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This file contains:
Memorandum to Advance Men re: Train Advancing. 3 pages. [Memo], 10/1/1962
Draft edits of advance arrangements instructions to advance men. 27 pages. [Memo], n.d.
Check List. 4 pages. [Form], n.d.
Pages from advance men instructions re: security arrangements and motorcade procedures. 4 pages. [Memo], n.d.
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26127255
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WHSF: Returned, 45-20
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This file contains:
Memorandum to Advance Men re: Train Advancing. 3 pages. [Memo], 10/1/1962
Draft edits of advance arrangements instructions to advance men. 27 pages. [Memo], n.d.
Check List. 4 pages. [Form], n.d.
Pages from advance men instructions re: security arrangements and motorcade procedures. 4 pages. [Memo], n.d.
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Richard M. Nixon's Returned Materials Collection
Returned White House Special Files
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Richard Nixon Presidential Library
White House Special Files Collection
Folder List
Box Number Folder Number Document Date Document Type Document Description
45
20
10/01/1962
Memo
Memorandum to Advance Men re: Train
Advancing. 3 pages.
45
20
n.d.
Memo
Draft edits of advance arrangements
instructions to advance men. 27 pages.
45
20
n.d.
Form
Check List. 4 pages.
45
20
n.d.
Memo
Pages from advance men instructions re:
security arrangements and motorcade
procedures. 4 pages.
Wednesday, May 23, 2007
Page 1 of 1
October 1, 1962
MEMORANDUM TO ADVANCE MEN
RE: TRAIN ADVANCING
There are, of course, a number of special requirements involved
in advance arrangements for the train. In general, train stops will
fall into three categories:
1. Whistle-stop -- speech from rear platform of train.
2. Off-train station rally -- speech from railroad station
or platform built near train tracks.
3. Off-train, downtown rally -- motorcade from tain to
auditorium or other point for speech.
Other than the general provisions covered below, an off-train
downtown rally is set up about the same as a regular campaign stop
from an airplane. The train pulls into the station and the party
moves to cars to drive to the hotel or meeting place. The station
should, of course, be decorated and there should be a crowd and a
band -- just as at an airport.
Off-train station rallies:
The train should stop at a pre-determined point so that the
official party can move from the rear car to the platform as quickly
as possible. The Candidate will leave the train and take his place
on the platform as soon as the train stops. He should be introduced
as quickly as possilbe -- get the preliminary program over before the
train arrives and have the band play to fill the interval.
There must be a press section with phones, etc. (tables not
necessary), the same as at an ordinary rally. Be sure that the
members of the press are able to move from their cars at the for-
ward part of the train back to the press section.
At conclusion of speech, the party will return directly to the
train and leave for the next stop.
Whistle-stops:
These will be the most frequent train stops and require some
special arrangements. The train should be stopped so that the rear
platform is in the best position for the Candidate's speech. This
is done, with the cooperation of local railroad people, by placing a
stake at the point where the engineer is to stop the engine -- cal-
culating the length of the train from there back to the speaking
point. Your job is to decide on position of rear platform. RR men
will do the rest.
Location should be determined on the basis of the best place
to assemble a crowd.
TRAIN ADVANCING
- 2 -
Whistle-stops continued:
The rear platform of the train will serve as the speaker's
platform -- and the local MC should be prepared to step right up
onto this platform to introduce the top dignitaries. Then the top
state or local candidate should introduce the Candidate -- who will
come out to the platform from the door to his car.
The number of candidates and officials to be introduced should
be held to an absolute minimum. If there is a Republican mayor, he
should be introduced, or perhaps serve as MC.
The group to be introduced should wait at the foot of the steps
to the rear platform and as each name is called, the individual goes
up on the platform, waves, then down the other side. Only two or
three people should remain on the platform when the Candidate comes
out to speak. There is not room for any more.
Immediately at the conclusion of the speech, the train will pull
out -- so any presentations should be made before the speech, as soon
as the Candidate comes out.
There should, of course, be a band and decorating in the area.
For safety of the crowd, it is essential to provide rope
barriers around the rear car of the train per the following diagram:
1
'
1
1
1
6'
÷
-
/
-
/
--
-
RN
12
6
1
Phones=
The rope across the back is, of course, a drop line and
1S
put in place as soon as the train has pulled into position - before
the crowd is allowed to fill in behind the train on the tracks.
There must be a 6-foot lane kept clear on both sides of the rear
car for its full length -- and a 12-foot area kept clear behind the
rear of the train.
Local railroad officials will generally be happy to provide
ropes and stanchions for the above purpose.
No press tables are required. The press will stand inside the
secured area. Phones should be provided within easy access -- either
LD terminal on tables alongside the train forward of the rear car
or pay booths in the same location, or both.
