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Binder: Advance Office Operations Manual [2]
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472437696
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Binder: Advance Office Operations Manual [2]
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06987-008
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Records of the White House Office of Advance (George H. W. Bush Administration)
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:
06987-008
Folder Title:
Binder: Advance Office Operations Manual [2]
Stack:
Row:
Section:
Shelf:
Position:
G
9
18
2
1
THE OF SEAL > STATES OF UNUP THE UNITED
THE TRIP OF
THE PRESIDENT TO
KENTUCKY,
KANSAS, AND
CALIFORNIA
June 29 - July 5, 1983
THE WHITE HOUSE
WASHINGTON
TRIP OF THE PRESIDENT
TO
LOUISVILLE, KENTUCKY
SHAWNEE, KANSAS
LOS ANGELES, CALIFORNIA
AND
SANTA BARBARA, CALIFORNIA
Wednesday, June 29 - Tuesday, July 5, 1983
Wednesday, June 29, 1983
EVENTS:
1)
U.S. Skill Olympics Demonstration
2)
Address 19th Annual National Vocational
Industrial Clubs of America Leadership
Conference and Skill Olympics
3)
Meeting with Leadership of National Student
Organizations
4)
Photo Opportunity with Kentucky GOP
Leadership
5)
Departure en route Shawnee, Kansas
6)
Address 47th Annual National Association of
Student Councils and National Association of
Student Activity Advisors Conference
7)
Question and Answer Session
8)
Meeting with Leadership of National
Association of Student Councils and National
Association of Student Activity Advisors
9)
Departure en route Los Angeles, California
10)
Remain Overnight - Los Angeles
WEATHER:
Partly Cloudy; Chance of Thunderstorms;
Mid-80's
DRESS:
Men's Business Suit
Thursday, June 30, 1983
EVENTS:
1)
Commission on Excellence in Education Forum
2)
Meet with Students from Limited English
Proficiency Clinic
3)
VIP Reception
4)
California Republican Party Salute to The
President
5)
Departure en route Santa Barbara, California
6)
Remain Overnight - Rancho del Cielo
WEATHER:
Mostly Sunny; Mid-70's
DRESS:
Men's Business Suit
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
01. schedule
Re: Friday, July1, 1983 (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 [2]
Date Closed:
8/8/2007
OA/ID Number:
09687-008
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.
Friday, July 1, 1983
PRIVATE TIME - RANCHO DEL CIELO
Saturday, July 2, 1983
9:06 a.m.
Radio Address.
PDT
a
PRIVATE TIME - RANCHO DEL CIELO
Sunday, July 3 - Monday, July 4, 1983
PRIVATE TIME - RANCHO DEL CIELO
Tuesday, July 5, 1983
Return to Washington, via Los Angeles
ADVANCE
Louisville
Kansas City
AHEARN, RICK
LEAD
McCAY, WALT
BREIN, JEFF
PRESS
ROBERTS, JOHN
OPFER, JIM
WHCA
HVOZDOVIC, MIKE
(3)(7) (exf)
SUTTON, CMDR. WOODY
MILITARY AIDE
SUTTON, CMDR. WOODY
Los Angeles
Long Beach
HOOLEY, JIM
LEAD
KREMER, CECE
BALLANTINE, GRIER
PRESS
ROSENKER, MARK
OHM. BOB
WHCA
SKINNER, GLADYS
METZGER, MAJ. PETE
MILITARY AIDE
BROWER, MAJ. CASEY
Santa Barbara
KREMER, CECE
LEAD
KREMER, CECE
PRESS
YOUNG, STEVE
WHCA
BROWER, MAJ. CASEY
MILITARY AIDE
PRESIDENTIAL ADVANCE OFFICE:
202/456-7565
WILLIAM HENKEL
Louisville Signal:
502/589-9671
Kansas City Signal:
816/421-4110
Los Angeles Signal:
213/278-6161
Long Beach Signal:
213/491-1301
Santa Barbara Signal:
805/965-0925
DETAILED SCHEDULE
WEDNESDAY, JUNE 29, 1983
6/28/83 4:00 p.m.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
02. schedule
Wednesday, June 29, 1983 (17 pp.)
6/28/83
(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 [2]
Date Closed:
8/8/2007
OA/ID Number:
09687-008
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.
THURSDAY, JUNE 30, 1983
6/28/83 4:00 p.m.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
03. schedule
Thursday, June 30, 1983 (14 pp.)
6/28/83
(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 [2]
Date Closed:
8/8/2007
OA/ID Number:
09687-008
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. schedule
Detailed schedule of the return of the President (7 pp.)
07/04/83
(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 [2]
Date Closed:
8/8/2007
OA/ID Number:
09687-008
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
SCHEDULE OF THE PRESIDENT
LOUISVILLE, KENTUCKY
SHAWNEE, KANSAS
LOS ANGELES, CALIFORNIA
Wednesday, June 29, 1983
EVENTS: 1)
Departure en route Louisville, Kentucky
2)
U.S. Skill Olympics Demonstration
3)
Address 19th Annual National Vocational
Industrial Clubs of America Leadership Conference
and Skill Olympics
4)
Meeting with Leadership of National Student
Organizations
5)
Photo Opportunity with Kentucky GOP Leadership
6)
Departure en route Shawnee, Kansas
7)
Address 47th Annual National Association of
Student Councils and National Association of
Student Activity Advisors Conference
8)
Question and Answer Session
9)
Meeting with Leadership of National Association
of Student Councils and National Association of
Student Activity Advisors
10)
Departure en route Los Angeles, California
11)
Remain Overnight - Los Angeles, California
DRESS:
Men's Business Suit
WEATHER:
Partly Cloudy; Chance of Thunderstorms; Mid-80's
8:40 a.m.
Proceed to Marine One for boarding.
8:45 a.m.
Marine One departs en route Andrews Air Force
Base. PHOTO COVERAGE
9:00 a.m.
Marine One arrives Andrews Air Force Base.
9:05 a.m.
Air Force One departs en route Louisville,
EDT
Kentucky.
Flight Time:
1 hr. 20 mins.
Time Change:
None
Food Service: Cont. Breakfast
Guests Aboard: Sec. Bell
Cong. T. Coleman
Cong. A. McCandless
10:25 a.m.
Air Force One arrives Standiford Field,
EDT
Louisville, Kentucky.
- 2 -
Deplane and greet:
Brig. Gen. Carl D. Black, Kentucky
Air National Guard, Base
Commander
The Hon. Mitch McConnel, Jefferson
County Judge (R)
Mr. Lawrence E. Forgy
Proceed to motorcade and board.
10:30 a.m.
Motorcade departs en route Kentucky Fair and
Exposition Center. Drive Time: 10 mins. In
Limo: Sec. Bell; M. Deaver.
10:40 a.m.
Motorcade arrives Kentucky Fair and Exposition
Center, East Wing.
Proceed to East Wing demonstration area and greet:
Mr. Larry Johnson, C.E.O., VICA
Mr. Bill Prince, Director of
Training and Government
Relations, VICA
Mr. Harold Lewis, Director, U.S.
Skill Olympics
Mr. Everett Lehmann, Co-Chairman
U.S. Skill Olympics
Mr. Eugene Hornberger, Co-Chairman,
U.S. Skill Olympics
View practice competition for the U.S. Skill
Olympics. EXPANDED POOL COVERAGE
11:00 a.m.
Accompanied by Sec. Bell, proceed to holding room.
11:10 a.m.
Accompanied by Sec. Bell, proceed to Freedom Hall
Coliseum off-stage announcement area.
Accompanied by Sec. Bell, proceed to dais for
Address to the 19th Annual National Vocational
Industrial Clubs of America Leadership Conference
and U.S. Skill Olympics and be seated. OPEN
PRESS COVERAGE, LIVE LOCAL TV
Richard Bearden, President, High
School Division, VICA, makes brief
remarks and introduction.
11:20 a.m.
Proceed to podium for remarks.
- 3 -
11:30 a.m.
Conclude remarks and return to seat.
Mr. Bearden makes brief closing
remarks.
Accompanied by Sec. Bell, proceed to holding room.
11:40 a.m.
Accompanied by Sec. Bell, proceed to Room A.
11:41 a.m.
Accompanied by Sec. Bell, arrive Room A for
meeting with Leadership of Vocational Student
Organizations. OFFICIAL PHOTOGRAPHER ONLY
11:50 a.m.
Conclude meeting and proceed to Room B.
11:51 a.m.
Arrive Room B for photo session with Kentucky GOP
Leadership. OFFICIAL PHOTOGRAPHER ONLY
12:00 noon
Conclude meeting and return to holding room.
12:05 p.m.
Accompanied by Sec. Bell, proceed to motorcade
and board.
12:10 p.m.
