilshire.
5:30 p.m.
Proceed to motorcade for boarding.
5:38 p.m.
Motorcade departs enroute Santa Monica landing
zone.
5:50 p.m.
Motorcade arrives Santa Monica landing zone.
5:55 p.m.
Marine One departs enroute Queen Mary landing
zone, Long Beach, California.
6:10 p.m.
Marine One arrives Queen Mary landing zone.
6:15 p.m.
Motorcade departs enroute Spruce Goose Dome.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01g. schedule
Page 4 (1 pp.)
n.d.
(b)(7),
(e)(f)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
- 4 -
6:17 p.m.
Motorcade arrives Spruce Goose Dome.
7:55 p.m.
Motorcade departs enroute Queen Mary landing zone.
8:00 p.m.
Motorcade arrives Queen Mary landing zone.
8:05 p.m.
Marine One departs enroute Rancho del Cielo.
(b)(7)
(e)(f)
9:10 p.m.
Marine One arrives Rancho del Cielo.
REMAIN OVERNIGHT: RANCHO DEL CIELO
STAFF OVERNIGHT: SANTA BARBARA BILTMORE
SANTA BARBARA SHERATON
FRIDAY, JULY 1, 1983
PRIVATE TIME
SATURDAY, JULY 2, 1983
9:06 a.m.
Radio Address
PDT
PRIVATE TIME REMAINDER OF DAY.
SUNDAY, JULY 3, 1983
PRIVATE TIME
MONDAY, JULY 4, 1983
PRIVATE TIME
NOTE:
DETAILED SCHEDULE FOR TUESDAY, JULY 5, 1983 WILL
BE DISTRIBUTED IN SANTA BARBARA.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01h. chart
Seating Chart of VH-3D (1 pp.)
6/29/83
(b)(7),
(e)(f)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01i. chart
Seating Chart of Air Force (1 pp.)
6/29/83
(b)(7),
(e)(f)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01j. list
Organizing the Advance (2 pp.)
n.d.
(b)(2)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
ORGANIZING THE ADVANCE
( ) Set-up Field Advance Office
THE FIELD ADVANCE OFFICE: Focal point for Communication between event sponsors, the
Advance Team, the White House Advance Office, and the White House Senior Staff.
( ) Physical Set-up
KEY: Clean and orderly environment
( ) hotel furniture removed
( ) adjoining, connecting rooms
( ) conference tables around perimeter
() office supply package from Washington
( ) Staff Office volunteers
KEY: Commitment, task-oriented, efficient, technical skills
( ) Lead Advanceman must brief on players, information flow, support equipment,
messages, other responsibilities
( ) Standard Filing System
( ) file folder with a copy of each significant piece of paperwork in each folder. All
papers must be date/timed stamped.
( ) folder distribution:
each advanceman
USSS lead agent
Press advanceman
WHCA trip officer
Military aide
AF1
HMX
TV Consultant
Master trip file
( ) General filing system organized as follows:
(b)(2)
1
(b)(2)
AIRPORT ARRIVAL
Airport Manager/Base Commander:
Name (Title or Rank)
(Phone) O
H
CONSIDERATIONS:
() Military Air Base convenient
() Sufficient space for arrival
() Air Force One
() Press Plane(s)
() Helicopters
( ) Motorcade
( ) Do we want to open arrival (Check with Advance Office)
( ) Adequate parking for crowds
( ) Press access and parking
( )Public access to area
( ) Distance from airport to major event
miles
Population of surrounding area (estimate)
Would airport crowd dilute primary event crowd. Yes
No
() Angle of sun at arrival time
( ) How best not distrurb airport operations
2
NOTE: Any major problem above should be reported to Advance Office
() Alternate airports in area
() Obtain diagram of airport
() Design arrival
() Air Force One/Press Plane
() President's movements
() Staff/Guest movements
() Press area - Press movements
() Staging and docking areas (motorcades and press buses)
() Greeters (holding area)
() List of physical requirements
1.
2.
3.
4.
5.
6.
()
Bad weather alternative
3
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01k. list
Airport Arrival/Event Site (1 pp.)
n.d.
(b)(2)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
AIRPORT ARRIVAL/EVENT SITE
MOVEMENTS (Transportation)
Distance from airport/arrival site to event/hotel:
miles
( ) Helicopters
( ) Motorcade
HELICOPTERS:
( ) Sufficient room for Air Force One and helicopters
() Landing area at event site locations:
MOTORCADE:
( ) Sufficient room to form motorcade
( ) Exact mileage of route:
miles
( ) Exact times in similar conditions President will travel:
() Effect on normal commuting patterns
( ) Crowd encouraged along motorcade route (Check with Advance Office)
( ) Area population:
( ) Where start public crowds, exact location
.
() Arrival docking area
( )
( )
(b)(2)
( )
( )
()
4
()
Vehicle requirements:
VIP:
Staff:
Press:
EVENT SITE
CONSIDERATIONS:
Event Contact/Facility Manager:
Name
Phone O
H
CONSIDERATIONS:
()
Number of seats or amount of space
Seats
Area
() Physical appearance
() Quality of surrounding area
() Number of parking spaces for attendences
( ) Extra parking areas available
() Attendee access
5
( ) Magnetometers (how many, calculate time to clear)
() Enthusiasm of management
() Fire regulations
( ) Convenient motorcade access (if applicable)
() Convenient helicopter landing site (if applicable)
() Sound system (coordinate with WHCA)
() Sufficient
() Extra requirements:
(approximate cost estimate):
political
official
() Lighting (coordinate with WHCA)
() Sufficient: 150 foot candles on speaker
100 foot candles on crowd
() Extra requirements:
(approximate cost estimate):
political
official
( ) Power (coordinate with WHCA)
() Sufficient
() Extra requirements:
(approximate cost estimate):
political
official
(.) Backdrop
( ) Size
() Color
6
(approximate cost estimate):
political
official
() Telepromter
() Type of Podium
() Determine if live TV coverage, if so, inform Advance Office immediately. If
information not available now, determine as soon as possible and relay.
( ) Arena staff (how many)
Union
() Overtime (cost estimate)
() Ability to use at least 24 hours prior to event
( ) Holding room
() President - what should be in it (low key)
() Platform Guests
() Staff viewing area
() Press area - press platform with appropriate tiers
( ) White House Press Office
() Press Secretary Office
( ) Transportation Office
() Press Center - separate Press entrance
() Live TV locations
( ) Assembly areas
() Obtain floor plan
( ) Presidential Movements
() Staff/Guest Movements
() Press Area - Press Movements
( ) Greeters
() Tickets
Considerations:
()
Have we used them in area before
7
Yes
No
Reaction to tickets last time:
()
Can tickets be effectively distributed
Distribution Plan:
List of Physical requirements and things to be built:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
( ) Storyboard (HPS) - what picture do we want
() Design event site
8
EVENT SITE
() Finalize event scenario/program
Analyze and determine what required based on:
Purpose of event, goals
Storyboard (HPS)
Opportunity for special activities
Special meetings
Color events
Press/Photo opportunities
Desired Press coverage
Political consideration connected with event
Times involved
Build in Press Filing time-especially if important remarks
Location of activities
Programs, introductions
Platform lists/seating diagram
Attendance, how many/who/arrival time/tickets, etc.
Movements required
Holding area
Staff working/viewing area
Event history/background
Who attends (participants, guest, audience, etc.)
Final Details
() Entrance/Exit movements to platform
() Band: (Name)
Attended rehersal:
Yes
No
"Ruffles and Florishes"
Announcement
9
"Hail to the Chief"
Other appropriate music (can they play it)
() Holding Rooms: (Room number/name)
() Staff Room/Office: (Location)
() Press Area: (Location)
() White House Press Office: (Location)
() Press Secretary Office: (Location)
() Sample Program (Attach)
Hotel
() Coordinate with trip desk coordinator
() Availability of space
() Suitable Presidential Suite
() Access by stewards for meals
( ) Attitude of management toward visit
( ) Union/Non-Union
() Reputation/Background of hotel
() Advantageous rates
() Access and egress from transportation
() Adequate elevators to move large numbers rapidly
( ) Conference and meeting rooms
() Floor plans
() Room assignments to WHCA, Advance Office
() Proximity to Press Hotel if this hotel not enough rooms
() Hotel diagrams
Develop Tentative Schedule
() Options
()
Correct times
10
() Press Filing time
() All information
() Diagrams and floor plans
Discuss Finances with Key Contact
() Estimate total in writing
() Obtain agreement for sponsoring group to pay necessary costs
() Make accurate records of all financial agreements
() Obtain Billing address:
() Communicate above to Advance Office
Realistically determine if Key Contact should become Overall Chairman
Yes
No
Discuss with Overall Chairman Committee Chairmen requirements
NOTE: The primary functions of the Advancemen are to exercise command,
coordinate, control, and anticipate problems and not to try to do everything
himself. DELEGATE!
Point out:
() Characteristics required
() Special knowledge required
() Special contacts required
For the following Committee Chairmen:
Event Chairman
Potential Sub-Chairman
Physical facilities
Crowd control and ushers
Decorations/"Color"
Program/Entertainment
Platform and VIP's
Parking control and Ushers
Tickets
Airport Chairman
11
Sub-Chairman: Same as under Event Chairman
Press Chairman
Publicity Chairman
Transportation Chairman
Hotel Chairman
Meet individually with potential Chairmen
() Explain functions
() List responsibilities (see checklist Committee Chairman)
() Detail how you want their job done
() Complete contact sheet (attached)
Make contact/courtesy calls with key individuals in State (only after
Intergovernmental Affairs has made official call) to inform of President's visit, tentative
schedule, etc. based on trip profile and guidance from Advance Office.
() Governor
() Mayor
() Talk with Advance Office regarding local congressional delegation, RNC
National Committee, County Chairman, etc.