TRAIN ADVANCING
- 3 -
Whistle-stops continued:
Advancing for whistle-stops is generally simpler than for
regular rallies since no motorcades or hotels are involved. Be
sure, however, that the location for the stop is carefully selected;
that the publicity is given great emphasis; and that everything is
done to insure a big crowd and lots of color. All the basic crowd
building ideas should be used -- plus any others you think of.
The train will carry its own PA and speaker system -- so this
does not need to be provided on the ground.
General Provisions:
It is customary on the campaign train to let a group of
dignitaries from stop B board the train at stop A and ride into
their area with the Candidate. A VIP lounge car is provided for
this purpose. The group to board the train must never total more
than 15 persons. This will include some state officials who will
ride all the way through the state. Clear with the office before
setting a number to board at any stop.
The local committee must provide numbered credentials to those
who are to board the train. They will also have to provide one-way
transportation to the preceding stop. It should be clearly under-
stood in advance that only those with proper credentials and only
the number approved will be permitted to board. Refreshments will
be available to traveling VIP's. Have a local committee member
check the VIP's on.
Basic contact with the railroad is the station-master at
each stop.
Your primary function as Advance Man is to serve as
the personal representative of the Vice President in the ad-
vance planning of all the facets of his visit to a given area.
It is your further function to be on the scene at the time of
the visit to insure that all details pertaining to the visit are
carried out as planned and in a way that will make the trip
one of maximum effectiveness.
You are responsible for maintaining local contact and
for the development of the program and activities for the
Vice President and his party during the time they are in
your area.
The success of the Vice President's appearances will
depend on the advance preparation.
It will be appreciated if you will make a special point
of checking every one of the applicable items in this mem-
orandum to make certain that the local committees have
the situation well in hand.
Please do NOT give a copy of this memorandum to the
local committees or anyone else. Instead, pick out the per-
tinent portions which are applicable to the particular visit
and go over them with the local people in charge.
- 2 -
GENERAL POLICY
1.
You must always bear in mind that your responsibility is to the Vice
President. At all times this responsibility supercedes your respon-
sibilities to the local committee or anyone else. Often the wishes of
the local committee will be in conflict, and your job is to effect a
compromise satisfactory to all, if possible, but in any event, never
one which is unacceptable to the Vice President.
2.
The Schedule Washington Office will help you in every way possible to smooth
out differences. If you reach an impasse - refer the problem to the
Office.
3.
Let the Secret Service worry about the Vice President's security.
They are concerned with his personal protection by authority of
Federal Law, and will co-ordinate all security arrangements to fit
his local schedule of events and appearances.
In this connection, the Secret Service are also responsible for all
contact with local law enforcement authorities and will take care of
this part of the arrangements for you. It is undesireable for advance
men to deal directly with city, county or state police officials for a
number of reasons and all of such dealings should be handled directly
by the Secret Service rather than by the Advance Man.
For this reason, it is important that you work out your plans in close
conjunction with the local Secret Service personnel so that they are
fully aware of all arrangements being made and are also aware of
any changes as they occur in the plans so that they can co-ordinate
with local law enforcement personnel.
Do not grant interviews or issue any press releases or announcements.
Publicity stories should be released through local committees.
Local committee should NOT advise press of the arrival of the
Advance Man.
- 3 -
STANDARD OPERATING PROCEDURE
(Follow in order listed)
Leadquarter
1. The itinerary and instructions will be furnished from Washington.
2. Get in touch by phone with the local contacts and let them know when you
will be arriving, length of stay, etc. Also notify local Secret Service
office.
3. Proceed to assigned location and meet first with local key political
contact - check general preliminary plan with him for overall o.k.
Determine any potential complications from him before meeting local
overall arrangements chairman. Keep in touch with him as plans are
developed and settled.
4. Contact local over-all arrangements chairman - -- get completely
informed on developments to date, discuss plan of visit and arrange
meeting of local committee. Lay out tentative time schedule for
V.P.'s visit.
5. Contact local Secret Service and go over tentative schedule.
5x.
Meet with local committee (including Secret Service) and set up chair-
men for the following:
Publicity
Press facilities
Radio and TV facilities
Airport/railroad facilities
Greeting committee
Motorcade
Hotel Arrangements
Meeting arrangements and program
Review with each of these people the matters for which he is responsible.
Also have the committee appoint a competent young man to act as a
general assistant to the Nixon Staff during the entire period of the
visit. Be sure he is fully familiar with all personnel, plans, routes,
etc. He should own or have access to a car - if needed.
- 4 -
7.
Go over entire route, starting from landing position of plane, to de-
termine exact routes and times -- both on foot and by car. See below
for specific arrangements to be made at each point on route. Be sure
to walk and drive at speed which will approximate that of V.P. and
party. Have Secret Service and over-all chairman accompany you.
8.
Draw up, with Secret Service and over-all chairman, an exact schedule
for entire visit with all details included. Make sure that all understand
that no changes are to be made in this schedule without your prior
knowledge. See below for specific instructions on preparation of
schedule. Keep in mind the possibility of a suitable separate schedule
for Mrs. Nixon.