Motorcade departs en route Standiford Field.
12:20 p.m.
Motorcade arrives Standiford Field. Proceed to
Air Force One and board.
12:25 p.m.
Air Force One departs Louisville, Kentucky en
EDT
route Kansas City, Missouri.
Flight Time: 1 hr. 40 mins.
Time Change: - 1 hr.
Food Service: Lunch
Guests Aboard: Sec. Bell
Cong. T. Coleman
Cong. A. McCandless
1:05 p.m.
Air Force One arrives Kansas City (Missouri)
CDT
Downtown Airport.
Deplane and greet:
Mr. Christopher Bond, Governor,
Missouri (R)
Mr. Richard Berkley, Mayor, Kansas
City (R)
Mr. David Steelman, House
Republican Leader
Ms. Joanne Collins, City
Councilwoman (R)
- 4 -
Proceed to motorcade and board.
1:10 p.m.
Motorcade departs en route Shawnee Mission
Northwest High School, Shawnee, Kansas. Drive
Time: 20 mins. In Limo: Sec. Bell; Gov. Bond;
M. Deaver
1:30 p.m.
Motorcade arrives Shawnee Mission Northwest High
School.
Proceed to holding room.
1:35 p.m.
Arrive holding room and greet:
Mr. Ross Doyen, State Senate
Leader (R)
Ms. Lydia Miller, Missouri
National GOP Committeewoman
1:40 p.m.
Depart holding room en route off-stage
announcement area.
Announcement
Proceed to seat on dais.
1:42 p.m.
Mr. Robert Goodling, Student
Chairperson, National Association
of Student Councils, makes brief
remarks and introduction.
Jill Neptune and Ann Wooster,
Conference Student Co-Chairmen,
present gift.
NOTE: Proceed to podium for gift
presentation.
1:45 p.m.
Make remarks. OPEN PRESS COVERAGE, LIVE LOCAL TV
1:55 p.m.
Conclude remarks and begin question and answer
session.
2:05 p.m.
Conclude question and answer session and proceed
to holding room.
2:07 p.m.
Arrive holding room and greet:
Mr. Anson Williams, Co-star,
"Happy Days"
Mrs. Lorrie Mahaffy Williams
- 5 -
2:12 p.m.
Accompanied by Sec. Bell, proceed to Room 12.
2:13 p.m.
Accompanied by Sec. Bell, arrive Room 12 for
meeting with Leadership of the National
Association of Student Councils and National
Association of Student Activity Advisors.
OFFICIAL PHOTOGRAPHER ONLY
2:20 p.m.
Conclude meeting and, accompanied by Sec. Bell,
proceed to holding room.
2:25 p.m.
Accompanied by Sec. Bell, proceed to motorcade
for boarding.
2:30 p.m.
Motorcade departs en route Kansas City Downtown
Airport. Drive Time: 20 mins. In Limo: Sec.
Bell; Gov. Bell; M. Deaver
2:50 p.m.
Motorcade arrives Kansas City Downtown Airport.
Deplane and board Air Force One.
2:55 p.m.
Air Force One departs Kansas City, Missouri en
CDT
route Los Angeles, California.
Flight Time: 3 hrs. 30 mins.
Time Change: - 2 hrs.
Food Service: Dinner
Guests Aboard: Sec. Bell
Cong. B. Badham
Cong. A. McCandless
G. Skelton
4:25 p.m.
Air Force One arrives Los Angeles International
PDT
Airport.
Deplane and proceed to Marine One for boarding.
4:30 p.m.
Marine One departs en route Santa Monica landing
zone.
4:40 p.m.
Marine One arrives Santa Monica landing zone.
Deplane and proceed to motorcade for boarding.
4:45 p.m.
Motorcade departs en route The Beverly Wilshire.
Drive Time: 12 mins. In Limo: Sec. Bell; M.
Deaver
4:57 p.m.
Motorcade arrives The Beverly Wilshire. Proceed
to Suite.
5:00 p.m.
Arrive Suite.
REMAIN OVERNIGHT: THE BEVERLY WILSHIRE HOTEL
THE WHITE HOUSE
WASHINGTON
SCENARIO
SUMMER YOUTH EMPLOYMENT ANNOUNCEMENT
WEDNESDAY, JULY 20, 1983
1:15 p.m.
Summer jobs youth arrive Southwest Gate
and proceed to Rose Garden.
NOTE: Refreshments will be available.
Other guests arrive Southwest Gate and are
escorted to Diplomatic Room for holding.
1:20 p.m.
Secretary Raymond Donovan arrives West
Lobby and is escorted to Diplomatic Room.
1:30 p.m.
Mayor Marion Barry and Mr. Bill Kolberg
arrive West Lobby via Northwest Gate and
are escorted to places on Rose Garden
steps.
1:35 p.m.
Diplomatic Room guests are escorted to
their places in the Rose Garden.
1:45 p.m.
THE PRESIDENT is announced and joins guests on Rose
Garden steps.
Second Step, North to South:
Mr. Bill Kolberg
Mayor Marion Barry
THE PRESIDENT
Secretary Raymond Donovan
Third and Fourth Steps:
Summer youth employees
Sec. Donovan makes brief remarks and
introduces THE PRESIDENT.
1:48 p.m. THE PRESIDENT makes brief remarks and presents check to
Mayor Barry.
1:53 p.m.
THE PRESIDENT concludes remarks.
Mayor Barry makes brief thank you remarks.
07/20/83 10:00 a.m.
SUMMER YOUTH EMPLOYMENT ANNOUNCEMENT
Page 2
1:56 p.m. Mr. Bill Kloberg makes brief concluding
remarks.
1:58 p.m.
THE PRESIDENT shakes hands with guests and departs the
Rose Garden en route The Oval Office.
Guests depart the Rose Garden and depart
The White House via Southwest Gate.
07/20/83 10:00 a.m.
THE WHITE HOUSE
WASHINGTON
SCENARIO
SIGNING CEREMONY FOR WORLD FOOD DAY
EAST ROOM
FRIDAY, OCTOBER 14, 1983
12:45 p.m.
Guests arrive Southwest Gate and are
escorted to East Room via Diplomatic Room
and Grand Staircase.
Platform guests arrive Northwest Gate and
are escorted to Green Room.
1:10 p.m.
Platform guests proceed to places in East
Room.
1:15 p.m.
THE PRESIDENT is announced and proceeds to lecturn on
platform.
OPEN PRESS COVERAGE
NOTE: On the platform will be Secretary
Block, Senator Thurmond, Cong. Gillman,
Cong. Leland, Mr. Kimmel and Mr. LaForce.
THE PRESIDENT makes brief remarks.
1:20 p.m.
THE PRESIDENT concludes remarks, proceeds to signing
table and signs the proclamation.
1:25 p.m.
THE PRESIDENT concludes and departs East Room en route
The Oval Office.
10/14/83 10:00 a.m.
THE WHITE HOUSE
WASHINGTON
WORKING SCENARIO FOR THE VISIT OF
PRESIDENT CRAXI OF ITALY
THURSDAY, OCTOBER 20, 1983
11:28 a.m. ARRIVAL/GUEST BOOK SIGNING: Pres. Craxi and Ofcl.
Party members arrive West Lobby and proceed to
Roosevelt Room for guest book signing. [Outside: S&Ts;
Cordon of Troops.]
11:30 a.m. OVAL OFFICE: Pres. Craxi proceeds into the Oval
Office for a brief meeting and photo opportunity.
NOTE: Weather permitting, photo
opportunity will be on the colonnade in
the Rose Garden.
CABINET ROOM MEETING: THE PRESIDENT escorts Pres.
Craxi into the Cabinet Room for an Expanded meeting.
12:15 p.m.
REFRESHMENTS: THE PRESIDENT escorts Pres. Craxi and
meeting participants via colonnade to State Dining Room
for brief refreshments.
12:20 p.m.
LUNCHEON: THE PRESIDENT escorts Pres. Craxi and
guests to the Old Family Dining Room.
1:25 p.m.
DEPARTURE: THE PRESIDENT escorts Pres. Craxi and
guests to Diplomatic Reception Room. Guests are
escorted to their places on toemarks outside the
Diplomatic Entrance.
1:30 p.m.
DEPARTURE STATEMENTS: THE PRESIDENT and Pres. Craxi
proceed outside the Diplomatic Entrance to their places
at the toast lecturn.
THE PRESIDENT makes remarks.
NOTE: Intepretation follows.
Pres. Craxi makes remarks.
NOTE: Interpretation follows.
THE PRESIDENT bids farewell to Pres. Craxi.
1:40 p.m. Pres. Craxi and guests depart.
[Cordon of Troops]
10/20/83 10:00 a.m.