() Check with Advance Office if any other courtest calls should be made
IMPLEMENTATION OF PRESIDENTIAL ADVANCE
() Continous communication with overall Chairman
() Daily reports from individual Chairmen
() Physicaly check progress daily each Chairman
() Maintain daily communication with Advance Team and Advance Office -- KEEP
EVERYBODY INFORMED
() Remain available at all times - by phone/Page Boy/Radio. Let WHCA know where
you are
() Information submitted to the Advance Office
detailed staff/guest schedule
diagrams
12
platform and guest list
motorcades
hotel room assignments
important press clippings
important background information (local color report, other events, people
President to meet, local interest stories
any schedule change proposals with advantages, disadvantages and your
recommendation
audience composition report
finance report with major expenses and who pays
13
CHECK LIST FOR COMMITTEE CHAIRMAN
Event Chairman
() Maintain communications with Overall Chairman and Advancemen
() Execute Advanceman's instructions
() Control efforts of Sub-Chairman
Physical Facilities Sub-Chairman
() Obtain necessary equipment
() Recruit and direct workers
() Construct site
() Platform per specifications
() Press area/Press platform (tiers)
() Flags/backdrop
() Sound/Lighting/Power (watch costs)
() Decorate (watch costs)
Program/Entertainment Sub-Chairman
() Develop program
() Recruit MC (if required)
() Advanceman approve selection
() Coordinate entertainment with Entertainment Chairman if separate
() Script program
() Formalities, introductions, and speeches
() Interject lively entertainment throughout program (if appropriate)
() Time immediately prior to President's arrival - pad time/flexible
() Present final program to Advancement for approval
Platform and VIP's Sub-Chairman
() Produce platform list for Advanceman approval
() Names to USSS
14
() Proper identification
() Assemble prior to program in holding area
() Dissiminate information to guests
() Direct and control guests
() Seating chart
() Proper number of chairs on platform (have extra chairs)
() Name tags on chairs
() Issue credentials and tickets
() Dissiminate information to VIP's where and how get VIP treatment
Parking Control and Ushers Sub-Chairman
() Recruit volunteers
() Identify parking volunteers and ushers
() Organize parking and crowd access plan in conjunction with USSS/Local Police
() Place directional signs
() Implement parking plan
Ticket Sub-Chairman
( ) Who will print
() How many
() Distribution plan
Airport Chairman
() Control efforts of sub-chairman - same as Event Chairman
() Maintain communications with Overall Chairman and Advanceman
() Execute Advanceman's instructions
Publicity Chairman
NOTE: Decide if a separate chairman needed to credential local press
() Assist Press Advanceman
( ) Overall plan to publicize the President's trip
15
() Coordinate with Press Advanceman/Office
() News release plan (must be approved)
() New story each day
() Nothing released without Advanceman approval
() Free radio and television publicity
() Arrival day newspaper story
() Pictures
() Credential Local Press; establish time, place, etc.for credentials
() Keep Local Press informed of President's visit
() With Advanceman develop coverage of event
Transportation Chairman
(.) Coordinate with USSS
() Vehicle requirements
() Drivers
() Obtain extra cars and drivers for emergencies
() Help form motorcade
() Assist getting people to correct vehicles
() Provide motorpool requirements for overnights
Hotel Chairman
() Coordinate with Advanceman hotel requirements
() Coordinate with Press Advanceman Press hotel requirements
() Provide necessary office equipment for staff office/press room
() Label rooms/keys in doors or distribution plan
() Newspapers in rooms
() National and Local News Listing taped to T.V.
() Print rooming list/fact sheet
() Arrange hotel services
16
() Assist Stewards
() Coordinate baggage with hotel and White House Baggage man
MEETINGS AND CONFERENCE CALLS
() Daily Advance Team Staff Meetings Attendees:
each advanceman
lead USSS agent-site agents (optional, decision of lead agent)
WHCA trip officer - site officer (optional)
Military Aide AF1, HMX, stewards
Press advancemen
transportation office
others (lead advanceman decides)
() Daily meeting with key local contacts
NOTE: Ideally scheduled immediately following advance staff meeting.
Attendees: Lead advanceman determines
NOTE: For both meetings, if staff office secretary good, include to take notes.
() Daily advancemen meeting. Evening meeting to review day's activities especially
for advancemen trainees.
() Daily report to Director to Advance Office
() Final call preferably before countdown meeting to:
David Fischer
() Countdown meeting
early evening (before 8 p.m.) night before event
final staff/guest schedule with diagrams should be used as agenda
focus on the coordination aspect of each event
attendees:
each advanceman
lead USSS agent
17
site USSS agents
press advanceman
WHCA trip officer
Military Aide - AF1, HMX, stewards
transportation advance
TV consultant
() Final advancemen meeting
discuss each advanceman's specific responsibility and location for each stage
of the event
() Conference call to AF1 (if necessary)
lead advanceman
Michael McManus
David Fischer
FINAL CHECK LIST
Airport
() Layout
() Air Force One spotted
() Staff Telephone ready
() Motorcade formed
( ) Helicopters spotted
() Baggage truck and handlers ready
() Press area
() Audio Visual systems functioning (if required)
() Sound
() Contingency microphone
() Light
( ) Power
18
() Live TV Cameras
() Air Force One
() Greeters
() Reception committee briefed
() Reception committee together and ready to move
() Toe Marks
() Information to Air Force One/McManus/Fischer
() Disturbing movements eliminated
() Bad weather alternative - umbrellas
Motorcade
() Formed properly (see motorcade alignment next page)
() Labeled (per next page)
() 1,000 mile minimum (if possible)
() Fully fueled and cleaned
() Contingency plan for disabled vehicle
() Route survey completed immediately prior to departure (if required)
() Information to Director of Advance Office
() Radio communication between vehicles
() Staff/guests escort - preferably Advanceman
() Staff transportation at all times will disembark passangers at convenient locations
19
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
011. contact sheet
The Standard Motorcade (2 pp.)
n.d.
(b)(7),
(e)(f)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
Event
Physical Facilities
() Platform
() Decorated
() Proper number of seats with name tags (extra seats available)
() U.S. and Presidential flags
() Telepromter
() Podium
() President's speech
() backdrop
() Lighted (150-200 foot candles on speaker)
() Sound
( ) Access clear
() Directional signs in place
( ) Press area
( ) Access clear
() Platform
() Power
() Mult
() Tables
() Phones
() Locations labeled
() Decorations completed
( ) Necessary people in place and briefed
() Ushers
() Band(s)
() Platform guests
22
() Public access/entrances clear and moving
() Camera angle areas filled first
() Empty seats filled/draped
( ) Program on time
( ) Arrival point ready and clear
( ) Holding room checked
( ) Halls clear except essential people
() Staff entrance, access and egress marked and clear of people, escorts ready
() President's movements
( ) Normal
() Alternate
() Leave a minute or two for President to be briefed
() Rehearsal conducted - - all parties involved in introduction sequence
() Communication with platform
() President's entrance and honors sequence pat
() Move to pre-determined spot
() Live TV cue
() "Ruffles and Flourishes"
() Announcement (WHCA)
() Include people entering with President
() "Ruffles and Flourishes"
() The President moves
() "Hail to the Chief" should be played
() Twice
() Until applause begins to subside
() President center stage - - band must stop
23
() Introduction sequence
() Motorcade/Helicopter ready
() Exit
() Band leader cued
() Lively tune - 5 minues
Hotel
() Latest rooming list to WHCA
( ) Pre-registered
() Name signs and keys available
() Rooming list/fact sheet in rooms and halls
( ) Newspapers in Rooms
() National and Local News Listing Taped to T.V.
() Elevators on standby
() Offices equiped
() Extra rooms
( ) Available
() Laundry
() Valet
( ) Food service
( ) Meal service requirements for WH stewards
() Motorpool
() Baggage handlers ready with room list
() Staff floor security 24 hours
Other Events (Also see Event Site Section)
24
Meetings
() Press areas/Press movements
() Holding room
() Entrance
() Introduction
() Conference Table
() Proper number seats
() Labeled - name cards
() Flags (if appropriate)
() Seats for attendees
() Supplies
() Determine audio requirements
Dinners
() Press areas/Press movements
() Holding room
() Entrance
() Introduction
() Head Table
() Stewards - meal service
() Program on schedule
Post Trip
() Local Media Report
() Thank yous
() Names, address, and what they did, was President introduced or did he meet
() Bands - directors name, address, what they did
25
() Gifts
() Accepted for President
() Names giver, address
() Folder of all materials, for Advance Office Master file
() Names of people worth working with again/avoid send to Advance Office. List
with Trip Report
() Other information that would help future trips, etc. (Trip Report TAB G)
() Report on trip to Advance Office within 48 hours, including follow-up newspaper
clippings (Trip Report TAB G)
() Trainee Evaluation form completed
() Financial Report completed
() Advanceman personal thank yous
26
TRIP CHECKLIST
TRIP:
DATE (S) :
DATE
Memo request to Hickey for pre-
advance aircraft
Pre-Advance Itinerary/Files
Press Credentials
Hotel selected/reservations
Hotel notification to USSS, Admin. ,
Military, WHCA, Transportation
Deaver Memorandum
Press Announcement
Trip Meeting
* Briefing papers assigned
Senior Staff Memorandum with draft
summary or detailed schedule
* Courtesy calls for schedule
changes
Speech reviewed and dacomed to Advance
Briefing papers received
Traveling Guest/Staff Memo distributed
Deaver Briefing
Schedule Distribution
Personal Schedule
Final copies to: Bill/Grey/Charles
and dacomed to Advance
EVENT CHECKLIST
EVENT:
DATE (S) :
DATE
Walk-through scheduled
* Transportation arranged
* USSS/Military Aide/WHCA,
etc. notified
Deaver Memorandum
Press Announcement
Speech received/reviewed
Briefing paper received
Deaver Briefing
Schedule Distribution
Personal Schedule
Final copies to: Bill/Grey/Charles/
Advance
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01m. Contacts
National Hotel Contacts (1 pp.)
n.d.
(b)(2)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01n. Contacts
Individual Hotel Contacts (1 pp.)
n.d.
(b)(2)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
ADMINISTRATIVELY CONFIDENTIAL
PRELIMINARY TRIP PROFILE
Event:
Place:
Date/Time:
Purpose of Trip:
Events/Optional Events:
A.
B.
C.
D.
E.
Proposed Guest and Staff to accompany The President:
Congressional
Cabinet/VIP Guest
Non-Traveling WHS
Traveling WHS
Aircraft (AF1, Backup, Press)
MHX (Standard, extra).
Vehicles (Standard, extra)
Flight Time: (Aircraft/HMX)
Time/Change
To:
From:
/
To:
From:
/
To:
From:
/
To:
From:
/
To:
From:
/
Background Information
Theme/Rationale/Political Rationale (Administration Goals and Strategies to be
Highlighted)
Media Objectives/Storyboard (HPS: headline, picture, story)
Political Objectives
Financing (Political/Official: Tentative allocation of cost; Event host responsibilities)
Audience Composition/Estimated Crowd
Crowd raising required, if so, how
Check Advance Office files and other sources for:
Previous stops: Event/Date
Event/Date
Event/Date
Meeting sites and hotels:
Key Event Contacts:
Event:
(Name)
(Position)
(Phone) O
H
Event:
(Name)
(Position)
(Phone) o
H
Key State Contacts:
GOP Chairman
(Phone) O
H
National Committeeman:
(Phone) O
H
National Committeewoman:
(Phone) O
H
County Chairman:
(Phone) O
H
Congressional Delegation:
Staff Contact
(
)
Phone
(
)
Phone
(
)
Phone
(
)
Phone
Other Contacts:
Governor:
(
)
Phone
Staff Contact:
Others:
(Name)
(Position)
(Phone) O
H
(Name)
(Position)
(Phone) O
H
Advance Team:
Staff Advance: Lead
Other
Press Advance:
TV Consultant:
USSS: Lead
Other
Military Office:
Aide:
WHCA:
Trip Officer:
Site:
Air Force One:
Helicopter:
Other:
Contractors:
Lighting: Use again
Avoid
(Name)
(Phone) O
H
Sound: Use again
Avoid
(Name)
(Phone) O
H
Decorations: Use again
Avoid
(Name)
(Phone) O
H
Construction: Use again
Avoid
(Name)
(Phone) O
H
Comments/Other data:
The White House
Presidential Advance Office
CONTACT SHEET
EVENT
NAME:
DATE:
ADVANCE
LEAD:
WHCA
PRESS:
USSS
TRIP DESK:
CONTACT
Name and Title:
Address:
Office Phone:
Resident Phone:
Responsibility:
Name and Title:
Address:
Office Phone:
Resident Phone:
Responsibility:
Name and Title:
Address:
Office Phone:
Resident Phone:
Responsibility:
Name and Title:
Address:
Office Phone:
Resident Phone:
Responsibility:
Name and Title:
Address:
Office Phone:
Resident Phone:
Responsibility:
Name and Title:
Address:
Office Phone:
Resident Phone:
Responsibility:
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01o. Contacts
Trip Meeting Contact List (1 pp.)
n.d.