9. Transmit schedule to Washington Office with any questions or
suggestions. This will be cleared and re-onfirmed to you. Do not
confirm schedule to local chairman until Office has re-confirmed to
you.
10. Make courtesy phone calls to all major Republican officials in the
area -- give them quick rundown on general plans. Include Governor
Senators, Congressmen, National Committeeman and Woman, State
Chairman and local, regional or state Nixon chairmen. Ask each of
them to send Office immediately (at V2Prs request) a one-page memo
on local issues and their suggestions for V.P.' 's speech.
11. Confirm schedule and final arrangements with local committee. and
Secret Service.
12. Prepare and transmit to the Washington Office, all of the required
advance information as covered at a later point in this Manual.
13. Arrange to maintain regular telephone contact with overall chairman
key political contact and Secret Service. No changes are to be made
by them without your O.K. Be sure to clear all changes with Washington
Office.
14. Plan to arrive in the city well in advance of V.P.'s party -- so you
can re-check all plans and be prepared to meet the plane. Transmit
any last-minute revisions to V.P.'s aide as soon as the plane lands.
15. Be prepared to guide party thru the visit, maintain schedule, meet
emergencies, handle local committee contacts for party and be sure
everything proceeds as planned.
- 5 -
SPECIFIC ADVANCE ARRANGEMENTS
Schedule
1. Basic schedule should include the arrival in the city, transportation
to the hotel which will serve as headquarters, sufficient time at the
hotel to prepare for the major appearance, transportation to the
place for the meeting, the meeting itself, transportation back to
the hotel if it's an overnight stop, and/or back to the point of de-
parture.
2. Specific times for press conferences aren't to be scheduled but
sufficient time will be allowed in each day's program for a press
conference if it is decided to have one.
3. No stop-bys at small meetings or functions other than the main event
are to be scheduled. Again, time should be allowed in the over-all
schedule for the possibilities of unscheduled stop-bys.
4. In drawing up the over-all schedule, keep in mind the probability
of impromptu hand-shaking in the streets or the hall or at the rally,
but do not schedule any formal reception or hand-shaking session of any
kind,
5. Do not schedule V.P. eating at any meals. If the V.P. is to appear
at a breakfast, luncheon or dinner meeting, he will arrive after the
meal, in time for his speech.
5.
No private homes are to be used for overnight or daytime stops.
7. Do not schedule any small, private, off-the-record meetings for
finance or any other purpose.
8. No fund-raising dinners or other fund-raising events are to be scheduled.
9. No individual appointments are to be scheduled.
audidate
1
10. There must always be two hours' time reserved for the Vice President
prior to any television appearance or major speech.
- 6 ,
H. The over-all day's schedule must be prepared so that the PM is in
his room at the hotel by 11 o'clock every night. In other words, any night
meetings must be scheduled so that the Vice President can leave in time
to actually be in his room by 11:00 o'clock.
12. No commitments are to be made in advance on factory drop-bys. This
will always be done on a last-minute basis if at all.
13. Although the RW V.P. will, of course, attend Church every Sunday during
the campaign, no announcements are to be made in advance of church
attendance and no invitations accepted for church services.
14. As a general over-all guide, always plan on working the good areas of the
city in which we are visiting don't go across the tracks. Thus meetings
should be scheduled for places where we know we can get a big crowd and a
favorable crowd. We should not schedule appearances in those areas
where "help is needed".
BN
15. The V.P. may want to drop in on organization meetings which are going
on in the hotel where he is staying or the city he is visiting. No arrange-
ments for this should be made in advance, but a list of such meetings should
be submitted to the Office as far in advance as possible.
1416. Private dinners, cocktail parties or after-meeting social events must not
be accepted. Be sure that the local committee is aware of this so they
don't schedule anything without your knowledge.
RN
17. Nothing should ever be scheduled for the Vice President following an
evening meeting unless you have specific instructions to the contrary
from the Office.
18. The local committee should be advised that the press secretary and the
aides traveling with the Vice President will be available to receive sug-
gestions and messages for him and that these will be delivered to him without
fail. Time will not permit individual appointments with people who will
want to see the Vice President PI.
19. The use of radio time must never restrict the starting time of a speech.
That is, if the program is covered by live radio, it must be onan open-
time basis so the schedule is not made rigid merely to conform with
- 7 -
radio requirements. In the case of live television coverage, however,
it will, of course, be necessary to ha ve restricted time segments.
20. Keep in mind the possibility of a separate schedule for Mrs. Nixon.
Do not make any commitments in this regard without prior clearance
from the office. Separate schedules should only be arranged where ap-
propriate and where it does not appear forced. Possibilities include
special interviews with news women, visits to hospitals, churches,
schools, orphanages, etc. seon sincial
- 8 -
Airport Arrival
1. Determine with airport manager and Secret Service exact location
for spotting plane, waiting area for press and greeting committee,
location of general public, motorcade lineup. Arrange so crowd
is concentrated in one area - not spread out.