THE WHITE HOUSE
WASHINGTON
WORKING SCENARIO FOR THE VISIT OF
PRESIDENT CRAXI OF ITALY
INCLEMENT WEATHER
THURSDAY, OCTOBER 20, 1983
11:28 a.m. ARRIVAL/GUEST BOOK SIGNING: Pres. Craxi and Ofcl.
Party members arrive West Lobby and proceed to
Roosevelt Room for guest book signing. [Outside: S&Ts;
Cordon of Troops.]
11:30 a.m.
OVAL OFFICE: Pres. Craxi proceeds into the Oval
Office for a brief meeting and photo opportunity.
NOTE: Weather permitting, photo
opportunity will be on the colonnade in
the Rose Garden.
CABINET ROOM MEETING: THE PRESIDENT escorts Pres.
Craxi into the Cabinet Room for an Expanded meeting.
12:15 p.m.
REFRESHMENTS: THE PRESIDENT escorts Pres. Craxi and
meeting participants via colonnade to State Dining Room
for brief refreshments.
12:20 p.m.
LUNCHEON: THE PRESIDENT escorts Pres. Craxi and
guests to the Old Family Dining Room for lunch.
1:25 p.m.
DEPARTURE: THE PRESIDENT escorts Pres. Craxi and
guests to Green Room. Guests are escorted to their
places on toemarks in the East Room.
1:30 p.m.
DEPARTURE STATEMENTS: THE PRESIDENT and Pres. Craxi
proceed to the East Room to their places at the toast
lecturn.
THE PRESIDENT makes remarks followed by Pres. Craxi.
NOTE: Intepretation follows both remarks.
THE PRESIDENT escorts Pres. Craxi and guests to the
Diplomatic Room via Green Room and Grand Staircase.
THE PRESIDENT bids farewell to Pres. Craxi.
1:40 p.m. Pres. Craxi and guests depart.
[Cordon of Troops]
10/20/83 10:00 a.m.
THE WHITE HOUSE
WASHINGTON
SCENARIO
WELCOME HOME CEREMONY
MONDAY, NOVEMBER 14, 1983
11:15 a.m.
Guests arrive Southwest Gate and are
escorted to guest areas on South Grounds.
Marine Band begins entertainment.
Members of the Cabinet and Representatives
of the Korean and Japanese Embassies
arrive N.W. Gate and are escorted to
Diplomatic Reception Room.
The Vice President arrives Diplomatic
Reception Room.
11:50 a.m.
The Vice President, Members of the
Cabinet, and Representatives of the Korean
and Japanese Embassies proceed to their
places outside on the South Grounds.
12:00 noon MARINE ONE arrives South Grounds, The White House.
OPEN PRESS COVERAGE
THE PRESIDENT and Mrs. Reagan, accompanied by Secretary
Shultz and two Korean children, deplane and proceed to
platform.
12:05 p.m.
THE PRESIDENT makes remarks.
12:10 p.m. THE PRESIDENT concludes remarks and, joined by Mrs.
Reagan, Secretary Shultz and the two Korean children,
proceeds inside to Diplomatic Reception Room to meet
the Gift of Life escorts for the Korean children.
Met inside by:
Kurt Weishaupt, Chairman
Gift of Life
Anthony Zeno, Board of Directors
Gift of Life
Murray Siegel, Board of Directors
Gift of Life
OFFICIAL PHOTOGRAPHER ONLY
11/14/83 11:00 a.m.
MONDAY, NOVEMBER 14, 1983
PAGE 2
12:15 p.m. THE PRESIDENT and Mrs. Reagan proceed to Residence.
12:15 p.m. Guests depart The White House.
11/14/83 10:00 a.m.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
05. diagrams
Aircraft seating diagrams (17 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 [2]
Date Closed:
8/8/2007
OA/ID Number:
09687-008
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.
AIRCRAFT SEATING DIAGRAMS
DIAGRAMS
Diagrams (TABS section) are done for the benefit of the
advance team, USSS, WHCA, and for traveling staff.
Diagrams are the responsibility of the Lead Advance but are
drawn by the Site Advance with the Press Advance's assistance.
Not only are The President's movements to be shown, but
additionally, movements of the staff, press and press pool are
generally shown.
Diagrams must be sent to the Trip Coordinator via DACOM as
soon as the site has been surveyed so that they can be
re-drawn by the White House Graphics Department. Getting the
diagrams into the Trip Coordinator early in the advance is
critical as it takes a great deal of time to get them
re-drawn, sent back to the Advancemen for approval and get
revisions made prior to the printing of the final schedule.
Diagrams should be either hand-drawn (carefully!!) or they can
be taken from the event site's pre-existing floor plans. If
the latter, make certain that after all the movements are
shown that the diagrams are still legible.
The diagrams should be titled when they are sent in as
follows:
TAB
CITY, STATE
Location of Event
Name of Event
Date of Event
Also to be included in the TABS section are guest lists, head
table arrangements (seating), etc.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
06. diagrams
Diagrams (23 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 [2]
Date Closed:
8/8/2007
OA/ID Number:
09687-008
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.
TABS
6/28/83 4:00 p.m.
INTRODUCTION
The advanceman of the 1980's faces many unique and difficult
tasks. For example, he must reconcile the desire for
enthusiastic crowds surrounding the President with the
realities of present-day security considerations. He must
learn to work out reasonable compromises in terms of
traditional rally tactics when they come into conflict with the
mission of the Secret Service. Such long-established
activities as handshaking along airport fences and rope lines,
open motorcades and outdoor appearances may not be appropriate;
and the advanceman will have to search for ways to compensate
for this apparent loss of Presidential "accessibility."
In addition, the advanceman must temper the mission of putting
the President in a colorful and mediagenic setting while being
cognizant of keeping the Presidential image intact. The
President must never be allowed into a potentially awkward or
embarrassing situation, and the advanceman is sometimes the
only person who can keep that from happening. The advanceman
must learn to use judgement and discretion when deciding on
approval for gifts to be presented. For example, an oversized
cowboy hat, a live farm animal, an Indian headdress, or a
Shriner's "Fez" could produce a decidedly un-Presidential
photograph. Commons sense must be used to make sure that the
dignity of the office of the President is never compromised by
the well intentioned generosity of local partisans. It is the
advanceman who must use tact and diplomacy in keeping this type
of situation from developing at his rally.
A good rally, complete with cheering crowds, is the result of
careful planning and teamwork, all orchestrated by the
advanceman. It is his job to build the crowd, add the color,
inspire the enthusiasm, and create the excitement. While a
good advanceman will develop his own successful methods over
time, the purpose of this section is to provide some tried and
proven methods of building a successful rally.
It takes many ingredients to make a good rally, and the
advanceman will quickly realize that the leaving out of any one
of them can lessen the impact of a good rally on the media.
Perhaps the most important aspect of the advanceman's job, and
the most challenging, is the raising of a large and
enthusiastic crowd for the President. Small mistakes or
mishaps can be covered over or will go unnoticed if the crowd
size is impressive; on the other hand, perfect logistical
movements will not cover a small and unresponsive crowd.
The challenge that faces the advanceman in building a big crowd
for the President is to educate and inform the public that a
Presidential visit is taking place. In general, an incumbent
President of the United States can draw a crowd in almost any
town or state, but people have to be aware that he is coming
first. Thousands will turn out just to see the President; but
those thousands have to know that they can see him before they
will turn out. On the other hand, even the most popular
President will draw a small crowd if only a few people know he
is in town.
It is the job of the advanceman to make sure that the public is
educated and informed of his imminent arrival; he must inform
as many people as possible, as quickly as possible, that they
have an opportunity to see and hear the President of the United
States at a certain place at a certain time.
HOW he goes about that job will determine the success or
failure of his efforts. First of all, he cannot do it alone.
He will need help -- lots of it. And he'll need a plan.
That's what this chapter is meant to provide.
The advanceman is an appointer and a delegator; he is the
"expert" who can show the local people how it's done, and must
convince them that they must do it. As Tom Sawyer convinced
his buddies that whitewashing the fence would be great fun, the
advanceman convinces local supporters that leaving their
businesses and families to take on a grueling effort will be a
ball -- and it will be! The advanceman is the mover and the
shaker, the stroker and the cajoler, the smoother of ruffled
feathers and the soother of hard feelings. He is the leader of
great team.
This chapter tries to explain how to build that team, and what
it's challenges are. Each element of the plan is important,
and when put together effectively, will lay the groundwork for
a successful event for the President.
There is no greater reward for the advanceman than seeing a
great event come to being. Every advanceman, no matter how
jaded or experienced, can't deny the thrill of witnessing a
large cheering crowd assembled under his direction. The
excitement of the crowd is truly contagious, and is the
advanceman's repayment for a job well done.