(b)(7),
(e)(f)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
TRIP MEETING CONTACT LIST
OFFICE
EXT.
CONTACT
ATTENDEE
Advance
7565
Bill Henkel
Charles Bakaly
Trip Coordinator
Leg. Affairs
2230
Lynn Skolnick
Lynn Skolnick
Mike McManus
6687
Margie Crawford
Mike McManus
Military Office
2150
Military Aide
John Nettles
WHCA Trip Officer
Military aide
Personnel
7060
Bob Tuttle
Bob Tuttle
Photo Office
6709
Carol Greenawalt
Carol Greenawalt
Press Office
2100
Mark Weinberg
Mark Weinberg
Scheduling
7560
Fred Ryan
Fred Ryan
Speechwriting
6266
Nancy Roberts
Researcher
Speechwriter
Transportation
2250
Billy Dale
Billy Dale
(w(7)(f)
WH Admin.
2500
Julie Brink
Theresa Elmore
WH Counsel
7803
Sherrie Cooksey
Sherrie Cooksey
OPTIONAL DEPENDING UPON EVENT/CIRCUMSTANCE:
Intergovernmental
Affairs
7943
Rick Neal
Rick Neal
Public Liaison
7140
Jack Courtemanche
Jack Courtemanche
Cabinet Affairs
2800
Patsy Faoro
Patsy Faoro
Pol. Affairs
7620
Caron Jackson
Caron Jackson
Private Sector
Initiatives
6676
Michael Castine
Michael Castine
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01p. Checklist
State/Working Visits Checklist (1 pp.)
n.d.
(b)(7),
(e)(f)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
STATE/WORKING VISITS CHECKLIST
PROTOCOL OFFICE (632-1276)
Assigned protocol officer can provide meeting
times, information on interpretation, meeting
participants, etc.
NSC (Chuck Tyson/x.3440)
Can provide meeting times, information on
interpretation, meeting participants, etc.
WHCA (x. 4220)
Provides audio support
USHERS' OFFICE (x. 2650)
Handles all set-up for ceremonies (except
arrivals) including platform, ropes and
stantions
MDW (Tom Groppl/693-0636)
In charge of all troop movements plus actual
set-up on South Grounds for arrival
ceremonies
SOCIAL OFFICE (G. Hodges/L. Faulkner/x.7064)
Will order toecards; handles all social
aspects of visits
PRESS OFFICE (Robin Grey/ X. 2100)
Check placement of platforms and any special
requirements
(b)(7) (e)(f)
DAVID FISCHER (x.2168)
Must be fully briefed; Dave also coordinates
interpretation in the meetings and for
remarks
MILITARY AIDE (x. 2150)
Liaison to MDW, Military Band, etc. Also
must be fully briefed
WEST LOBBY RECEPTIONIST (Nell Yates/x.2605)
To hold Roosevelt Room
WEST LOBBY USHER (Carl/x.2275) 2275)
For help with problems, coordinates red
carpet placement
GSA (Dan Cooper/x.3154)
Red carpet
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01q. Checklist
In-House Event Checklist (1 pp.)
n.d.
(b)(7),
(e)(f)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
IN-HOUSE EVENT CHECKLIST
PROJECT OFFICER (S)
PRESS OFFICE (Robin Grey/x.2100)
RESIDENCE USHERS' OFFICE (x.2650)
OR
W.W. USHERS' OFFICE (Carl/x.2275)
OR
GSA (Dan Cooper/x.3154)
WHCA (x. 4220)
(e)(f)
SOCIAL OFFICE (G. Hodges/L. Faulkner/x.7064)
Optional depending on event location
DAVID FISCHER (x.2168)
MILITARY AIDE (x.2150)
TRAINEE EVALUATION REPORT
Trainee
Lead Advanceman (evaluator)
5 = Outstanding
Many positive instances of this attitude
4 = Above Average
High, but not outstanding
3 = Average
Mixture of plusses and minuses
2 = Below Average
More negative, but not bottom
1 = Low
Inadequate
Analytical Skills (i.e. problem solver, good with details, understands big picture, etc.)
High
Low
54321
Comments:
Mental Alertness/Quickness (i.e. quick in thought, ability to organize quickly, respond
logically, etc.)
High
Low
5 4 3 2 1
Comments:
1
Initiative/Risk Taker (i.e. innovative, inquisitive, assumes responsibilities, not afraid of
calculated risks, a leader, etc.)
High
Low
54321
Comments:
Organization Skills (i.e. works well under pressure, prioritizes, sets goals, able to keep
many balls in air, etc.)
High
Low
54321
Comments:
Flexibility (i.e. open, adjustable to changes, receptive to new ideas, etc.)
High
Low
54321
Comments:
2
Energy (i.e. tenacious, competitive, willing to work long hours, self-motivated,
enthusiastic, hard worker, etc.)
High
Low
54321
Comments:
Communication Skills (i.e. speakes clearly, logically, concisely, good writing skills, etc.)
High
Low
54321
Comments:
Maturity (i.e. can handle frustration, pressure, results oriented, is suitable representative
of the President, etc.)
High
Low
54321
Comments:
3
Impact/Credibility/Integrity (i.e. confident, trustworthy, poised, well groomed, meets
people easily, etc.)
High
Low
54321
Comments:
Would you want to work with him/her again?
One sentence summary of individual:
Recommendation:
Use Again
Assume More Responsibility
Drop
4
TRIP REPORT
(Narrative Memorandum)
EVENT
Location
Date
ADVANCE TEAM (list)
Lead Advance
Advance
Trainees
Lead USSS
Press Advance
Transportation Advance
Military Aide
WHCA Trip Officer
Others
LOCAL CONTACTS/CONTRACTORS (See attached form to be completed as tab)
Name
Address
Telephone Number
Area of Responsibility
Use Again
Why
Comments
GENERAL OUTLINE OF TRIP - Positive Points and Analysis of any Problem(s)
Arrival
Motorcades
Other Transportation
Events
Crowd Situations
Hotel
Departure
EVALUATION OF FACILITIES - Positive Points and Analysis of any Problems
Airport
Event Site(s)
Hotel
1
FINANCES
List Major Expenses
Who Responsible
Any Problems
COMMENTS ON W.H. SUPPORT GROUP/TEAM
CONCLUSION
Did event achieve the scheduling purpose - media, admin. program, political, etc.
Lessons learned (if any)
Recommendations
Summary Evaluation (one sentence)
2
EXPENSE REPORTS
Upon return from an advance, you should submit either:
a) a "Travel Voucher" for Official travel (Attachment A), or
b) a "Weekly Report for Political Expenses" (Attachment B)
to claim for any expenses incurred and to claim for per diem.
Attachments A and B show what information needs to be filled out
and what information is not necessary.
Essential information includes:
- Name / Address
- Social Security Number
- Authorization Number
- Dates of travel
- Transportation (mode, points of travel)
- Date and time of departure from residence
- Date and time of return to residence
For Presidential travel, it is not necessary to itemize expenses;
however, if you wish to claim mileage, taxis, official phone calls
(applies only when WHCA is not set up), etc., you should submit
receipts where possible and list these items on your voucher ac-
cording to the date.
Unreimbursable items include:
- Unofficial phone calls
- Tips
- Laundry / Pressing
- Tax (On official advances only, if you pay for lodging,
be aware that you will not be reimbursed for any tax for
which you might have been charged - the government is tax
exempt.)
- Insurance (On official advances only, if you pay for your
rental car and have accepted insurance, be aware that you
will not be reimbursed for any insurance for which you
might have been charged - the government is "self-insured".)
** ATTACHMENT A **
** ATTACHMENT A
1. DEPARTMENT OR ESTABLISHMENT,
2. TYPE OF TRAVEL
3. VOUCHER NO.
TRAVEL VOUCHER
BUREAU DIVISION OR OFFICE
TEMPORARY DUTY
PERMANENT CHANGE
4. SCHEDULE NO.
(Read the Privacy Act
EOP
OF STATION
tatement on the back)
a. NAME (Last, first, middle initial)
b. SOCIAL SECURITY NO.
6. PERIOD OF TRAVEL
a. FROM
b. TO
DOE, John
123-44-5678
Oct. 31
Nov. 5
TRAVELER (PAYEE) 9.
C. MAILING ADDRESS (Include ZIP Code)
d. OFFICE TELEPHONE NO.
7. TRAVEL AUTHORIZATION
860 Park Avenue
a. NUMBER(S)
b. DATE(S)
New York City, NY
212/000-0000
(from
T.A.)
e. PRESENT DUTY STATION
f. RESIDENCE (City and State)
10. CHECK NO.
8. TRAVEL ADVANCE
9. CASH PAYMENT RECEIPT
11. PAID BY
a. Outstanding
a. DATE RECEIVED
b. AMOUNT RECEIVED
b. Amount to be applied
$
C. Amount due Government
c. PAYEE'S SIGNATURE
(Attached:
Check
Cash)
D. Balance outstanding
12. GOVERNMENT
I hereby assign to the United States any right I may have against any parties in connection with reimbursable
Traveler's Initials
TRANSPORTATION
REQUESTS, OR
transportation charges described below, purchased under cash payment procedures (FPMR 101-7)
TRANSPORTATION
ISSUING
MODE,
TICKETS, IF PUR-
POINTS OF TRAVEL
CHASED WITH CASH
AGENT'S
CAR-
CLASS OF
(List by number below
VALUATION
RIER
SERVICE
DATE
and attach passenger
OF TICKET
AND ACCOM-
ISSUED
FROM
TO
coupon; if cash is used
(Initials)
MODATIONS
show claim on reverse
(a)
(b)
(c)
(d)
(e)
(f)
side.)
mercial
New York City
Los Angeles, CA
Commercial
Los Angeles, CA
New York City, NY
13. I certify that this voucher is true and correct to the best of my knowledge and belief, and that payment or credit has not been
received by me. Rabin Joe When applicable, per diem claimed is based on the average cost of lodging incurred during the period covered by
this voucher.