2. Arrange room for press conference -- if specified in instructions.
3. If a crowd of any substantial size is expected at the airport, arrange
facilities for VPN to address the crowd.
Unless there is a planned ceremony or activity and the assurance of
a large crowd at the airport, the best arrangement is to have a sound
truck out of the way some place with a microphone on a long extension
line. A hand mike is satisfactory. Do not have a platform or any ob-
viously prepared arrangements. It is much better to let the V.P
MY
speak informally, standing on a baggage truck or the hood of a car,
using a hand mike.
If the stop calls for a scheduled speech or acceptance of an award or
other such ceremony at the airport, and you are sure there will be a
big crowd, then it is o.k. to have a regular platform and a standup
mike.
4. Work out with the local chairman a satisfactory greeting committee.
This should be limited to the smallest number of people possible
while still including all of those who should be part of the reception
group. Send the list of the names of the greeting committee to the
Office as soon as possible. Do not confirm the makeup of the com=
mittee until it has been o.k. 'd by the Office.
5. For overnight stops, make arrangements for fast removal of staff
and press baggage from plane and transfer to baggage truck. (Secret
Service will handle Nixon personal baggage.)
6. Motorcade cars should be lined up on the air strip near the plane when-
ever possible to make such arrangements with airport authorities
(unless press conference is held in terminal building in which case cars should
be lined up at most convenient exit.)
- 9 -
7. Locate the cars so that the official party does not have to walk through
the crowd to get to them, if possible. Otherwise, have an aisle
cleared through the crowd to the cars.
8. Be sure that Western Union is notified of the details of the airport
arrival so that they will have personnel there to handle any copy
the newsmen on the plane may want to file.
9. If the party is travelling on more than one plane, the press plane(s)
will always land before the V.P.'s plane - and take off after the
/
V.P.'s plane.
;
- 12 -
/
Cars:
1.
The cars should all be in good running condition, and clean - and should
be carefully pre-checked. Be sure the gas tanks are full. Use four-door
sedans unless convertibles specified.
2. Please do not use brand new cars. Instead, use cars with at least
1, 000 miles on them. New cars create a number of problems including
overheating, insurance problems, the fact that they have not been
sufficiently checked out and broken in, danger of mechanical failure.
3. Be sure the tops work on all convertibles as it is sometimes necessary
to put up the tops.
4.
Each car should be decorated and numbered - with a small card in the
lower right corner of the windshield.
5.
The ¥ P. car should be a convertible only if a big crowd has been
built up along the route. Otherwise, he should use a closed four-door
sedan - of the medium price class.
Drivers:
1.
Drivers for the Vice President's car will be furnished by the Secret
Service.
/
2.
Drivers for the other cars should be young people fully familiar with the
local area and entirely capable of handling an automobile in traffic
and motorcade formation. Paid professional drivers are preferable
to volunteers.
2
$.
Each driver should be at the wheel of his automobile with motor
running and headlights on, at least five minutes before scheduled
departure time. This applies to arrival and departure in the city
and all stops during the visit. This is necessary even if the drivers
have to leave a meeting or rally before it is concluded in order to
arrive at their designated station.
Please strongly emphasize the importance of the drivers being ready
to proceed at the appointed time - with motors running and lights on.
- 13 -
4.
The drivers must leave the keys in their cars at all times. The keys
3
should never be removed. This is necessary because we may have to
get into the trunk of the car - or move it when the driver is not readily
available.
The motorcade chairman - or someone designated by him - must be
with the cars at all times during the entire period of the visit. This
is because it is sometimes necessary to make a quick change in plans
and we must have a pre-determined point of contact.
5
All of the drivers should stay together - and if they go into a meeting
or to eat - they should keep their location known to you or the man
remaining with the cars - so they can be quickly located if necessary.
Procedure:
1.
Motorcade cars should be lined up at the airport - checked and ready
to go - one hour ahead of scheduled time.
2.
At all times, the cars should be lined up in proper numerical order -
both when moving and when parked.
3.
All persons riding in the motorcade except Nixon staff should be
assigned to specific car numbers and remain in these cars.
4.
Arrangements for police escort and other security provisions will be
handled by the Secret Service.
5. It is extremely important that the entire motorcade remain together and
in order at all times. For this reason, drivers should be instructed
to move their cars with the motorcade as soon as the car ahead of
them moves. They are not to wait for passengers or delay for con-
versations, etc. Once a motorcade gets split up, it is very difficult
to get it back together. For this reason also, drivers should remain
at the wheel of their cars - not get out to help passengers in.
General:
1. If a publicized motorcade route with large crowds is planned and-the
Vice President is riding in an open convertible, there should be a sound
truck out well ahead of the motorcade - about 15 minutes before expected
arrival - to notify people that the motorcade is coming. Also, the
- 14 -
route should be thoroughly publicized - the streets decorated. Do not
allow foot marchers to precede the motorcade because they move too
slowly. The parade should proceed at 15-18 miles per hour.