There is an old adage in advance lore that while failure is an
orphan, success is claimed by many fathers. No where is this
more true than in advance. When the event is a bust, it will
certainly be your fault; yet a successful event will be claimed
by many. The advanceman must give credit and praise to the
local people who "made it all happen;" yet, inside, he holds
the knowledge that it was his efforts that led to a successful
event. He knows that there is a small group of others, around
the country, who will recognize his efforts. Those advancemen,
former and present, who view the event through their television
screens or their newspapers, will smile with the knowledge that
another advanceman has created another "spontaneous
outpouring." And each of them will share an inner pride in
that event.
This is the advanceman's reward: the challenge of the task,
and the knowledge that only a few -- but a. very unique few --
will give credit where due. Those who look for public praise
and gratitude should look elsewhere for their challenges. The
true advanceman settles -- indeed, thrives -- on a quiet kind
of satisfaction, and a private kind of pride.
Nothing can instill that sense of self-satisfaction as the
building of a great public event.
EVENT SITE SELECTION
The site chosen for a rally or public event is critically
important, because the success or failure of your event is
dependent upon the size of crowd in relation to size of the
event site. Remember that if you had a 10,000 seat arena and a
crowd of 9,500 attendees, then the President would be reported
to have appeared before a crowd that could barely fill the
arena.
The following is a recommended check-list for choosing a rally
site:
a) EVENT SITE SIZE
In choosing the event site, remember that the size of
the event site is most important. Make sure that you
can fill the hall, arena, auditorium, etc., which you
choose.
Find out such vital information as: Has the event
site ever been filled before? If so, how many times,
and by whom? Is there a charge for admission -- (this
will tend to lessen your attendance) -- or is the
event free and open to the public?
In surveying event sites, keep in mind to weigh the
proportion of the population of the city/town to the
capacity of the hall; i.e. if the arena capacity is
10,000, and the population of the city is 60,000, you
are reaching for an extremely difficult percentage of
the population (over 15%) to achieve.
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
07. manual
Event site location (1 pp.)
n.d.
(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 [2]
Date Closed:
8/8/2007
OA/ID Number:
09687-008
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.
b)
EVENT SITE LOCATION
The main criterion for location of the event site is
familiarity and accessibility by the local populace.
Is the event site near a main population center? Is
the community familiar with the site, and is it easily
reached? Is the site near schools, shopping malls,
main thoroughfares, and public transportation? These
are all things the advanceman should consider and
discuss with the host committee.
c)
EVENT SITE FLEXIBILITY
The "Collapsible Event Site" is a concept which has
saved many an event by enabling the Advanceman to
change the size of the hall or arena within a few
hours.
The advanceman should look for a site that has as few
as possible "fixed" seats. If a fixed-seat location
is unavoidable, consider using decorations or
backdrops to cover seats which may not be filled.
Examples of this would be large American flags,
banners used to "Welcome the President," bunting,
etc. Collapsible bleachers and folding chairs are
ideal seating, since they can be taken away or set up
in a matter of minutes, as needs arise. Also, one
should look for removable backdrops or walls which can
reduce or enlarge the crowd size based on ticket sales
or distribution.
d)
EVENT SITE ACCESSIBILITY
e) EVENT SITE PARKING FACILITIES
A major consideration in site selection is the
availability of parking for the crowd. People who
arrive on time but cannot park are likely to give up
and to home to watch your event on the news; or,
they 11 get a parking ticket for illegal parking,
causing bad feelings later on. Make sure there is
plenty of close parking. If remote parking is used,
have "jockeys" to park cars, or shuttle vans/buses to
move people.
A good measurement for parking availability in
relation to crowd size is one parking place for every
2 1/2 people expected to attend. Also, consider
traffic flow, in consultation with the USSS and the
police department.
f)
EVENT SITE TECHNICAL ELEMENTS
In making the selection of an event site, the
advanceman should take into consideration whether or
not the site can "support" the event. The following
checklist helps determine the technical support
elements condusive to a good event:
1. Sound System.
Have WHCA determine if the existing sound
system is adequate. If not, determine the
cost of augmenting that system or supplying
a new one.
2. Lighting.
Work closely with your WHCA site officer to
determine whether or not exisiting lighting
is adequate in regard to television needs,
or whether you must bring in additional or
substitute lighting. In cases where you
must contract for additional lighting, ask
the WHCA officer to help you determine the
fairness of the cost quoted, and to make
sure you secure all the light you need but
are not paying for more than you need. The
rule of thumb, however, is to side with
having plenty of good lighting as opposed to
scrimping and ending up with not enough.
3. Power.
As the advanceman, it is your responsibility
to determine if adequate power is avialable
to supply all lighting and sound
requirements; this includes the press
platform, lighting bar, and President's
platform. If not available, determine how
much you are going to have to provide from
outside sources.
4. Manpower.
The advanceman must determine whether or not
the hall or arena carries an existing
support crew or if he must contract from
outside sources. This crew must include
personnel who can do the following things:
A) Fly (or hang) the Lighting Bar.
B) Fly banners and backdrops.
C) Set up staging, (Presidential and
Press Platforms.
D) Set up and maintain electrical
power requirements.
Make sure that the crew can set the site a
minimum of ten hours prior to the event, in order
for you to check the site thoroughly and make
necessary changes.
NOTE: When dealing with a union crew, consult
with the crew foreman on a set-up timetable,
keeping in mind such things as union minimum
crews, break times and other union requirements.
TICKET DISTRIBUTION
Most events which the President will be attending will be those
which will require a ticket for admission: 1. This is a valuable
mechanism for getting word out to the public that The President
is coming to town. 2. The ticket also serves as an invitation
for one to see The President. Therefore, it is essential that
you develop a systematic distribution and reporting system in
order to disseminate those tickets to the widest possible number
of people. The method of accomplishing this distribution is
almost textbook by nature, and requires that you structure an
organization to carry out this task. The following is a typical
organization structure and an explanation of the function of each
element:
Ticket Distribution Chairman
This person supervises and coordinates the activites
of all the other members of the ticketing committee.
He/she is the focus of all reporting by the other
chairman within the ticketing structure. The position
should be held by someone with leadership and
motivational skills, proven organizational ability,
who will dedicate total effort to carrying out the
job, who is able to make determinations as to expected
percentage return on the number of tickets distributed.
1. GOP Groups Chairman
This person is responsible for ensuring that
all members and their families or groups
within the party structure receive tickets
and attend. Therefore, a party leader is
the ideal person to head up this group.
He/she should distribute tickets to the
following types of GOP groups:
- Republican Steering or Central
Committee
- County and Precinct Chairman
- Elected Republian Officeholders and
constituents
- Republican candidates and their
supporters
- President/Vice President Committee
members, families, friends
- President/Vice President workers,
volunteers and supporters
- Young Republicans, College
Repubicans, etc.
- Other Republican organizations
2.
Fraternal and Civic Organization Chairman
This person should be responsible for
contacting, identifying and turning out the
memberships of organizations which tend to
be community-minded, such as:
- Social fraternities and sororities
- VFW and American Legion Posts
- Fraternal Order of Police
- Boy and Girl Scouts of America
- 4-H, FFA, Farm Bureau and other farm
groups
- Jaycees, Kiwanis, Rotary Clubs, others
- Senior Citizen homes and centers
- Fire House Auxiliaries
3. High School and Collge Chairman
This chairman is responsible for turning out
as many students as possible from the local
high schools and colleges. A good way to do
this is to contact individual current events
teachers, school organizations such as Key
Clubs and Student Councils, or to ask the
school board for permission to distribute
directly to students. If all else fails, a
supportive student can pass them out at
lunch time in the cafeteria.
The chairman might be chosen from the Young
Republicans or College Republicans: you
should make sure that one person is
responsible from each school to distribute
tickets.
4.
Religious Group Chairman
This chairman's chief responsibolity is to
distribute tickets amoung conservative
church groups and to work with church
leaders in urging ministers and pastors to
enourage participation by the parish and
church community.
5. Association Turnout Chairman
Responsibility of this chairman is to
contact memberships of associations (trade
associations, unions, professional
organizations such as attorneys and doctors,
etc.). A good idea is to look under
"Associations" in the yellow pages.
6.
Business and Merchant Chairman
Chairman of this group should be a Chamber
of Commerce type who will contact key
business leaders in the community and urge
them to act as points of ticket
dissemination to other merchants and
businesses, and their customers (walk-in
traffic).
NOTE: This chairman should also ask
responsive merchants to put signs, posters,
or banners in their shop windows welcoming
the President to the city; not only for the
President to see, but more importantly to
generate a sense of historic and civic
interest in the trip.
7. Outlying Cities Chairman
The Chairman of this committee should be a
Republican leadership-type and should follow
as a model the master plan for ticket
distrubtion as outlined in the six points
above, within communities outside the
immediate town where the visit will be held.