TRAVELER
DATE
AMOUNT
SIGN HERE
CLAIMED
$
NOTE: Falsification of an item in an expense account works a forfeiture of claim (28 U.S.C. 2514) and may result in a fine of not more
than $10,000 or imprisonment for not more than 5 years or both (18 U.S.C. 287; i.d. 1001).
14. This voucher is approved. Long distance telephone calls, if any, are certified as
17. FOR FINANCE OFFICE USE ONLY
necessary in the interest of the Government. (NOTE: If long distance telephone calls
COMPUTATION
are included, the approving official must have been authorized in writing by the
$
a. DIFFER.
head of the department P. or agency to so certify (31 U.S.C. 680a).)
ENCES,
IF ANY
APPROVING
DATE
(Explain
and show
OFFICIAL
amount)
SIGN HERE
15. LAST PRECEDING VOUCHER PAID UNDER SAME TRAVEL AUTHORIZATION
b. TOTAL VERIFIED CORRECT FOR
a. VOUCHER NO.
b. D.O. SYMBOL
C. MONTH &
CHARGE TO APPROPRIATION
YEAR
Certifier's initials:
$
16. THIS VOUCHER IS CERTIFIED CORRECT AND PROPER FOR PAYMENT
C. APPLIED TR AVEL ADVANCE
(Approp symbol):
IORIZED
$
TIFYING
DATE
FICIAL
SIGN HERE
d.
NET TO TRAVELER
$
18. ACCOUNTING CLASSIFICATION
1012-116
NSN 7540-00-634-4180
STANDARD FORM 1012 (REV. 10-77)
Prescribed by GSA, FPMR (41 CFR) 101-7
Complete this
INSTRUCTIONS TO TRAVELER (Unlisted items are self-explanatory
F
information
AIIACHMENT A (CONT) K K
SCHEDULL
Col. (c) If the voucher includes
Com-
Col. (d)
Show amount incur
each meal, including tax and tips, and daily total
if this is a
per diem allowances for
plete
thru (g)
meal cost.
continuation
OF
OF
sheet.
members of employee's
only
(h) Show expenses, such as: laundry, cleaning and pressing of clothes, tips to bellboys,
PAGES
EXPENSES
immediate family, show
for
porters, etc. (other than for meals).
TRAVEL AUTHORIZATION NO.
(i) Complete for per diem and actual expense travel.
members' names, ages,
actual
AND
(j) Show total subsistence expense incurred for actual expense travel.
and relationship to em-
expense
(m) Show per diem amount, limited to maximum rate, or if travel on actual expense, show
AMOUNTS
ployee and marital status
travel
the lesser of the amount from col. (j) or maximum rate.
TRAVELER'S LAST NAME
CLAIMED
of children (unless infor-
(n) Show expenses, such as: taxi/limousine fares, air fare (if purchased with cash), local or
long distance telephone calls for Government business, car rental, relocation other than
mation is shown on the
subsistence, etc.
travel authorization.)
ITEMIZED SUBSISTENCE EXPENSES
MILEAGE
AMOUNT CLAIMED
DATE
TIME
DESCRIPTION
RATE:
83
MISCEL
19
(Hour
(Departure/arrival city, per diem
MEALS
e
LANEOUS
TOTAL
computation, or other explanations
NO. OF
MILEAGE
SUBSISTENCE
OTHER
and
BREAK-
SUBSIS.
LODGING
SUBSISTENCE
am/pm)
of expense)
FAST
LUNCH
DINNER
TOTAL
TENCE
EXPENSE
MILES
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(i)
(j)
(k)
(1)
(m)
(n)
10/31
8:00
am dpt. residence
en
route
Airport
3
00 cab
JFK
9:00
am dpt. JFK en route
Los
Angeles,
CA
via
UA
flt.
19
11/1
11/2
11/3
11/4
11/5
8:30
am dpt. LAX en route
New
York,
NY
via
AA
flt.
2
6:30
pm arr. residence
3 00 cał
SUBTOTALS
If additional space is required, continue on another SF 1012-A BACK. leaving the front blank.
TOTALS
In compliance with the Privacy Act of 1974, the following information is pro-
criminal, or regulatory investigations or prosecutions, or when pursuant to a
requirement by this agency in connection with the hiring or firing of an
Enter grand total of columns (1), (m) and
vided. Solicitation of the information on this form is authorized by 5 U.S.C.
Chap. 57 as implemented by the Federal Travel Regulations (FPMR 101-7),
employee, the issuance of a security clearance, or investigations of the per
(n), below and in item 13 on the front of
E.O. 11609 of July 22, 1971, E.O. 11012 of March 27, 1962, E.O. 9397 of
formance of official duty while in Government service. Your Social Security
this form.
November 22, 1943, and 26 U.S.C. 6011(b) and 6109. The primary purpose
Account Number (SSN) is solicited under the authority of the Internal
of the requested information is to determine payment or reimbursement to
Revenue Code (26 U.S.C. 6011(b) and 6109) and E.O. 9397, November 22,
eligible individuals for allowable travel and/or relocation expenses incurred
1943, for use as a tax payer and/or employee identification number; disclosure
under appropriate administrative authorization and to record and maintain
is MANDATORY on vouchers claiming travel and/or relocation allowance
costs of such reimbursements to the Government. The information will be
expense reimbursement which is, or may be, taxable income. Disclosure of
TOTAL
used by officers and employees who have a need for the information in the
your SSN and other requested information is voluntary in all other instances;
AMOUNT
performance of their official duties. The information may be disclosed to
however, failure to provide the information (other than SSN) required to
CLAIMED
appropriate Federal, State, local, or foreign agencies, when relevant to civil,
support the claim may result in delay or loss of reimbursement.
STANDARD FORM 1012 BACK (10-77)
GU.S. G.P.O. 1982-361-526/8092
** ATTACHMENT B **
** ATTACHMENT B **
WEEKLY
Name: John DOE
nEPORT FOR
Permanent Address: 860 Park Avenue
POLITICAL EXPENSES
New York City, NY
Social Security No. 123-44-5678
Self Employed:
YES
NO
Week Ending 5 Nov. 1983
NO. (from Travel Authorization)
Cash Expenses
DATE: Nov. 7. 1983
Expense
10/31
11/1
11/2
11/3
11/4
11/5
Item
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
TOTALS
1. Breakfast
2. Lunch
3. Dinner
4. Hotel
5. Tips
6 T^xi & Rent
r
7. Tel & Tel
8. Transportation
9. Entertainment
3.00 cab
3.00 cab
$6.00 cab
10.Miscellaneous
WILL
BE HILLE D OUT BY RNC
11. Per Diem
12. Total Cash
Expenses
*Details of Transportation & Entertainment
8. Transportation
Date
From-To
Method Used
Purpose
COST
Taxi
10/31
Time Departed 00 am Office/Residence: dpt. Residence en route JFK
Commercial
10/31
9:00 am dpt. JFK en route Los Angeles, CA via UA flt. 19
Commercial
11/5
8:30 am dpt. LAX en route NYC, NY viaAA flt. 2
Taxi
6:30 pm arr. residence
Time Returned Office/Residence:
9. Entertainment
Date
Name of Person(s)
Where Entertained
Purpose
COST
THIS SECTICN DOES NOT
APPLY
Requesting Signature
White House Political Affairs or VP's Office /Approved by
White House Department Head/Approved by
Political Approval
6/1/83
WHITE HOUSE ADVANCE OFFICE
CHECKLIST
President
Trip To
Date(s)
First Lady
Other:
HOTEL(S):
Name
Contact
Telephone Number
Rate: Room
; Suite
Room Assignments to:
Hotel
WH Administrative Office
Preliminary Hotel Bill Secured
Other Hotel Charges:
Charge for
Amount
Authorized by
To Be Paid By
Special Guests:
Name
To Be Paid by
CAR RENTALS
Company(ies) used:
Total number of cars rented
Rented for the period of
All rental receipts attached
MISCELLANEOUS EXPENSES
Vendor
Item
Amount
Auth. By
To Be Paid By
List of all volunteers associated with trip enclosed
All bills are to be sent directly to:
The Administrative Office
Signature of Lead Advance
The White House
LOCALCONTACTS/CONTRACTORS
Event:
Location:
Date:
Name
Address
Telephone Number O
H
Area of Responsibility:
Use Again
Avoid
Why
Comments
Name
Address
Telephone Number O
H
Area of Responsibility:
Use Again
Avoid
Why
Comments
Name
Address
Telephone Number O
H
Area of Responsibility:
Use Again
Avoid
Why
Comments
1
Name
Address
Telephone Number O
H
Area of Responsibility:
Use Again
Avoid
Why
Comments
Name
Address
Telephone Number O
H
Area of Responsibility:
Use Again
Avoid
Why
Comments
Name
Address
Telephone Number O
H
Area of Responsibility:
Use Again
Avoid
Why
Comments
2
THE WHITE HOUSE
WASHINGTON
March 22, 1983
MEMORANDUM TO ADVANCE STAFF
FROM
WILLIAM HENKEL
SUBJECT
MOTORCADE CHANGE
Please note the following changes in the motorcade line-up:
In-town Events - WHCA will precede Press Vans.
Out-of-town Events - WHCA will follow Support as
part of the secure package.
THE WHITE HOUSE
WASHINGTON
March 10, 1983
MEMORANDUM FOR THE ADVANCE STAFF
FROM:
WILLIAM HENKEL AAD
SUBJECT:
Local Media Follow-up
In a conversation with Jim Baker today, I told him about
the outstanding local media coverage the President has
been receiving recently, i.e., Boston, Klamath Falls,
Orlando, etc.
We further discussed the need to disseminate this
information within the White House. It is my idea to have
a supplemental page or two inserted in The White House
News Summary a day or two after the event. If this is to
be done, we will need to do a more responsible job of
collecting local newspapers and getting them back to the
Advance Office immediately after the trip.
Also, I want the Post Trip Local Media Report completed.
(See attached copy.)
THE WHITE HOUSE
WASHINGTON
March 10, 1983
MEMORANDUM FOR THE ADVANCE STAFF
FROM:
WILLIAM HENKEL
AN
SUBJECT:
Staff Offices
On Presidential visits, in the future I want only one
White House Advance/Staff office unless the overnight is
in the middle of a trip and the Advance Office will be
functioning to produce schedules, etc.
It is imperative that the lead advance or hotel site
person submit to the WHCA switchboard, and more
importantly to the hotel switchboard, a list of all
traveling guests and staff. Also, an instruction should
be given to the hotel switchboard that during work hours,
outside calls to the hotel be directed to the Staff Office.