2.
The Vice President's auto should not exceed existing speed limits.
3.
A quiet police escort may be used, if conditions require same. No
sirens except in case of an emergency. Purpose of escort is to keep
entire motorcade together; not to protect the V.P.P.Do not use a lead
car or an honor guard around the V.P.'s car.
4.
Make sure that Press bus drivers are instructed to take orders only
from Nixon Staff personnel, wearing button. This is essential.
5.
Be sure to make a dry-run over the motorcade route, taking into
consideration actual conditions that will occur at the time of the
event. Do not rely on local estimates of driving time or mileage.
6. Local committee people should arrange vehicles and manpower for
speedy removal and handling of all baggage for the Vice President's
party during the visit. -The traveling Secret Service agents will
supervise handling of the Nixons' personal baggage.
- 15 -
Hotel Accommodations: (You will be advised if complete hotel accommoda-
tions are not needed.)
1. A parlor and two adjoining bedrooms, one on each side of the parlor,
are required for the Vice President-and Mrs. Nixon.
2. Rooms for the remaining members of the staff should be in close
proximity and on the same floor.
The two Secret Service Agents who will be travelling with the Vice
President should have a twin-bedded room adjacent (not necessarily
connected) to the Nixon suite. This room is not to be used by local
Secret Service Agents or police.
Don Hughes should have a single room adjacent to the Nixon suite.
Miss Woods' suite (bedroom and parlor) should be in the immediate
area but not adjacent to the Nixon suite, as telephone and office ac-
tivity is centered in her parlor. Be sure the parlor is large enough
to acommodate workingfacilities for Miss Woods and the other sec-
retaries. Single rooms should be provided for all other members of
the travelling staff.
3. One extra room should be provided at the farthest end of the area of
rooms occupied by the Nixon staff, away from the Nixon suite -- to
be used as a waiting room for local groups who may be meeting with
the Vice President or who may be conferring with members of the
staff. This can be designated as a reception room. Use a parlor if
available and properly located.
4.
Travelling press should have single rooms in the same hotel, but on
another floor. While the Advance Man can be of assistance in re-
serving and controlling the rooms for the travelling press, it must be
madedear that they or their newspapers will be billed individually by
the hotel for their rooms.
5.
Advance registrations should be made for each member of the party.
Staff keys should be in doors -- and Advance Man should have room
assignment list for staff to distribute at airport. Also, send room
assignment list to Office as far ahead as possible. Press keys should
be in envelopes at desk - by name.
- 16 -
6.
Please determine if the local committee will be taking care of the
hotel bills. Do not make a point of this. If the local committee is
not taking care of them, please see that the hotel mails the bills
to the Washington Office for payment.
%
7. Copies of all local newspapers should be in the Vice President's
and the Press Secretary's room on arrival at each city. Additional
papers should be provided as they are issued during the stay. The
local committee should designate a person to take care of this.
8. It is essential that accommodations NOT be made at any private
home. There will be no exceptions. If adequate hotel accommoda-
tions are not available in any given city or town, arrange accommoda-
tions in a nearby city or town.
9.
Be sure that all hotels send a written confirmation of reservations
to the Washington Office.
10. Room 361, Senate Office Building, Washington, D. C. should be
left at each hotel as the forwarding address for mail for the Vice
President and Mrs. Nixon and members of the party.
41. Arrange for the hotel to give fast laundry service.
12. Arrange for the hotel to give fast valet service.
13. Arrange for the hotel to give fast food service.
14. Special direct line phone arrangements will be set up for V.P. and
staff. More later.
15. If a room is provided for the local Secret Service or police officers,
it should be very far removed from the Nixon suite preferably on
another floor. It must always be outside the perimeter of the Nixon
staff rooms. This will help to keep down noise, confusion and inter-
ference with the staff operation.
16. A press room of adequate size with tables, typewriters and
10
pay
telephones should be provided by the hotel for the use of the travelling
press during the entire period of the visit.
- 17 -
17. Arrange with Hotel or local IBM office to ha ve IBM typewriters in
office (Miss Woods' parlor) on regular typewriter stands. Have one
typewriter for each secretary on travel list. Also have a mimeograph
machine in the office. Arrange to have a competent, trained operator
stand by to run the mimeo on short notice at any time during the
visit. Operator's name and phone number should be on the machine.
Operator should not wait at the hotel.
18. Prior arrangements should be made with the hotel so that when the
baggage arrives from the airport, it is moved directly to the rooms -
both in the case of press and staff. All bags will be marked with
tags identifying the owner's name. Any baggage that is not so marked should be
held by the bell captain to be claimed by the owner.
Please instruct hotel not to write room numbers on luggage tags as they
will be used for entire rout, in many hotels.