This person should organize bus and car
caravans from these areas to come to the
event, with signs and banners listing or
displaying their city or country's name on
the side of the vehicles. This creates a
favorable impression with the media and
shows widespread, groundswell support.
LEAFLETS/HANDBILLS
"Leafleting," (the distribution of flyers announcing the
upcoming Presidential visit in areas of dense population or
heavy pedestrian traffic) can be an extremely effective
crowd-raising technique, providing that it is done
systematically and properly controlled. It is a cheap yet
effective means of notifying a large portion of the population
that the President will be appearing. But in order to be truly
effective, it must be done in saturation, in targeted areas and
carefully timed.
For example, although handbills are good crowd raisers, the
percentage of people turned out per numbers of handbills is
small. Therefore, you must plan to distribute proportionately
many more handbills than the number of people desired. You
should plan to distribute at least 10 times the number of
handbills as the number of people you need to fill the hall or
site. Recognize that a number of the handbills given out will
be "throwaways;" that is, people will toss them away without
reading them, or will be ignored, forgotten, or rejected.
It is important to remember the key elements to a successful
crowd-raising campaign when leafleting is used as a primary
technique; and keep in mind that if you decide to raise the
crowd through this process - and in almost every case, you will
want to -- do it right!
KEY ELEMENTS FOR LEAFLETING
1. Targeting
In consultation with the local political people, decide the
areas to be "hit," friendly local police forces, etc. Use
your own judgement (consider visiting likely sites at noon,
rush hour, etc. when you have enough lead time to judge for
yourself). Primary areas should include busy shopping
centers near the site; downtown commuter traffic areas
(major commuter bus pick-up areas, large parking garages,
etc.) ; sports arenas, convention centers, or other
facilities where large crowds are expected; large plants or
factories, or other places of high employment (hit during
shift changes) heavy Republican wards or precincts; senior
citizen centers (where resident are ambulatory; consider
announcing transportation pick-up locations and times );
busy office buildings near the site; heavily-trafficed
lunch hour places near the site, etc.
Try to time distribution near the approximate time that the
event will be held on a later day, so as to hit those most
likely to be available (especially in those areas in
proximity to the site of the event). Don't hit areas too
far away from the site, or where people have no reasonable
hope of reaching the event on time.
Ask the local people about places where crowds gather; is
there a state fair going on? Is there a convention
nearby? Is a local Republican candidate holding a rally in
the week before your event?
2. Timing
Don't distribute leaflets too far in advance of the event
that people are apt to forget about it. The message has to
be immediate and compelling (see section 3 below). Try to
begin leaflets 2 or 3 days before the event and keep
hitting that area: saturation. Hitting 20 areas once is
not nearly as effective as hitting 6 or 7 areas 2 or 3
times, if it is a populated area. Put heavy concentration
on the day before and the day of the event.
3. The Message
Keep the message simple and clear, while making sure you
say what you want to say. The fewer words, the better.
Remember, this is an announcement not a news story. Your
purpose is to quickly inform people that they have an
opportunity to see and hear the President of the United
States; if you give them too much to read, they may quit
reading before they ever get to that point. You want to
inform them, and motivate them. Therefore, try to make it
sound exciting; make them want to attend. Make it sound
like everybody is going to be there, and the'll miss
something if they are not.
Include the important elements: Who, What, When, Where
(sometimes Why) ? Inform them that the President of the
United States is coming; they can see him, and ought to;
tell them where he is going to be, and when; tell them how
to get there, and what is required to get in.
Photographs of the President, and possibly the Presidential
Seal, draw attention to the leaflet. If the event is an
airport rally, mention his arrival aboard "Air Force One;"
many people will come to see the airplane alone.
Another important message is the one the volunteers give as
they pass out the leaflets. Remember that most people
don't like being handed a leaflet, because they think it is
an advertisement for a product, or advocacy of a cause.
Therefore, since you want them to look at the flyer, a
verbal message is important. Have the volunteers deliver a
quick, one-sentence message as they hand out the flyer;
they can keep repeating it over and over: "Come see The
President in Des Moines Saturday!" or "Meet and Hear the
President here on Friday at the Civic Center!" Remind the
volunteers to be courteous; to smile at people as they hand
them the flyer, and say to thank you; tell them to be
polite if a person refuses, and just move on -- don't
answer rude people in kind, or try to make a point.
4. The Plan
Once you have targeted the areas you want to saturate,
develop a strategic plan for distribution. Make a chart of
the number of people you want on each day in each area,
according to the number of leaflets you have targeted for
delivery each day. Fill in the names of the volunteers who
will be at each location for each day, and their phone
numbers. Appoint one person to be in charge of each
"drop-site," who will be responsible for having the people
assigned to that site there on time, with the proper number
of leaflets, and to supervise their activity. (This is
especially important when using younger people, as they may
become quickly bored and toss the leaflets in trash cans.)
Brief the supervisors on your goals. Make sure they have
emergency telephone numbers to reach the person you have
assigned overall responsibility for the distribution, in
case of trouble or problems. (A "trouble desk" manned by
someone you can rely on is a good idea). If the volunteers
will be out during meals, arrange for the local party or
someone else to provide sandwiches and soft drinks at the
various locations. You might have someone in a supervisory
position circulating among the various locations, giving a
"pat on the back" to the volunteers and encouraging them to
keep it up. Let them know that somebody knows they are out
there!
IMPORTANT: Make sure you have checked to see if the areas
you have targeted allow distribution; some shopping centers
have a policy against it. If so, see if a friendly local
person knows the owner or manager and can persuade him/her
to "look the other way."
If a hotel is to be leafleted, use common sense. For
example, if the event is called for a Monday afternoon,
don't leaflet there until after check-out time Sunday;
otherwise, you may be hitting people who will be leaving
town before the event. Also, have the volunteers start on
the top floor and work down; that way, if the management
spots them and forces them to stop, they will probably have
saturated most of the floors by the time they were spotted.
Have the person in overall charge of the distribution
prepare a report for you at the end of each day reporting
the number of leaflets passed at all locations, and a grand
total for the day. This will not only give you an idea of
how many are getting out, in case you need to reorder
printing or change your plan, but also will give the
supervisor a sense of a goal to meet.
GENERAL
Have the flyer printed on cheap, light-colored stock.
Black print or blue print on white stock saves money, and
colors aren't necessary. Get the best price possible for a
mass order, if you can avoid printing smaller orders
several times. Look for a reliable, friendly, supportive
local printer who will give you a good, legal rate.
Consider a union bug (small, in the lower corner) if you
are in a heavily-concentrated union area. Your local
political people can advise on this.
Where it is legal, have volunteers place the leaflets,
rolled into "tubes," inside door handles of parked cars.
Be very careful about having them placed under windshield
wipers.
Have them step into local merchants' places of business and
ask for permission to scotch-tape some flyers in prominent
places on the glass door or windows; tape on telephone or
light poles, when it is permissible. Always try to get a
location away from, or standing out from, other
advertisements that might be there.
If the local school board president/principal are
supporters, ask them to have a pile of leaflets put into
every teachers' box for the students to take home for their
parents as a "current events" thing. Try hitting bowling
alleys on busy nights; pancake suppers at the fire house;
community car washes, or boyscout dinners; basically,
anyplace that people will be gathered.
Remember: Your local committee is the best source for
places to be targeted.
TIMING THE CROWD ARRIVAL
The time you print on the leaflet as the President's
arrival time is important to the success of your event.
Having the crowd arriving at the same time as the President
is worthless and utterly chaotic. Therefore, you must list
the time of the event as at least one half hour prior to
the actual Presidential arrival time. In this way, the
house will be packed and full of anticipation by the time
he walks in.
The local people are likely to give you a hard time about
this, and you must carefully explain that it is esential
that your crowd be in place at least 30 minutes before the
arrival time. Work with the local committee to build a
pre-event program of entertainment, which will help keep
the crowd happy and in place. (See section on Building
Color Into A Rally).
Make sure that you build enough time in prior to the
anticipated Presidential arrival to get the expected crowd
through the magnetometers which the Secret Service will
make people pass through, to get people into the main hall
and in place, out of the parking lots and arrvial points,
etc. With effort, you can make sure enough is happening at
the event site to keep the crowd interested: local
entertainment, speeches, bands, etc.
Posters
It is a relatively simple and inexpensive job for the
printer who produces your flyers to also produce larger
"circus-type" posters. This can be done by having the
printer "blow-up" the camera-ready copy for the flyer into
a larger size (24" X 36" for example).
These posters are excellent for placing in merchant's
windows, on construction fences, at bus stops, and at other
heavily-traveled locations.