Staff office volunteers must do a better job of taking
messages and soliciting information. Remember, the caller
cannot differentiate between a volunteer and a member of
the White House staff. Therefore, our volunteers must be
courteous and efficient in order to maintain the image of
the White House.
All calls to the President or senior staff should be
referred to Shirley Moore or the other White House
secretaries traveling. I expect Shirley Moore's message
envelop to receive special attention.
CC: M. McManus
S. Moore
THE WHITE HOUSE
WASHINGTON
March 10, 1983
MEMORANDUM FOR THE ADVANCE STAFF
FROM:
WILLIAM HENKEL AND
SUBJECT:
Files
Not only should there be two copies of every schedule, but
I can't stress to you how important it is to keep all the
necessary information on the event in that file for the
future.
Many times. we return to a place or repeat an event and
when we check the file for contacts, etc., they are not in
there. Each advance person should make a concerted effort
to note the names of contacts, problems incurred and give
any miscellaneous info such as maps, etc. to the Trip Desk
so that it can put it in the file.
CC: M. McManus
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01r. memo
William Henkel to Advance Office Staff (2 pp.)
2/7/83
(b)(2), (b)(7),(e)(f)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
THE WHITE HOUSE
WASHINGTON
February 7, 1983
MEMORANDUM FOR KENNETH M. DUBERSTEIN
DAVID R. GERGEN
EDWARD J. ROLLINS
RICHARD S. WILLIAMSON
RED CAVANEY
FROM:
WILLIAM HENKEL
AND
SUBJECT:
Presidential Trips
The past several Presidential trips have underscored the
need to improve the relationship between the President and
key Congressional, Local and Administration Officials who
accompany the President and who are in attendance at
events, or officials from the state or area we are
visiting. Problems include failure to recognize or
introduce key idividuals at appropriate times and lack of
understanding by those individuals as to what their roles
and activities should be.
Furthermore, the specific goal or objective of a given
trip has not always been understood between White House
offices. I believe that closer coordination between this
office and each of yours could vastly improve these
situations. Specifically, I suggest that:
1. A representative of yours attend our trip meeting to
familiarize themselves with the trip content and
objectives and to identify who from our office will be
acting as Trip Coordinator.
2. The names -- especially of local elected and political
officials -- your office has contacted after the trip
meeting so the Trip Coordinator can plan for their
participation or how you want them handled.
3. Presidential guests be identified and committed as
early as possible after the trip meeting and that
their names be given to the Trip Coordinator along
with requests or suggestions for participation.
-2-
4. Your representative maintain an on-going liaison with
the Trip Coordinator who can provide draft schedules
and up-dated information on the trip as it develops
and refine guest participation plans. I recommend
that your representative making the trip, contact the
Trip Coordinator to arrange for a briefing or
conference call with the Advanceman on their
responsibilities to escort Presidential guests.
5. The Advance Office participate in the development of
the President's briefing paper and remarks -- if only
to the extent that they be reviewed by this office for
factual congruency (i.e., times, locations,
introductions, sequence) between those documents and
the final trip schedule.
Please let me know your thoughts on this matter. I'm sure
that if we coordinate these steps we can collectively
produce Presidential trips that are smooth, well targeted
and successful for all.
CC: Michael A. McManus, JI.
3
THE WHITE HOUSE
WASHINGTON
February 4, 1983
MEMORANDUM FOR DAVID C. FISCHER
FROM:
WILLIAM HENKEL PAE-
SUBJECT:
3 X 5 . Index Cards
Dave, at a meeting with the Advance Staff yesterday, we
discussed that on some recent trips certain people at
speech sites or in close proximity to the President were
inadvertently not acknowledged, i.e., Jim Sanders,
Administrator SBA, at the St. Louis lunch, members of
Congress, etc.
In order to avoid this problem and if you approve, the
lead advance person will try to slip you a 3 X 5" index
card with the names of greeters, a separate one for those
who will be on the platform with the President who we
recommend be acknowledged and of any additions or changes
of those who appear on the President's schedule.
Hopefully, in this way we can keep the President and you
fully informed and benefit from our sense of whom needs to
be recognized.
CC: M. McManus
THE WHITE HOUSE
WASHINGTON
October 27, 1982
MEMORANDUM TO THE ADVANCE STAFF
FROM:
WILLIAM HENKEL
SUBJECT:
Presidential Holding Areas
and Walking Routes
For the upcoming Western trip and in the future, it is
imperative that holding areas and Presidential routes be
as clear as possible and that any local personnel, White
House staff and others be out of these areas.
At my 8:30 a.m. meeting this morning, Mr. Deaver said that
in Raleigh he observed a totally unacceptable number of
people in areas where they were not supposed to be. He
wants the advance staff and secret service to do a better
job of keeping these areas clear. In the schedule we
instruct guests and staff on where they are to go, but it
is the advance team's responsibility with the help of
escorts to be more aggressive in channeling non-essential
White House staff to viewing areas which are selected to
place them out of the President's proximity.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
02. memo
William Henkel to Advance Staff (1 pp.)
9/27/82
(b)(2)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
THE WHITE HOUSE
WASHINGTON
April 19, 1983
MEMORANDUM FOR:
LEAD ADVANCE
PRESS ADVANCE
FROM:
WILLIAM HENKEL
SUBJECT:
Local News Reporting to the White House,
Speechwriters and Office Assigned Briefing
Paper
It will be your responsibility to dacom to the Advance Office and
Bill Hart (News Summary) copies of newspaper articles about the
President's impending trip to your location.
In addition, you will be responsible for assembling all the
newspapers following the President's trip and submitting them to
the Advance Office and the News Summary. If you have any
questions, don't hesitate to contract Bill Hart directly on Ext.
2950. Also, the Local Media Report contained in your manual must
be completed for all the local TV coverage.
All of you are responsible for developing and sending in
information helpful to the office preparing the briefing paper
and the speechwriter/researcher working on the President's
remarks. A copy of this information should be sent to the
Advance Office to my attention.
The Pittsburgh trip was a good example of being prepared for all
eventualities, and I want this to be continued for each trip in
the future.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
03. memo
William Henkel to Advance Staff
5/2/83
(b)(2)
Re: Motorcades (1 pp.)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
04. memo
William Henkel to Advance Staff
5/3/83
(b)(2)
Re: In-Town Motorcade Procedure (1 pp.)
(b)(7), (e)(f)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
THE WHITE HOUSE
WASHINGTON
May 5, 1983
MEMORANDUM FOR GREY TERRY
TRIP COORDINATORS
FROM:
WILLIAM HENKELB
SUBJECT:
OBSERVATIONS
Henceforth and with no exception, the following procedures
must be followed:
1) The Assistants to the President memorandum with the
Summary Schedule must be distributed for every trip.
2) Whenever an additional event is added to the
President's schedule, which has not been discussed at
the trip meeting or listed in the Assistants' memo,
call the appropriate White House office and inform
them of the new activity.
3) For every Presidential out-of-town trip, a traveling
guest and staff memorandum must be distributed with
baggage, transportation, dress and weather information
the afternoon prior to a trip.
4) For multiple trips, one Trip Coordinator will be
assigned overall responsibility to coordinate and
întegrate the various schedules.
CC: Advancemen
CC Alwarc
THE WHITE HOUSE
WASHINGTON
Stuff ITap As
time
May 12, 1983
OK
196/10
MEMORANDUM FOR WILLIAM HENKEL
FROM:
W. GREY TERRY B p
SUBJECT:
Deaver Meeting Re: Out of Town Speeches
ATTENDEES:
M. Deaver
D. Gergen
W. Sittmann
G. Terry
The following items were agreed upon after a 10 minute
discussion.
Indoor speeches should be limited from 10 to 12 minutes.
Outdoor speeches should be limited from 5 to 6 minutes.
Speechwriters should send researchers on pre-advances
where possible although they have staffing problems of
numbers of researchers.
It was further agreed that (1) Gergen should advise Darman
that the Advance Office is to receive first drafts of out
of town speeches and (2) that the Advance Office be
provided a copy of the speechwriters draft schedule.
In addition, it was agreed that the Advance Office would
hold trip meetings as soon as possible after pre-advances
to provide adequate lead time to assigned speechwriters.
Finally, it was also agreed that there should be improved
communication between the assigned speechwriter and the
Lead Advance.
On another subject, it was requested by Gergen that the
Press Office and Advance communicate on providing a
room/area, etc. for interviews with the key invitees to
Rose Garden events. Example: SBA Rose Garden event --
two main people were put on a bus and driven away before
the press had a chance to talk with them.
THE WHITE HOUSE
WASHINGTON
June 1, 1983
MEMORANDUM FOR PRESIDENTIAL ADVANCE
FROM:
WILLIAM HENKEL MO
SUBJECT:
Thank You Letters and Photos
It is imperative that each of you make completing the
thank you/contact list and ordering Presidential photos a
higher priority.
I understand the difficulties of completing these tasks
when you go from one stop to another. However, in the
future I want you to assign a full time local volunteer to
assemble thank you lists prior to your departure from a
site. All thank you lists must be typed.
For volunteer Lead Advancemen, as soon as the Advance
Office receives the contact sheets, they will be mailed to
you along with an order form. You should return it to the
Advance Office no later than 5 business days after
received.
CC: A. Higgins
M. Evans
THE WHITE HOUSE
WASHINGTON
June 21, 1983
MEMORANDUM FOR ADVANCE STAFF
FROM:
WILLIAM HENKEL
SUBJECT:
Advance Office Volunteer Use
of WHCA Phones
Please make sure the volunteers in vour staff offices
know how to work the phones.
If necessary, ask WHCA to come down and aive them a
demonstration on the first day the office is operational.
I am TIRED of being cut off time after time and I am
sure others are experiencing the same difficulty.
CC: Colonel Tuck
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
05. memo
William Henkel to Advance Staff
8/23/83
(b)(2)
Re: Update: Capacity of H-53's (1 pp.)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
THE WHITE HOUSE
WASHINGTON
August 26, 1983
MEMORANDUM FOR ADVANCE STAFF
FROM:
WILLIAM HENKEL
W
SUBJECT:
Insurance for Motorcade Cars
As a result of a question that came up during the President's
trip to San Diego today, the following should be observed
when obtaining motorcade cars.
For Official trips:
When motorcade cars are either rented
or donated, government "self-insurance"
will cover any accidents. Accepting
insurance is, therefore, not necessary
(nor allowed).
For Mixed trips:
When motorcade cars are either rented
or donated, government "self-insurance"
will cover any accidents. P.S above, do
not accept insurance.
** If someone does have an accident, be
sure to notify Room 1 ASAP so they do
not split that bill off to the RNC.