On departure the members of the press will be instructed to call the
bell captain and have their bags taken to his desk and held there at the
designated time. The staff will have theirbaggage outside their doors at
the designated time and the Advance Man should arrange to have the
bell captain pick them up and assemble them with the press baggage
to be moved to the airport. Be sure that the bell captain makes a count
of the number of pieces of baggage brought in and checks this against the
number moved out on departure.
- 18 -
Meetings
1.
The Vice President and Mrs. Nixon are to remain together at all meetings
unless you have received specific instructions to arrange a separate
schedule for Mrs. Nixon.
2. Sponsorship of the meetings by individual organizations should be
avoided except when you have been given instructions to the contrary.
3. All Republican and Nixon organizations should be included in the spon-
sorship of each meeting, including Womens clubs, Young Republicans
and Volunteer groups, etc.
4. A program consisting of band music, community singing or other
lively entertainment is to be encouraged before the meeting formally
opens. Use union band no service bands.
5. The chairman of the meeting should arrange for the band to play the
campaign song or other suitable music when the Vice President first
enters the meeting place or comes out on the platform. The band should
also strike up again when the Vice President is introduced to the aud-
ience at the beginning of his speech.
6. The chairman of the meeting should be determined by the local committee.
Wherever possible, the chairman should be an outstanding civic figure.
Get an o.k. on name from Office before confirming.
7. Presentation of the colors by local veteran, boy scout or other patriotic
organization should be made. Don't use military.
8. Pledge of Allegiance should be led by a veteran or other suitable person.
Invocation should be given by a local clergyman.
9. Work out the exact details of the V.P. S entrance with the committee.
Preferably, the V.P. and Mrs. Nixon enter alone after the head table
or speakers' platform group are seated. This is the most effective
entrance. If, however, the V.P. and Mrs. Nixon are to enter with the
rest of the group -- be sure their positions in line are decided in advance.
10. Talks by local candidates and officials should be held to a bare minimum,
both in number and in length.
- 19
11. Introduction of V.P. should be as brief as possible, and if TV or radio
are used, should be only a one sentence introduction. Introduction should
be made by a key public official in the area and many places will want to use
the Republican United States Senator or Governor or candidate for this.
Get o.k. from office.
12. It is imperative that if Mrs. Nixon is present, she be introduced by the
Program Chairman prior to the introduction of the Vice President. P.
13. At the conclusion of the meeting the chairman should not request the
audience to remain seated until the Vice President and his party leave the
auditorium unless this is necessary because of physical arrangements
or schedule demands. Never do this with captive audience of general
public or at a public event that is non-political.
14. Pictures of the Vice President with local candidates for use by the can-
didates in their campaigns should not be taken at the meeting but should
be arranged to be taken at the airport arrival, if at all possible. If the
pictures cannot be handled at the airport, it will be necessary to clear alternate
arrangements in advance with the Washington Office.
15. No meetings, such as luncheons, etc., should be arranged which will
detract from the attendance at the main meeting, or which would require
the Vice President to make another speech to the same people who would
be in attendance at the larger meeting.
16. Arrange to keep a passageway open for the Vice EN President to and from
the speakers' stand. Have a rope available, if needed, to make a pass-
ageway or use Boy Scouts in uniform. Avoid using uniformed police.
17. A working press section with tables and chairs must be provided near
the platform and an exit door of the meeting place. Be sure specific
places are reserved for the travelling press. No one else should sit
in this section except the working press and the publicity man handling
the meeting. Assign a local person to guard this area. The local
Western Union office should be alerted to be available to handle news
dispatches for the press. Give them a complete schedule. There should
be proper lighting for the press to work. The Vice President Press
Secretary will be available to the press at this location throughout
the meeting. Have B pay phones available nearby.
18. The size of the meeting place should be consistent with reasonable
expectation of the number of people to attend. It is much better to have
- 20 -
a small place overflowing, rather than a large place partly empty, even
though the number of people in the larger place is greater.
19. Please test the public address system to make certain that every portion of
the meeting place is covered by the horns being flared properly; the
horns must be in front of the microphone to avoid a feedback into the mike
while the Vice President is speaking; the microphone should be an all-di-
rectional one so as to pick up the Vice President's voice evenly no matter
which way he may be turning his head during the course of his speech.
Whenever possible, request two microphones for the public address
system to be placed approximately 18 inches apart in front of the rostrum.
20. If the program is broadcast, and if the meeting is outdoors, there should
be pick-up microphones placed strategically in the area to pick up the
applause and cheers of the crowd.
21. No one should be seated directly in back of the Vice President. One reason
for that is that quite often they are doing something which the television
camera picks up, and in addition, to avoid any possible distractions from
the Vice President's-speech, it is better that the space be left clear in
every case.
22. The lectern should be decorated and should be 40 inches in height. The
top should slant downward toward the speaker. There must be adequate
electric lights on the lectern itself. Do not rely on house lighting.