Especially in rural areas, where house-to-house flyer
delivery would be prohibitive and no shopping malls or
other public gathering places exist, these posters are a
good way to publicize the event. Ask country store owners
for permission to place them on their front door, or near
the cash register. Try to put them up at auction
locations, sale barns, and other places where farmers are
likely to gather. Seek permission to put them up at church
and school bulletin boards.
ADVERTISING BY RADIO AND NEWSPAPER
In some cases, especially political trips in behalf of
Republican candidates when the local committee is picking up
the tab, or in the case of a reelection campaign for the
President himself when the reelection committee is supplying a
budget, you will be using paid advertising for crowd raising.
This will almost always consist of radio spots and newspaper
ads, since television time is usually so expensive as to be
prohibitive.
If the money you are allocated is spent wisely and the
advertising campaign designed well, paid advertising can be an
extremely good way to draw a large crowd. Consult with your
local political contacts as to which newspaper has the largest
circulation, or tends to be read by the type and age of people
you are trying to reach; find out which radio stations offer
the largest audience, and at what times.
RADIO SPOTS
In most cases, you will want to place 30 second radio spots; 60
second spots are twice as expensive, and you can usually say
all you need to say in 30 seconds. The most cost effective way
to produce these ads is to have the disc-jockey at the radio
station make a recording of the ad himself, in your presence.
Not only will his voice be much better over the airwaves, but
you save the cost of paying an advertising firm to produce and
record. Ask the D. J. to have marching music playing in the
background and have him read the script that you have approved.
As in the case of leaflets, your message should be simple:
Who, What, When, Where. Jazz it up a little and add some
music, but don't get too complicated or you'll lose the
message. Have someone read the proposed announcment at
moderate speed and time it; (remember that you have to leave a
few seconds at the end for the disclaimer).
EXAMPLE:
:30 ad Presidential Appearance
(Background music: Stars and Stripes
Forever)
ANNOUNCER: Your chance to see and hear the
President of the United States comes
Saturday as The President comes to Des
Moines! The President will speak at the Des
Moines Civic Center at 2 p.m. on Saturday,
January 3, and everyone is invited.
There 11 be musical entertainment and an
address on vital issues by our President.
Bring the family to this historic event.
That's The President, Saturday, 2 pm at the
Civic Center. Be there!
Paid for by (Political Disclaimer) John Doe,
Treasurer.
EXAMPLE:
:30 second ad
PRESIDENTIAL APPEARANCE
Musical background
ANNOUNCER: Attention all citizens of Podunk
for an important announcment. Senator John
Doe announces that the President of the
United States will appear at the Podunk Town
Square on Thursday, April 16, at 5 pm to
address the citizens of this state.
Repeat: The President will speak at the
Podunk Town Square this Thursday at 5 pm and
everyone is invited. Bring the family to
this exciting and historic event as the
President comes to Podunk! Thursday -- 5 pm
-- The President in the Town Square. Be
there!
Paid for by Senator Doe Reelection
Committee, Jane Jones, Treasurer.
EXAMPLE:
:30 ad
Music background: HAIL TO THE CHIEF
ANNOUNCER: Your chance to be part of an
historic event comes Friday as the President
of the United States arrives in Albany. The
President will arrive aboard Air Force One
at Albany Airport at 4:45 pm this Friday,
and everyone is invited to be there. There
will be bands, balloons, and excitement for
the whole family as Albany welcomes the
President. Be there Friday at 4:45 at
Albany Airport for The President.
Some things to remember:
1. Have the D. J. make another tape at the time which will be
played on the day of the event, which changes the day of
the week to "today."
2. Mention the time and place at least twice in the
announcment. Most people don't listen closely the first
time.
3. Remember that repetition is important. The first time
people hear the announcment, they wonder if they heard
right; they can't remember what he said the time and place
were. The number of "impressions made" -- that is, the
number of times a person hears it -- is important and helps
create a sense of urgency and importance to the event.
4. Remember that the more the ad sounds like a news
announcement -- having the D. J. record it helps -- the
more impression it makes. Don't make it too theatrical or
"jazzy."
5. Carefully consider how you want to spend whatever money you
have allocated to radio. For the price of one ad on a big
station, (with expensive rates), you might get 5 spots on a
smaller station which targets a better type of audience
(older people or country fans as opposed to teenagers
listeing to rock). If you keep in mind that the one spot
hits a lot of people, but only once -- if you've missed it,
you've missed it! -- you might rather go with repetition on
a smaller station. It's a matter of judgement.
NEWSPAPER
Few means of advertisement catch a person's eye better than a
full page ad on page 3 greeting them with the morning coffee.
However, the decision as to whether or not to spend money on
newspaper ads, and how much space to buy, must be made in
careful consideration of the overall budget.
As in radio advertising, remember that there is no need to go
into expensive production costs in order to be effective. Many
an inexprienced advanceman have been burned by having a big
share of his advertising budget go to a local media-relations
firm for production and placement costs for ads. You can
design these ads as effectively without having to pay so-called
"experts" -- remember, this is a simple ad to inform people of
the event, not the introduction of a new product.
Check the costs of advertisement in all daily and weekly papers
in the immediate target area. Weigh, in accordance with your
overall newspaper budget, where you can spend on a priority
basis. The large dailies should be given great weight, of
course, but their larger cost will mean a samller ad --
therefore, placement is important! On the other hand, you can
probably buy a full page ad in a smaller daily or a weekly, but
there is a trade off in terms of numbers of people reached. A
balanced ad campaign takes in all of these factors and results
in maximum coverage allowable with the funds available.
Planning the Newspaper Ad Campaign
The first step is to do a layout sketch of what you want; include
a photo of the President, and as in the case of the leaflet, keep
the message simple. (You may want to imitate the leaflet, if it
has been done well.) Use large, block type, emphasizing the key
words: President, City, Place, Date, Open to Public, etc. If
you have lots of space, don't necessarily fill it with words;
clear spaces emphasize the important words; or, add an eagle or
another design which the newspaper will have in its ad files. It
is always essential to mention the parking plan.
GENERATING FREE ADVERTISING THROUGH LOCAL MEDIA PLAN
The advanceman can generate valuable free publicity for the
visit through a carefully planned and executed program for
release of trip information to the local press. Especially on
trips with no or little advertising budgets, this type of
publicity can be extremely helpful in generating interest in
the visit, and thus building crowds. In towns and communities
which have not seen a Presidential visit in some time, the type
of interest you can provoke through local news stories about
visit preparations, the history of Presidential visits,
Presidential airplanes, Marine One, etc., will help to enlarge
crowd size and enthusiasm.
A note of caution should guide you: always check with the
Director of Advance before implementing the portions of your
local news plan which highlight the logistical arrangements
that accompany Presidential travel (AF-1, Marine One, etc.)
In recent years, negative news stories about the costs involved
in Presidential travel have appeared. Therefore, use the
Director's guidance before issuing information. Refer press
inquiries as to costs, manpower, security requirements, etc.
requried for a Presidential trip to the White House Press
Office in Washington.
The Lead Advanceman should work out a local news plan with the
press advanceman, with the latter having responsibility for
carrying it out under the supervison of the former.
There are many elements of a good local news plan, and several
areas which can be included which will generate "color"
stories, human interest features, or "side-bar" stories.
1.
ANNOUNCEMENT OF THE VISIT
The White House Press Office will make the intial
annoucnement of the visit. Once that announcement is
made, the press advanceman should release the
announcment and whatever details have been "cleared"
for release to the local media. This is a good
opportunity for the press advanceman to develop a
cooperative relationship with the local press. By
making them feel that he is being forthcoming with
information, or that they are receiving important and
current information, he can help ensure a better story.
The advanceman has a great capability here to generate
news concerning the visit, through a little
cultivation and solicitation of the local press. A
helpful photograph of the President, a smooth and
on-time credentialing operation, prompt return of
reporters' phone calls, all help create a good
relationship between the press advance and the local
media.
2.
PRESS BRIEFINGS
In coordination with the White House Press Office and
the Advance Office, and with the approval of the Press
Advanceman should hold periodic briefings for the
local press. At these briefings, he should discuss
details of the trip that have been cleared for
release, such as arrival times and locations, press
logistical arrrangements, lighting and power
arrangements at the sites, press entrances and exits
into sites, local "pool" arrangenets (when a local
pool will be permitted), credentialing information,
transportation arrangements, etc.
Not only does this information help avoid
time-consuming questions later on, but it helps create
a sense of recognition that the advance staff
recognized this job of the press.
3.