For Political trips:
When motorcade cars are rented, accept
the insurance. If the cars are donated
they MUST be insured by the dealer/owner;
however, Fred Fielding's general in-house
policy for political trips is to rent in
ALL cases to avoid any questions concern-
ing political contributions.
** The RNC's general insurance does NOT
cover car accidents.
THE WHITE HOUSE
WASHINGTON
September 12, 1983
MEMORANDUM FOR BILL HENKEL
FROM: Larry Speakes
8
We need to re-emphasize to the advance staff
the need to have a clear-cut understanding on
all Presidential events that any "official
photographer" representing the host organization
have no publication rights to his photographs
of the President, and that they are intended
only for personal use, with any publication --
such as newsletters -- to be only with permission
of the Office of the Press Secretary.
This stems from the President's visit to the
National Cathedral where the Cathedral press
office released photos to the New York Times
and Time Magazine.
CC: David Gergen
THE WHITE HOUSE
WASHINGTON
October 6, 1983
MEMORANDUM FOR EDWARD V. HICKEY, JR.
FROM:
WILLIAM HENKEL
SUBJECT:
Open Presidential Microphones
This afternoon I was watching the video tape review on
channel 2 of Presidential activities which took place during
the previous week.
During the coverage of both the Americas Cup Race and the U. S.
Olympic Hockey Team events while the President was greeting the
participants, the podium microphone was picking up the Vice
President's private conversations. These comments were picked
up by the mult. Perhaps in the future we can activate the
microphone when the official program begins or the President
starts to speak. I would appreciate your thoughts.
Thank you.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
06. memo
William Henkel to Advance Staff
11/17/83
(b)(7),
Re: Control Car (1 pp.)
(e)(f)
Collection:
Record Group:
Bush Presidential Records
Office:
Advance, Office of
Series:
Hazelrigg, Margaret J. (Peggy)
Subseries:
WHORM Cat.:
File Location:
Binder: Advance Office Operations Manual
Date Closed:
8/8/2007
OA/ID Number:
06987-007
FOIA/SYS Case #:
2007-0753-F
Appeal Case #:
Re-review Case #:
Appeal Disposition:
P-2/P-5 Review Case #:
Disposition Date:
AR Case #:
MR Case #:
AR Disposition:
MR Disposition:
AR Disposition Date:
MR Disposition Date:
RESTRICTION CODES
Presidential Records Act - [44 U.S.C. 2204(a)]
Freedom of Information Act - [5 U.S.C. 552(b)]
P-1 National Security Classified Information [(a)(1) of the PRA]
(b)(1) National security classified information [(b)(1) of the FOIA]
P-2 Relating to the appointment to Federal office [(a)(2) of the PRA]
(b)(2) Release would disclose internal personnel rules and practices of an
P-3 Release would violate a Federal statute [(a)(3) of the PRA]
agency [(b)(2) of the FOIA]
P-4 Release would disclose trade secrets or confidential commercial or
(b)(3) Release would violate a Federal statute [(b)(3) of the FOIA]
financial information [(a)(4) of the PRA]
(b)(4) Release would disclose trade secrets or confidential or financial
P-5 Release would disclose confidential advice between the President
information [(b)(4) of the FOIA]
and his advisors, or between such advisors [a)(5) of the PRA]
(b)(6) Release would constitute a clearly unwarranted invasion of
P-6 Release would constitute a clearly unwarranted invasion of
personal privacy [(b)(6) of the FOIA]
personal privacy [(a)(6) of the PRA]
(b)(7) Release would disclose information compiled for law enforcement
purposes [(b)(7) of the FOIA]
C. Closed in accordance with restrictions contained in donor's deed of
(b)(8) Release would disclose information concerning the regulation of
gift.
financial institutions [(b)(8) of the FOIA]
(b)(9) Release would disclose geological or geophysical information
PRM. Removed as a personal record misfile.
THE WHITE HOUSE
WASHINGTON
April 23, 1983
MEMORANDUM FOR WILLIAM HENKEL
SPECIAL ASSISTANT TO THE PRESIDENT AND
DIRECTOR OF PRESIDENTIAL ADVANCE
FROM:
FRED F. FIELDING
1111
COUNSEL TO THE PRESIDENT
SUBJECT:
Use of Volunteers for Presidential Advance
You have stated that you are currently recruiting individuals
to perform advance services on behalf of the President. As
you will be investing significant resources into preparing
such individuals to be advancemen throughout the rest of the
President's term of office, the question has arisen with
regard to the restrictions that will apply to the payment of
the salaries of these volunteer advancemen by their employers
in the event that the President becomes a candidate for
re-election. Accordingly, you have requested legal guidance
regarding any prohibitions under the Federal election laws
which would affect any volunteers (employed by corporations,
partnerships or sole proprietorships) rendering advance
services to the President if and when he becomes a candidate
for re-election.
All personal services, when voluntarily donated to a Federal
candidate or a political committee without compensation, are
exempted from the definition of a contribution. FEC AO
1980-88, 1 FED. ELECTION CAMP. FIN. GUIDE (CCH) I 5545.
Additionally, no contribution occurs when employees (of any
entity) paid on an hourly or salaried basis and expected to
work a particular number of hours per pay period, perform
political activities during working hours, provided that the
lost time on company work is made up by the employee within a
reasonable time. 11 C.F.R. § 100.7 (a) (3) (i). (The FEC has
not specifically addressed the question of what constitutes a
"reasonable time" for making up such work hours.) Similarly,
no contribution results where the time used by an employee to
engage in political activity is bona fide, although compen-
sable, vacation time or other earned leave time. 11 C.F.R.
$ 100.7 (a) (3) (iii).
Under the Federal Election Campaign Act of 1971, as amended,
2 U.S.C. §§ 431 et seq., a corporation is prohibited from
making a "contribution or expenditure in connection with" a
Federal election. 2 U.S.C. § 441b. A corporate employee may
provide volunteer services to a Federal candidate or political
committee under the guidelines noted above for employees paid
on an hourly or salaried basis; may (as noted above) use his
bona fide vacation or earned leave time in which to volunteer
services to a Federal candidate or political committee; or may
go on leave without pay while volunteering services to a
Federal candidate or political committee. If the employee
goes on leave without pay, the corporation may not pay the
employee's share of fringe benefits (life insurance, re-
tirement, or health insurance) for the period during which the
employee is or. leave without pay. The separate segregated
fund (PAC) of such corporation may pay the employers share,
however, and such payment would be a permissible in-kind
contribution tc the candidate (provided that the amount paid
did not exceed applicable contribution limitations). If the
employee wishes to pay for such contributions, however, this
would not be an in-kind contribution to the candidate or
political committee. 11 C.F.R. § 114.12 (c) (1). Service
credit for leave without pay is permissible if it is customary
practice for all employees on leave without pay. 11 C.F.R.
§ 114.12 (c) (2).
On several occasions the FEC has specifically addressed the
question of "volunteer" political activities performed by
partners or associates in law firms. 1/ In each instance, the
Commission has focused on whether the individual's compen-
sation from the law firm was based on the hours spent in
performing work for the firm or its clients; or was based on a
proprietary interest in the firm and other factors, such as
whether the individual in question had discretion in the use
of his work time. Copies of these Advisory Opinions should be
reviewed carefully by any advance volunteers who are members
of law firms or other partnerships. (See William Henkel).
As for those volunteer advancemen who are owners of sole
proprietorships, if such companies are unincorporated, the
individual involved need not be concerned about the prohi-
bitions applicable to corporations (2 U.S.C. § 441b) and would
be subject to the quidelines notec above by FEC Advisory
Opinion 1980-88, i.e., all personal services, when voluntarily
donated to a Federal candidate or a political committee
without compensation, are exempted from the definition of a
contribution. Hence, owners of sole proprietorships may
provide volunteer services to a Federal candidate or political
committee without limit and without triggering any reporting
or recordkeeping requirements under the Federal Election
Campaign Act.
1/ FEC AO 1979-22, 1 FED. ELECTION CAMP. FIN. GUIDE (CCH)
I 5409; FEC AO 1979-58, id., S 5465; FEC AO 1980-107, id.,
I 5555.
THE WHITE HOUSE
WASHINGTON
CC: Grey T.
CC Advance Staff
October 8, 1982
If only
MEMORANDUM FOR JAMES A. BAKER III
MICHAEL K. DEAVER
EDWARD J. ROLLINS
MICHAEL A. McMANUS
JOHN F.W. ROGERS
FRED BUSH
FROM:
FRED F. FIELDING
COUNSEL TO THE PRESIDENT
SUBJECT:
Guidelines for Travel by the President
and Vice President
This memorandum responds to your request for advice with
respect to the payment of expenses associated with travel
by the President and Vice President. Travel by the President
or Vice President may often include both official events,
undertaken as part of the President's or Vice President's
official roles as governmental leaders, and purely political
events, undertaken for partisan purposes in order to advance
the interests of the President's and Vice President's
political party. This mixed character of much Presidential
and Vice Presidential travel follows naturally from their
dual roles as governmental officials and leaders of their
party. You have asked us to articulate the legal principles
governing the allocation and payment of costs associated
with such travel.
General Legal Principles
Prior to the general election campaign period, applicable
law and regulations do not provide a specific method for
allocating the costs of mixed official and political travel
by individuals other than candidates. 1/ Neither is there
a precise definition for distinguishing between "official"
1/ Where an individual, other than a candidate, conducts
campaign-related activities on a trip, the portion of the
trip attributed to each candidate shall be allocated on a
reasonable basis (11 C.F.R. § 106.3(c)(1)). Additionally,
11 C.F.R. § 9004.7 provides a set of rules concerning the
allocation of travel expenses for a Presidential or Vice
Presidential campaign -- i.e., different guidelines will
apply to political travel by the President, Vice President
and senior Administration officials during the Presidential
election campaign period.
-2-
and "political" functions. As a result, guidelines during
this period are based on general legal principles, to some
degree on policies established over a period of years by
several Administrations, and on guidance from Federal
Election Commission opinions and actions.
When considering payment of expenses associated with
Presidential and Vice Presidential travel, two major princi-
ples governing the use of appropriated funds must be borne
in mind. First, appropriated funds may be spent only for
the purposes for which they have been appropriated (31
U.S.C. § 628; 52 Comp. Gen. 504 (1972).; 50 Comp. Gen. 534
(1971) Thus, funds appropriated for the official functioning
of the offices of the President and the Vice President may
be used for travel expenses only if the travel is reasonably
related to an official purpose. If, however, there is no
reasonable connection between the expense incurred and the
official purposes to be served by an appropriation -- as,
generally speaking, there would not be when an expense is
incurred purely for partisan political purposes -- official
funds may not be used to pay the expense.
The second basic principle is that, in general, official
activities should be paid for only from funds appropriated
for such purposes, unless Congress has authorized the
support of such activities by other means. Stated another
way, although appropriated funds should not be used for
non-official purposes, it is equally true that outside
sources of funds may not be used to pay for official activities.