23. A pitcher of ice water and a glass should be available on the shelf of the
lectern. Usually it will have shelves which are not visible to the audience.
24. If you are not satisfied with the lectern, suggest the American Legion
hall, churches and service clubs as sources for obtaining a suitable one.
25. If an outdoor meeting is planned, a stand-by meeting location must be
arranged in the event of inclement weather.
26. Technique of having young people down front to trigger applause works
very well, and this might be a good suggestion to make to the local people.
27. Encourage local committee to put a little life into the program and have
something prior to the Vice President's appearance which will warm up
the crowd.
IMPORTANT.
28. Be sure to have a tape recording made of all speeches by the Vice
President. Also press conferences and informal Q & A sessions. Arrange
to pick up tape yourself at end of meeting and give to Press Secretary.
- 22 -
Press Arrangements
1.
The local committee should designate a person to be in charge of all press
arrangements. This is a separate and distinct job from that of the pub-
licity chairman whose assignment it is to prepare and release stories
regarding the visit and disseminate information. The press man has as
his primary assignment, the setting up of facilities for the working press
and handling all arrangements for them during the period of the visit.
2. All press matters during the time of the visit should be referred to the
Press Secretary traveling with the Vice President.
3. It will be the responsibility of the man assigned to handle the press lo-
cally, to maintain contact with the Press Secretary during the visit and to
take care of any needs that may arise.
4. He should also check to be sure there are specifically reserved seats for
each of the travelling press people at each event ... also that there is
ample provision for food for the travelling press and that the press work
room at the hotel and at the locations of the events are properly set up.
5. He is responsible for checking people into a press conference if one is
scheduled.
6. He is also responsible for arranging a suitable room at the airport or
hotel for a press conference if one has been specified. In setting this
room up, he should arrange to permit access only to the working press.
There should be stand-up mikes. The Vice President does not sit down
at a press conference. He should be sure there is television coverage
of this press meeting
7. Any time a meeting with the ladies of the press is scheduled for Mrs.
Nixon, another local committee person should be designated to handle
similar arrangements for this meeting and should be present to check
people in, etc. Coffee and rolls or cookies should always be served.
8. The local press person should be assigned to the task of making arrange-
ments for tape recordings of each of the Vice President's speeches, press
conferences, etc., to be turned over to the Advance Man or Press Sec-
retary immediately at the conclusion of the meeting.
9. He should also notify the local Western Union office of all details of
the schedule and location of stops and instruct them to be sure to cover
- 23 -
all stops and to cover the hotel press work room during the entire period
of the visit. He should also be sure that Western Union is present at
the airport arrival and that their personnel are properly and readily
identifiable.
10. If there is not enough time or available facilities for the press to
purchase meals at normal meal times, provision should be made to
feed them in the press room or other suitable location.
Advance Publicity
1.
The local committee should designate a publicity man to handle the
entire appearance and he should release the announcement of the Vice
President's coming apperance as soon as it is confirmed.
2. All stories should be hung on local people.
3. Pictures of local committees preparing for event should be featured
at intervals.
4. Biographies and glossies or mats, of the Vice President and Mrs. Nixon should
be given to newspapers. Order from Office if needed.
5. Advance stories should be distributed by the local committees to the
local press.
6.
Newspapers must be given complete and accurate information pertaining
to the visit.
Publicity during the Visit
1. Local committee should see that the event is covered by representatives
of local and surrounding press.
2. If a photographer from the local newspaper is not available, the local
committee should engage and pay for a photographer to supply pictures
to newspapers. If at all possible, try to have a glossy print of all
pictures sent to the Office of the Vice President, 361 Senate Office
Building, Washington, D. C.
- 24 -
3. All press matters during the visit should be referred to the Press
Secretary traveling with the Vice President.
4. Advance copies of speeches usually will not be available until time
of arrival. On many occasions, only excerpts from the speech will
be prepared.
- 29 -
PUBLIC PARTICIPATION
Airport Arrival
1.
It is vitally important that the largest possible crowds be encouraged
to meet the Vice President and Mrs. Nixon when they arrive at the
airport.
2. Outlying Republican and Nixon organizations should be encouraged to
hire buses and bring in groups of people. Home-made welcoming signs
should be abundant.
3. Use of noise-makers, bands, college students and Young Republican
groups as well as Boy and Girl Scouts in uniforms should be encouraged.
4. Insist on having at least one band. a good high school band is preferable
at airport receptions. In no case should it be a military band.
5. Have the committee contact all the local civic clubs and other organ-
izations and invite them to be represented. Also suggest that schools
be dismissed so that pupils and teachers can attend.
Although the visit is, of course, being made in connection with a partisan
political campaign, you will find that many civic and other non-political
organizations as well as schools will be willing to cooperate in making
it possible for people to turn out at the airport to see the Vice President
of the United States. In any event, no harm can be done by contacting
them and there is always the possibility of their interest and cooperation.