PERIODIC SUPPLEMENTAL RELEASE
The press advanceman should issue periodic releases on
additional information on the trip which has been
cleared by the Lead Advanceman. This information
would include items which could create another news
story -- the fact that The First Lady will be
accompanying the President, that the U. S. Senators
will be with him on AF-1, etc. -- thereby generating
additional publicity. For this reason, the press
advanceman should consider not releasing all the
information he has at one time, but staggering it over
a few days. In this way, he can create two or three
days of stories about the visit, each of which will
undoubtedly repeat the vital information which you are
trying to get out -- the President's arrival time and
place
4. COLOR STORY AND PUBLIC INTEREST INFORMATION RELEASES
The public loves details about how a Presidential
visit works, and loves to see the Secret Service
agents, the cars, and all the rest almost as much as
they want to see the President. Therefore, the
advanceman should spark an interest among the populace
in turning out to see the "historic event." He can do
this through release of information and photographs
about Air Force One, Marine One (when applicable), the
White House, previous Presidential visits to the area,
etc. (At an airport arrival that's open, many people
will turn out just to see AF-1 alone!)
The advance office in Washington should provide kits
containing this information and photographs; however,
the advanceman should use them wisely, perhaps doing a
little at a time to selected newspaper editors, rather
than passing out the whole kit to all local press.
5.
FIRST LADY INFORMATION
Much extra publicity can be gained by feeding the
public's (and the press') appetite for information
about The First Lady. When she will be accompanying
the President on a visit, a separate local news plan
should be developed for her alone.
Photographs of the First Lady should be provided,
along with biographical information. The press
advanceman should contact "Women's Editor" types and
Society Page reporters with photographs and bios for
them, too. (Often times a newspaper will run a color
story on the Fist Lady and her life, interests, etc.
in conjunction with the visit.)
Refer queries for specific information on the First
Lady's interests, etc. to the First Lady's office in
the White House.
6. PUBLIC PARTICIPATION ARRANGEMENTS
Many newspapers, radio stations, and television stations
will give coverage to "crowd access" information, such as
the locations of the crowd entrance gates, the time gates
will open, where and when the crowd can best see the
President, etc.
Often newspapers -- and event television newscasts --
will show shaded parking areas on blow-up maps of the
event area. Especially in the case of official events,
the news media will sometimes be suprisingly cooperative
in informing the public where to park, when to arrive,
the best routes, etc.
7. PUBLIC SERVICE ANNOUNCEMENTS
The press advanceman should work with local press to
generate "public service" type stories regarding
information which will be helpful to the public at large
(parking arrangements at the event, how and where to get
tickets, etc).
Again, this serves a dual purpose; it alerts the public
to this information, and it also repeats and reemphasises
the fact that a visit is forthcoming.
8. PERSONAL VISITS TO LOCAL MEDIA
There are situations when a key local contact (State or
County Chairman, etc.) can make personal calls on the
media to talk about the upcoming Presidental Visit. This
works best in the small to medium sized towns where T.V.,
radio, and newspapers are always looking for more
information on the visit. Using a known and articulate
figure in the community enhances the chances of getting
free media coverage in this instance.
9. LOCAL PRESS CONFERENCES
In some situations where crowd building has been
difficult, you may want to have the State or County
Chairman, etc., hold a press conference one or two days
before the visit to discuss details of what will take
place while the President is in town. However, this must
first be approved by the Press Office and issues should
not be discussed.
10. PHONE BANKS
Local phone banks organized in campaign headquarters or
in homes is another effective way of notifying the public
of the upcoming visit. This must be carefully
coordinated in that a written script should be given to
each caller and phone lists must be organized to avoid
duplication.
MISCELLANEOUS NOTES
1. Remember that you can use a little more leverage on asking
for "public service" announcements of the visit with those
radio stations and newspapers from which you are buying
substantial advertising time, as previously discussed. Radio
stations have been known to announce the visit as a news
event at every newsbreak, especially if subtly reminded by
your local media chairman that purchases of ad time have been
made at that station.
2. Ask local people about "human interest" type anecdotes or
stories. Is a family member or former teacher of the
President a community resident? These kinds of stories make
"Style Page" stories in many cases.
BUILDING A COLORFUL EVENT
The "color" of an event is what makes the evening news, the
front page of the newspaper, the magazine photograph. While a
big crowd and a band make a good event, a great event is the
result of that extra bit of imagination which you provide and
that added measure of incentive and pride which you instill in
the local planners. Its the flags, the signs, and the
confetti; the marching bands, the bunting, the Cub Scouts and
whatever other ingredients you can add, which will show a
composite of what this country -- and The President -- are all
about.
It is the careful orchestration of an event which transmits the
excitement for the President through the camera lense to the
people at home.
The advanceman must establish a committee to locate, identify,
and execute color items of the event. The following is a list
of the recommended committees:
a) ENTERTAINMENT COMMITTEE
The Entertainment Chairman and his committee should
compile a list of all bands, choral groups, drill
teams, cheerleading groups, and other entertainment
groups which are available for the event.
Each group or unit on the list should be described to
the advanceman, who will need to make the
determination as to whether the group will be used.
(NOTE: The Advanceman should use as many groups as
possible, but must be careful that he does not commit
to more groups than he can reasonably fit into the
program.
The Entertainment Committee should look for the
following elements:
1. Master of Ceremonies (M.C.)
The M. C. is the foundation of the program and is
responsible for developing and implementing the
program. A good M. C. is invaluable in helping
to generate and maintain crowd enthusiasm. He
will introduce the various entertainment groups
and inform the crowd periodically of the
President's progress (i. e. his arrival at the
airport when he is en route the event site,
etc.). He will introduce dais guests, recognize
VIPS, make sure each entertainment element gets a
chance to be seen and heard, etc.
A good M. C. might be a local TV or radio
personality, entertainment celebrity, or other
well-known figure. Rehearsal and a written
program for the M. C. is a must for a successful,
smooth-running program.
2.
BANDS
High School and College marching bands are the best
bands to use; they add much more color than a combo or
stage band. Rehearsal of the band with WHCA is
critical. At least one band -- ideally, your largest
and best band -- must be able to play "Ruffles and
Flourishes" and "Hail to the Chief."
The use of bands playing patriotic, upbeat numbers is
critical to generating the excitement and enthusiasm
of the event. The advanceman should find out what
Sousa-type march numbers the band can play; a few
suggested numbers would be:
WASHINGTON POST MARCH
NATIONAL EMBLEM
STARS AND STRIPES FOREVER
NOTE: Your anchor (or main) band should play during
the time the President proceeds onto the stage, when
he is introduced and during his exit until the
Presidential party has departed the building.
Secondary bands should be used at least one hour prior
to the President's arrival to entertain the crowd as
it enters and is finding seats.
3.
CHEERLEADERS AND POM-POM GIRLS
Cheerleaders are colorful, crowd pleasing additions to
the high school and college bands, and will usually be
willing to accompany the band to the event. The
advanceman should have the cheerleaders rehearse
slogans and cheers and select a person to cue the
cheerleaders on the President's arrival, introduction
and departure.
Cheerleaders should be stationed either on or near the
stage (within the camera shot) to add a pep rally-like
atmosphere to the event.
4. DRILL TEAMS
Similar to cheerleaders, drill teams can be use to
line entrance routes, to adorn the stage or balconies,
or otherwise herald th President's arrival. (Note:
while some drill teams carry flags, those that carry
make-believe rifles will have to be checked by the
Secret Service.)
b) DECORATION COMMITTEE
The Decoration Chairman and his or her committee along
with the advanceman should develop a decoration plan
for the event site. This plan should include the
materials needed, where to locate them and at what
cost. The committee should try to borrow as much of
the decoration material as possible and have a person
or persons selected to pick up and return these
items. The plan that the advanceman and the committee
develop should begin by establishing the theme of the
event (i.e., political, patriotic, institutional,
etc.) and should lay out the type of signs needed,
amount of bunting and fans, number of flags and their
locations.
1.
Stage Decoration
Decorating the President's stage is the most important
item in the advanceman's decorating plan, due to one
fact -- "that every local and national television and
still camera will be trained on the President and the
stage that the advanceman has created." Careful
thought should be given put into what backdrop and
banners are placed on the stage.
a) Backdrops
A ten-foot high Royal blue backdrop is
traditionally used, but don't limit yourself to
just a traditional backdrop. Imagination is the
key. For example, a backdrop of hay for a farm
rally, a backdrop of a group of Boy Scouts for a
civic rally, or a backdrop of a dozen American
flags or a huge American flag for a patriotic
event. In setting your backdrop, remember that
the backdrop should always send a message within
the photograph.
b)
Banners
In using banners, try to keep the message
simple. Give the location and a short message
(i.e. Knoxville's Salute to The President or
Durenburger for U. S. Senate, Minneapolis
Rally). In hanging banners, never hang a banner
directly behind the President's head. Always
keep the banner 8 1/2 to 9 feet above the stage
floor and ideally 1 foot below the top of the
backdrop. Banners should be 3 feet wide and
approximately 15 to 20 feet long depending on the
distance of the press platform from the stage.