This latter principle, which prevents the unauthorized augmen-
tation of appropriations, has been recognized by the Comp-
troller General on numerous occasions. 2/
"Political" and "Official" Travel -- Defined
The cost of travel in conjunction with wholly official activity
must be paid from appropriated funds and expenses for travel
in conjunction with wholly political activity will be paid
.
from sources other than appropriated funds. In those instances
where the same travel costs are incurred in conjunction with
official and political activity, there should be a proration
of expenses.
It is important at the outset to attempt to identify what is
meant by "political" -- as opposed to official -- activities
of the President and Vice President. It will be necessary
2/ See, e.g., 9 Comp. Dec. 174 (1902) ; 17 Comp. Dec. 712
(1911) ; 23 Comp. Gen. 694 (1944) ; 46 Comp. Gen. 689 (1967)
-3-
to determine on a case-by-case basis whether an expense is
official or political in character. There is unfortunately
no single litmus test for making such judgments. Indeed
many events could be characterized properly as either
political or official or both. Therefore, in making this
determination the persons most familiar with the facts of a
particular trip will have to assess all of the circumstances
involved and apply a large measure of common-sense. There
are, however, two major variables concerning the source of
the expense to be borne in mind: the nature of the event
involved, and the nature of the individual involved. Either,
or both, of these indicia may be useful in a particular
case in determining whether a particular expense should
be considered official or political.
With respect to the nature of the event giving rise to an
expense, as a general rule, Presidential and Vice Presidential
travel should be considered "political" if its primary purpose
involves their positions as leaders of their political party.
Appearing at party functions, fundraising, and campaigning
for specific candidates are the principal examples of travel
which should be considered political. 3/ On the other hand,
travel for inspections, meetings, non-partisan addresses,
and the like ordinarily should not be considered "political"
travel, even though it may have partisan consequences, or
concern questions on which opinion is politically divided.
The President cannot perform his official duties effectively
without the understanding, confidence, and support of the public.
3/ Expenses paid by the Republican National Committee
("RNC") for travel by any individual in support of specific
identifiable federal candidates are an in-kind contribution
to, or coordinated expenditure for, the candidates and
would apply against the RNC's contribution and expenditure
limits for those federal candidates. If a trip or a portion
thereof is on behalf of a specific identifiable federal
candidate, the estimated share of such expenses which are
reasonably allocable to a particular campaign must be paid
by check or similar draft and in advance by the appropriate
campaign committee in order that appropriated funds not be
used for political purposes and that the RNC not inadvertently
violate contribution or expenditure limitations for individual
candidates. Because of these restrictions, the RNC cannot
and will not assume financial responsibility for political
trips of which it has not had advance notice, an opportunity
to coordinate and to organize appropriate expense payments.
Political or mixed official/political travel which contains
even a single candidate-related event must be closely
coordinated with the RNC well in advance of the scheduled trip.
-4-
Travel and appearances by the President and Vice President to
present, explain, and secure public support for the Adminis-
tration's measures are an inherent part of the President's
and Vice President's official duties.
Thus, the President and Vice President have the right and
obligation to explain the Administration's positions to
the public. Activity which is designated to secure informa-
tion, confer, give direction, present. information, or
explain and secure public support for Administration policies
should be considered "official." However, an "official"
speech may become "political" depending on the circumstances.
A substantially partisan political speech at an event which
might otherwise be considered "official," such as addressing
the U.S. Chamber of Commerce, may necessitate applicable ex-
penses to be paid from sources other than appropriated funds.
In determining whether activity is official or political,
all relevant factors should be considered, including, but
not limited to, the identity of the sponsor of the event,
the group or organization being addressed, other participants,
whether the speech being delivered is partisan and political
in nature, or whether it is a factual presentation or defense
of the Administration's positions on the issues.
If the President and Vice President are involved in activity
in their roles as leaders of their political party or as
candidates, e.g., appearances at party events or functions,
or campaigning for specific candidates or addressing what
otherwise might be defined as an "official" event but in a
substantially partisan political manner, that activity
will be considered political.
There clearly is much room for discretion in determining
whether an event giving rise to an expense is political or
official. At bottom, the question is a factual one that
can only be answered by those most familiar with the particu-
lar facts of a given situation. Nonetheless, in general,
if the purpose of an event or a trip is to promote the
partisan aims of the President's or Vice President's party
or candidates of that party, then expenses incurred in per-
forming the event would generally be political in character.
Should particular questions arise about specific events,
Counsel's Office would be glad to provide more concrete
advice concerning them.
An additional variable that may, in some circumstances,
determine the character of a particular expense incurred
on a trip is the nature of the individual whose activity
generates the expense. There are some individuals who, in
particular situations, are on a trip for inherently official
or political purposes. Expenses incurred by them should
-5-
generally be viewed as either official or political depending
on their particular role. For instance, there are some
persons whose official duties require them to be with the
President, whether or not the President himself is on
official business. This group includes, but is not
necessarily limited to, the President's doctor, his Military
Aide and the Secret Service agents responsible for his
protection. 4/ A similar group would exist for the Vice
President. Expenses incurred during travel with the Presi-
dent or Vice President by this group of individuals should
be considered official regardless of the character of
the event that may be involved in a given trip.
Similarly, on an otherwise entirely official trip, an
individual may accompany the group for purely political
reasons. As a rule, any expenses specifically incurred by
such individuals should be considered political expenses,
regardless of the events involved in the trip.
In short, there is no single test for determining whether
an expense is political or official in character. Viewed
generally, expenses of individuals whose official duties
require them to travel with the President or Vice President
should normally be considered official. Expenses associated
with individuals who are not necessarily serving in either
a wholly official or wholly political capacity -- such as
the President or Vice President or other individuals in
the White House who may, consistent with their official
duties, perform political functions -- should normally be
judged, to be official or political depending on the character
of the event giving rise to the expense.
Allocation of Expenses
In our view, an approach which attempts in good faith to
apportion the costs of a trip on the basis of a reasonable
division between the time spent on political activities
and the time spent on official activities is a reasonable
and legal resolution of the underlying problems. For
example, if 50 percent of a single day's events are political
and 50 percent are official, approximately 50 percent of
the costs associated with participants whose roles are not
necessarily either entirely official or entirely political
should be reimbursed by the political committee and 50
4/ This list is not intended to be exhaustive. The President
may, in his discretion, determine that others are necessary
members of his official party whenever he travels.
-6-
percent should be paid from appropriated funds, unless
such an apportionment, under the particular circumstances,
would on some basis be unreasonable or inequitable.
It should always be remembered that allocation of expenses
would be appropriate only with respect to expenses associated
with individuals whose official roles permit them to perform
political functions, and only when those individuals are
on a trip that itself is not entirely political or wholly
official in nature.
Thus, when there is a mixed trip involving the President or
Vice President, the purpose of which is both substantially
political and substantially official, expenses should be
paid in the following manner: first, expenses for individuals
who are necessarily official (Secret Service, Military Aides,
etc.) should be paid for with appropriated funds; second,
expenses for individuals who are necessarily political (e.g.,
campaign officials) should be reimbursed by a political
committee; third, incremental expenses specifically attribut-
able to an official event should be paid from appropriated
funds, and incremental expenses specifically attributable
to a political event should be paid from political funds;
and finally, expenses for individuals whose official roles
permit them to perform political activity should be reasonably
and equitably apportioned so that a share reflecting the
amount of a trip that is political in character should be
paid by a political committee. If these general guidelines
are followed, then the requirements of using appropriated
funds for official purposes but not using such funds for
political purposes will be achieved.
What has become known as a "hard-time" formula may be used
to allocate "mixed" trips, i.e., trips which combine
official and political activity. There are situations,
however, where a different method to allocate costs would
be "reasonable" as well. 5/
The government shall be reimbursed the equivalent commercial
airfare, plus the cost of in-flight services, for each person
who travels on a government aircraft in a purely political
capacity. In the instance of a mixed trip, the amount of
the reimbursement for use of government aircraft, will be
prorated as indicated by the nature of the activity.
5/ Applicable law and regulations require "candidate" travel
in both the primary and general election campaigns to be
allocated on a "hypothetical trip" basis. (See 11 C.F.R.
§ 106.3.)
-7-
Prorating the cost of air travel on mixed official/political
trips may be accomplished through a formula based on the
amount of time actually spent by the President and Vice
President in meetings, receptions, rallies and similar
activity. Time spent in actual travel, private study, or
rest and recreation will not be included in the computation.
The formula is as follows:
Time spent in
Time spent in
Total
official meetings,
+
political meetings,
=
activity
receptions, etc.
receptions, rallies
time
Time spent in official activity
=
Percentage of trip
Total activity time
that is official
Time spent in political activity
=
Percentage of trip
Total activity time
that. is political
The percentage figure that represents the political portion
of the trip is then multiplied by the amount that would be
reimbursed to the government if all of the travel was
political. The product of that calculation represents the
amount to be reimbursed to the government.
In the event that a minor, clearly incidental percentage
of the activity on a mixed trip is devoted to either official
or political activity, the entire trip may be treated as
if it was wholly of the type represented by the substantial
figure. The balance would be treated as de minimis and
need not be reimbursed as political or charged as official.
An example:
The President takes a trip which has the following
characteristics:
Official activity
-
5 hours
Political activity
-
18 hours
Airfare (including $1 competitive charge) - $600
14 political passengers (excluding media)
5 official
18 political
23
activity
+ activity
= hours
hours
hours
total
5 official activity hours
=
21.7% of the trip is official
23 total activity hours
18 political activity hours
=
78.3% of the trip is political
23 total activity hours
-8-
14 passengers x $600 X 78.3% = $6,577.20 total reimburse-
ment to government for
use of aircraft plus
reimbursement from media
If the President had spent 21 hours in political activity
and only 45 minutes in official activity, the entire trip may
be treated as political. The 45 minutes of official activity
may be treated as de minimis.
The four-step approach set forth above may be summarized
as follows: first, expenses for individuals who are
necessarily official should be paid with appropriated funds;
second, expenses for individuals who are necessarily
political should be reimbursed by a political committee;
third, incremental expenses specifically attributable
to an official event should be paid from appropriated funds,
and incremental expenses specifically attributable to a
political event should be paid from political funds; and
fourth, expenses for individuals whose official roles
permit them to perform political activity should be allocated
between political and official funds in accordance with the
"hard-time" formula.
Local expenses such as hotel, ground transportation, meals,
etc. for the party traveling with the President or Vice
President on mixed trips, as well as advance expenses,
will be prorated on a basis similar to that of travel on
government aircraft. However, the circumstances surround-
ing each trip will be considered in making the proration.
Example: If the traveling party would have returned to
the point of departure on a given day but for the fact
that there was a political activity the next day, lodging
costs shall be assessed solely to the political sponsor.
6 / These procedures are not designed to negate a common
sense division of expenses when individual bills cannot
otherwise be reasonably and efficiently allocated under
this hard-event time formula. Example: On a mixed trip,
various staff members incur a bill for meals totaling
$15.00. In the case of such a small bill, it would clearly
be administratively, unreasonable to divide the total by
political and official categories. Consequently, the White
House may, in certain circumstances, bill those expenses
without individual bill allocation provided there is
documentation detailing how the bill was charged and why
no allocation could reasonably be made in the circumstance.
In any event, the sum total of expenses incurred on any
given trip must be allocated and paid according to the
the appropriate percentage of the trip attributable to
either official or political hard time.
-9-
Expenses that are associated specifically with a political
activity and not with any official activity shall be treated
as political, and expenses associated specifically with an
official activity and not with any political activity
shall be treated as official. For such expenses, there
shall be no allocation between official and polítical funds.
Example: If a sound system is rented for a political activity
in a locale where there was also an official activity that
did not require a sound system, the cost of the sound
system would not be prorated. Of course, if cars are
rented in a locale where there are only political activities,
no part of the costs should be charged as official.
Frequently, advance persons travel to only one city on a given
trip. In such cases, it would be inappropriate to prorate
their expenses on the basis of the entire trip taken by
the President or Vice President. In such instances, the
official versus political time spent by the President and
Vice President in that particular city will be calculated
and the advance person's expenses prorated accordingly.
You should note that allocation of expenses associated
with advance work between political and official funds is
appropriate only when the individuals incurring the expenses
are not covered by the Hatch Act's restrictions on the
performance of political activity. If a person is covered
by the Hatch Act, he or she generally cannot perform the
types of political activity that would be paid for by a
political committee.
In the case of a pre-advance in which a person or persons
travel through the entire trip for an initial assessment,
the total costs of that pre-advance trip would be prorated
on the same basis as the actual trip. In allocating the
costs of travel other than air travel, the allocation
formula should be applied to any government maximum for
that type of expenditure.
Representatives of the media, traveling on government aircraft,
will always be required to reimburse the government in the
appropriate amount whether the trip is official, political
or mixed. Reimbursement for political and media passengers
on Presidential or Vice Presidential government aircraft
will be paid to the Treasury by entities which have funds
that may properly be used for such travel.
-10-
Hatch Act: Restrictions
In determining whether a federal employee may or may not
perform activities during a trip or during advance work for
a trip, the first question to ask is whether the activity
is official or political. 7/ If it is official, then it is
necessary to ask whether the activity is within the scope
of the employee's official duties. If so, then the employee
may perform the activity and be paid from appropriated
funds. We note that there is a group of persons whose
activities are always official regardless of the type of
trip involved (i.e., the Secret Service). On the other
hand, if an activity to be performed on a trip or during
advance work is political in nature, then it is necessary
to ask whether the employee is authorized to perform such
activity. A federal employee covered by the Hatch Act is
in general prohibited from engaging in political activity.
See 5 U.S.C. § 7324. It follows from this that an employee
covered by the Hatch Act must perform official activities
that are part of the employee's official responsibilities.
In such a case, the employee's expenses cannot be paid for
with political funds, for official activity must be paid
for with appropriated funds.
Any employee of the federal government not covered by the
Hatch Act may participate fully in all aspects of the
planning and execution of any political travel by the
President and Vice President. However, such employee
must fulfill his or her obligation of performing 40 hours
of work per week on official business. Such employees are
entitled to use time beyond 40 hours per week as well as
earned vacation time for such political purposes.
To the extent that employees of the federal government travel
with or in advance of the President or Vice President on
trips that may be political or mixed, those individuals
who are paid at a rate equivalent to or in excess of the
rate of pay for Executive Level V are on duty at all times
and, provided that they do in fact fulfill their obligation
to the government on a regular basis, no special provision
need be made for the time which they spend involved in
political activity on an "irregular" basis. For those whose
rate of pay is less than that of Executive Level V, records
shall be maintained for the purpose of skowing that the
time spent in such travel is in excess of their obligation
to the government.
This inquiry is governed by the tests set forth earlier
in the guidelines for determining when a trip or activity
is political or official.
-11-
Any employee of the government may provide to the President
and Vice President those services which are essential to
their official functions whether the trip is official or
political. Those services would ordinarily include full
provision for thë comfort and safety of the party: communi-
cations; clerical, logistical and administrative support;
assistance in the management of paperwork and records of
decisions.
Persons whose presence with the President or Vice President
is necessary to the conduct of their official responsibilities
(regardless of the kind of activity in which the President
or Vice President is engaged) and those persons who perform
only duties which are within the ordinary scope of their
official responsibilities as government employees, e.g.,
Secret Service, may always be treated as official business.
White House staff members are exempt from the provision of
the Hatch Act prohibiting federal employees from taking an
active part in political management or in political campaigns;
and thus, may engage in partisan political activity. All
persons detailed to the White House from other agencies
remain subject to all provisions of the Hatch Act.
Persons employed by certain other agencies in the Executive
Office of the President, such as the Office of Management and
Budget and the Office of Policy Development, are also
"hatched" and may not take an active part in partisan
campaign activity. Consultants, experts and others employed
on an intermittent basis by these agencies are "hatched"
on days on which they receive compensation from these
agencies.
All other government employees, including Schedule "C"
employees, are covered by the prohibition against political
activity except for those individuals who are appointed by
the President with the advice and consent of the Senate.
"Hatched" employees may participate in the political process
in limited ways. They are permitted to: register and
vote; make a financial contribution to a party or candidate;
express their opinion on political subjects; wear campaign
buttons or display bumper stickers; be a member of a political
party or organization; attend (but not as a delegate) a
political convention; attend a fundraiser or campaign
event; and sign a nominating petition.
-12-
Employees covered by the Hatch Act's prohibition of political
activity may not: take an active part in the management of
a political campaign; be a partisan candidate; serve as an
officer of a political organization or campaign; organize
a political organization or club; solicit, receive, handle
or disburse political contributions; sell tickets to,
organize or actively participate in any fundraising activity;
solicit votes for or against a candidate; serve as a party
or candidate challenger or pollwatcher; drivë voters to
the polls for a candidate or party; endorse or oppose a
candidate in a political advertisement, broadcast, or
campaign literature; serve as a delegate or alternate to
a political convention; organize or actively participate
in the activities of a political convention; serve on a stand-
ing committee of a political convention; or circulate a
candidate-nominating petition.
As stated earlier, you should be aware that different
guidelines will apply to political travel by the President,
Vice President and senior Administration officials during
the Presidential election campaign period. Additionally,
attached for your review are guidelines which set forth in
summary fashion the basic legal and policy considerations
applicable to travel by the President and Vice President.
Attachment
CC: Paul A. Russo
William Sadleir
William Henkel
SUMMARY GUIDELINES
General Legal Principles
1. Appropriated funds and govërnment resources should
not be used for partisan political purposes.
2. The cost of political travel may not be paid from
appropriated funds nor may government credit be
used for this purpose.
3. Transportation and related travel expenses on a wholly
political trip must be paid by the sponsoring political
group or campaign committee.
4. Transportation and related travel expenses on a "mixed"
trip -- i.e., one that contains both official and
political events -- should be reasonably allocated
between the government and the sponsoring political
group or campaign committee.
5. Only those Administration officials who are not "hatched"
may actively engage in partisan political or campaign
activity. Outside of the White House, only Presidential
appointees subject to Senate confirmation are not
"hatched."
Political Travel
1. Unless traveling with the President or Vice President,
Government aircraft shall not be used on wholly political
trips.
2. All transportation and related travel expenses must
be paid by the political sponsor or campaign committee.
3. Expenses paid by the Republican National Committee
("RNC") for travel by any individual in support of
specific identifiable federal candidates are in-
kind contributions to, or coordinated expenditures
for, the candidates and would apply against the
RNC's contribution and expenditure limitations for
those federal candidates. If a trip or a portion
thereof is on behalf of a specific identifiable
federal candidate, the estimated share of such
expenses which are reasonably allocable to a particu-
lar campaign must be paid by check or similar draft
and in advance by the appropriate campaign committee
in order that appropriated funds not be used for
-2-
Political Travel (cont:)
political purposes and that the RNC not inadvertently
violate contribution or expenditure limitations for
individual candidates. Because of these restrictions,
the RNC cannot and will not assume financial responsi-
bility for political trips of which it has not had
advance notice, an opportunity to coordinate and to
organize appropriate expense payments. Political
or mixed official/political travel which contains
even a single candidate-related event must be closely
coordinated with the RNC well in advance of the
scheduled trip.
4. Hatched employees may handle the logistics of the
President or Vice President's participation in
political and campaign-related events; however, they
should not do anything to assist in organizing or
setting up the political event.
Mixed Official/Political Travel
1. All costs of mixed travel (transportation, lodging,
meals, etc.) ) must be allocated between the government
and the political sponsor or campaign committee. Close
questions should be decided on the side of charging
the political entity more and the government less.
2. In an instance where a traveler sets out on an
official trip, wholly paid for by the government, and
during the trip adds events that are political or
campaign-related, appropriate reimbursement must be
made to the government at the earliest possible time
on the basis of the changed circumstances or mistake.
3. Prior to the Presidential campaign period, applicable law
and regulations do not provide a specific method for
allocating the costs of mixed official/political
travel by individuals other than candidates. Neither
is there a precise definition for distinguishing
between official and political functions. As a
result, an allocation system has been devised based
on general legal principles, to some degree on
policies established over a period of years by
several Administrations, and guidance from Federal
Election Commission opinions and actions. It consists
-3-
Mixed Official/Political Travel (cont.)
of a "hard-time" formula and may be used to allocate
"mixed" trips, i.e., trips which combine official
and political activity. */-
5. Government or Agency personnel who are "hatched" may
advance the official events on a mixed trip, but
must not do anything to assist in organizing or
setting up political or campaign-related events on
a mixed trip. However, they may be fully involved
in arrangements for the official events on the
trip. Individuals who are "hatched" may handle the
logistics, including security and communication
functions of the President's participation in
political events, provided such is within the scope
of their official responsibilities.
6. All expenses of a "hatched" person properly accompany-
ing a traveler engaged in mixed travel must be paid
by the government since the "hatched" person is.
engaging only in official duty.
7. If the principal traveler on a mixed trip is accompanied
by a non-hatched Department or Agency person, that
person's travel expenses must be allocated on the same
basis as the principal.
* / Applicable law and regulations require "candidate" travel
in both the primary and the general election campaigns to be
allocated on a "hypothetical trip" basis. See 11 C.F.R.
§ 106.3. Additionally, 11 C.F.R. § 9004.7 provides a set of
rules concerning the allocation of travel expenses for a
Presidential or Vice Presidential campaign -- i.e., different
guidelines will apply during a Presidential election campaign
period.