Have a professional sign painter make your banner
on a light colored, low reflecting oil cloth
using dark colored lettering and border.
2.
Bunting and Fans
This material is expensive but usually can be borrowed
from a local fair, church or rodeo. Bunting and fans
should be used on the Presidential stage along the
railing and balcony of the arena. The bunting should
always be hung with the blue stripe of the bunting the
highest.
3.
Hats and Hand-held Flags
The advanceman should ask the local host committee to
purchase skimmer hats and hand-held flags for the
rally guests. This helps to add color to your event
and crowd participation. Skimmer hats and flags can
be purchased from local novelty and specialty stores.
Bumper stickers from the host political committee
should be placed in the front and rear of the skimmer
hats and passed out to the crowd forward of the press
platform. Hand-held flags should be no smaller than 7
X 8 inches and passed out to a concentrated area
forward of the press platform.
4.
Homemade Banners
Horizontal and vertical homemade banners made from
different colored butcher paper and tempera paint can
add that extra bit of color to the event. The
Decoration Chairman should establish a group of young,
artistic volunteers to have a banner-painting party to
create a combination of horizontal and vertical
banners with messages showing support for the
President. These banners should be hung from
railings, balconies, rafters, along the perimeter wall
of the arena and in any area that is in view of the
camera platform.
5. HAND-HELD SIGN COMMITTEE
The Hand-held Sign Chairman and his or her committee
should purchase a large quantity of different colored
poster board and tempera paint and should establish a
large group of volunteers that can have several
sign-painting parties. A local church, gymnasium or
school careteria is a good location for these
parties. The local volunteers should be briefed that
short supportive messages are the best but encourage
them to use their own original thoughts. An assembly
line process of penciling-in the message, painting the
sign and letting the sign dry is the quickest method
to mass produce hand-held signs.
The hand-held signs should be distributed among the
event site seats (forward of the press platform)
before the crowd arrives, holding back approximately
20 percent of the signs to be distributed in key areas
(i.e. special group seating). As many signs as
possible should be two-sided, especially those
distributed between the press platform and the podium.
6. BALLOONS
Balloons provide a very quick but exciting form of
color. There is nothing more spectacular than the
site of thousands of balloons rising into the air or
falling to the floor. Timed correctly, a "balloon
rise", "balloon drop", or a simultaneous "rise and
drop" is a great climax at the very end of a rally.
A. Balloon Rise
A successful balloon rise entails releasing at
least 2500-3000 red, white, or blue balloons (the
more the better) directly behind the stage where
everyone, especially the press, can see the
balloons floating up into the air. (The
President must know about the rise behind him so
that he can also acknowledge the color with the
audience). For an inside rise, it is imperative
that you receive permission form the Hall manager
since the helium balloons will take a couple of
days to fall. Make sure that the T.V. lighing
will cover at least the beginning of the rise for
better T.V. and still photo coverage.
A. Balloon Rise (continued)
For outside rises, it is important to compensate
for wind. Check the wind direction in order to
determine which way the balloons will travel as
they are released. For example, if balloons are
released center stage on a windy day, they will
most likely begin to rise beyond the stage. If
it appears very windy, it would be best not to
attempt a balloon rise.
1. Equipment
Make sure to get helium quality
balloons that are 10" to 12" in
diameter. Normal balloons will not
hold helium. Contact a local air
products company and determine how many
tanks of helium will be needed. Ask
for a supervisor from the company to
assist in moving the tanks and changing
the nozzels. Helium tanks that are
mishandled can be dangerous. Request
the rubber attachments for blowing up
balloons.
"Balloon tents" work best for
containing the balloons once they are
filled. Be sure to obtain tents that
can be filled form the sides. The roof
of the tent must be the type that can
be rolled back in order to release the
balloons. These tents can be rented
from convention supply companies or can
sometimes be obtained from funeral
homes. If there is not a space
limitation, then semi-trailors with
canvas tops that can be rolled back
work very well.
2. Volunteers
A number of good volunteers are needed
to make a balloon rise work. Even
helium quality balloons will deflate
rather quickly once filled. Therefore,
you must have enough volunteers to
begin inflating all balloons and
filling the tents no more than six
hours in advance of the President's
arrival. Keep in mind, you must allow
enough time for the Secret Service to
complete their sweep prior to the
President's arrival. Select your best
volunteer to be the supervisor.
B. Balloon Drops
Balloon drops are much more difficult than
rises. Many advancemen have experienced the
embarrassment of balloon drops that never
dropped. The best rule to follow is to find
someone experienced at this who works for the
facility you are using. And even though this
person has done a number of successful drops, he
or she must practice dropping small numbers of
balloons once the rigging is in place.
The rigging suspended form the ceiling must be
hung so the balloons fall into the buffer zone
between the podium and the crowd line. This will
allow the T.V. lighting to cover the drop
effectively for optimum media coverage. Balloons
must not fall onto the stage. Once again, The
President and the press must know in advance
about the balloons.
1. Equipment
As with reses, you must have red, white and
blue helium balloons that are 10" to 12" in
diameter. Air, not helium, should be
obtained form the local air products company
along with a supervisor to change tanks.
Cotton netting (nylon causes static
electricity) or plastic sheeting should be
used to contain the balloons.
Heavy duty rip cords must be used to
separate the netting or plastic sheeting to
enable the balloons to fall. Make sure
hydraulic lifts are available to fill the
nets already suspended or to lift the nets
already filled into position. In either
situation, the Secret Service must sweep the
balloons before they are placed into
position.
2. Volunteers
A number of volunteers will be needed to
make this effort work. However, helium
quality balloons will hold air much longer
than they will hold helium. Thus, the
volunteers can start up to 24 hours in
advance of the event. Once again, select
your best volunteer to be the supervisor.
C. Simultaneous Balloon Rise/Drop
This is essentially a combination of what has
just been described. The scene can be
magnificent if orchestrated properly. It is
strongly recommended that you experience several
successful rises and drops before attempting both
together.
General
As with anything else, balloons and associated
equipment can be expensive. Be sure to get the
approval of the host committee before acting.
Even though balloons are spectacular, they are
generally the last item that the host will pay
for. Thus, it is up to the advanceman to do the
selling job.
ADVANCEMAN'S CROWD-RAISING CHECKLIST
1. LOCAL NEWS MEDIA PLAN
( ) Announcements and advisories (Press Advance)
( ) Initial Announcement
( ) Calls to Media Outlets
(
) Local Chairman contacts
( ) Continuing announcements
( ) First Lady to Accompany
( ) Cabinet Members to Accompany
( ) U. S. Senators and Congressmen
( ) Airport Greeters
( ) Local entertainment groups to appear
( ) Other local involvement
( ) "Presidential Aura" information releases
( ) Air Force One
( ) Marine One
( ) Presidential Seal and Flag
( ) Past Presidential Visits
( ) Public Service Announcement Calls
( ) Press Advance calls to media personalities
( ) Local Chairman calls to media personalities
( ) Location, Parking, Times, Dates, Entertainment
2. PUBLICITY CAMPAIGN
( ) Ticket Distribution
( ) Appoint various Chairmen
( ) Establish distribution centers
( ) Daily reports and oversight
( ) Handbills and Leaflets
( ) Establish chairman and committee
( ) Establish distribution points
( ) Targeting/Timing
(
) Supervision
( ) Paid Advertising
( ) Carefully placed "buys"
( ) Simple and Direct message
( ) Low Production Costs
( ) Targeting/Timing/Placement
( ) Supplemental Publicity
( ) Marquees
( ) Portable signs
( ) Posters in shop windows
( ) Announcment at Public Events
( ) Press Conferences
(
) Phone Banks
( ) Sound Vehicles (check for permits)
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
08. manual
Press Advance Guidelines (18 pp.)
n.d.
(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 [2]
Date Closed:
8/8/2007
OA/ID Number:
09687-008
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 Trip of the President
The Trip of the President
Louisville,
Kentucky,
Missouri,
Kentucky
and California
June 29, 1983
June 29-July 4, 1983
NAME
NAME
AFFILIATE
AFFILIATE
PRESS
PRESS
The Trip of the President
THE TRIP OF THE PRESIDENT
TO
Kansas City,
CALIFORNIA
JUNE 29-JULY 5, 1983
Missouri
9
June 29, 1983
NAME
NAME
AFFILIATE
AFFILIATE
PRESS
PRESS
Withdrawal/Redaction Sheet
(George Bush Library)
Document No.
Subject/Title of Document
Date
Restriction
Class.
and Type
09. Manual
Hotel Advance (9 pp.)
n.d.
(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 [2]
Date Closed:
8/8/2007
OA/ID Number:
09687-008
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.