Church groups and Jr. Chambers of Commerce and business organizations
should be contacted in this regard. Also, by having groups such as Boy
Scouts or Girl Scouts as honor guards, it is possible to encourage the atten-
dance of their parents. The same applies to a high school band.
Motorcade routes
1.
If the motorcade route is to be publicized and the Vice President is to
ride in an open car, it is, of course, essential that a large crowd be
assembled along the entire route.
2.
The same suggestions outlined above for the airport arrival can be applied
also to the motorcade route.
- 30 -
3. In addition, the cooperation of local businesses in letting employees out
to watch the motorcade pass by can be very effective.
4. Be sure that the streets are decorated and that a sound truck precedes
the motorcade to notify people that it is coming. This should be about
15 minutes in advance.
5. Be sure that the actual route is published in the newspaper the day before
and the day of the visit so that people will know exactly where, and at what
time the motorcade is passing.
6. Bands and other crowd-gathering groups should be assembled at various
points along the route to stimulate public interest.
7. Flyers stuffed in hotel boxes at hotels along the route are very effective.
Also, handbills distributed at debarkation points of public transportation -
and window cards in store fronts along the route.
Hotel Arrival
1.
Suggest to Young Republicans and other groups that it would be advisable
to get some of their people and signs away from the airport as soon as
possible after the arrival ceremonies so they can reach the hotel where
the Vice President is staying in advance of his arrival and be on hand to welcome
him there.
2.
At some points it will work out to arrange some off-beat activity such as
the presentation of a plaque or roses, etc., at the arrival at the hotel
which will stimulate additional public interest so that a crowd will
gather.
3. It's a good idea to have a small band or bagpipe player or other noise
makers at the hotel to stimulate the gathering of a crowd.
4. Keep in mind that spontaneous crowds at unexpected points or in unexpected
types of activity are very helpful in building the over-all impression of
excitement and interest in the visit.
5. The use of a sound truck with music in the area immediately around the
hotel will also help to bring people in to join in the welcoming.
- 31 -
Meetings
X.
To insure a capacity crowd, all means should be used.
such as newspaper
publicity, paid advertising in newspapers and television and radio, signs,
street decorations, sound trucks, mailing notices, telephone campaigns
and personal calls on friends and neighbors and transportation to the
meetings. Encourage motorcades and buses. Especially encourage tel-
ephone campaigns to make direct personal contacts since this is the
most effective way of getting people to come to a meeting.
2. The success of the campaign will depend to a great extent, on the enthus-
iasm and size of the crowds which attend these meetings. Please stress
this with the local committee. Do not let them take attendance for
granted or leave it to chance. They must work hard and long in order to insure
large crowds at every stop.
3. Dont publicize the fact that a large crowd is expected, and by all means,
never allow estimated number of persons to be published. Instead, put out
the word that there are plenty of seats and plenty of accommodations for every-
one who wishes to attend. If people get the impression that the event is too
crowded, they won't come. It's much better to have them feel that there will
be plenty of room.
4. If free tickets are printed for the event, be sure that at least three times as
many tickets are distributed as there are seats in the hall SO there is no
danger of empty seats. In many cases, it is better to use a 5-to-1 ratio
instead of a 3-to-1. Generally, however, it's better not to use tickets at
all and to rely on good, solid telephone campaigning to get the prople out,
in addition, of course, to a background of publicity and advertising.
- 32 -
ADVANCE MAN PROCEDURE DURING VISIT
1.
The Advance Man will be expected to be on hand and to meet the Vice Pres-
ident's party on arrival in the city.
2. Before the plane arrives, the Advance Man should have a meeting with
the motorcade chairman and drivers and go over in detail with them, the
required motorcade procedure and instructions so that there is no possi-
bility of any mis-understanding.
3. As soon as the party comes down from the plane, the Advance Man should
brief the Vice President's aide on any revisions in local plans or local
information that is of immediate importance to the Vice President. If
there is an immediate crisis, board the plane before the party comes
down and quietly and calmly brief the aide.
4. Be sure that the local greeting committee is lined up in proper order along
the ramp, ready to meet the Vice President. They should stay in place.
5. Immediately upon arrival, one person from the local committee should be
prepared to step forward and take charge to see that the proper intro-
ductions are made and that whatever is planned, including photographs,
proceeds expeditiously.
6. The Advance Man should have a car available to get him to the hotel or
meeting place fast after the Vice President has arrived and the arrival
ceremonies are underway and after he has passed along any pertinent
data or briefing concerning late local developments.
7. After the immediate events take place upon the arrival of the party, the
Vice President and Mrs. Nixon must be permitted to go directly to their
hotel rooms. This gives the rest of the party an opportunity to re-group
and become oriented to the local situation. All-day schedules should in-
clude maximum use of brief rest intervals in rooms for the Vice President
and Mrs. Nixon.
8. Local committee people should provide a closed truck to handle baggage
for the Vice President and his party during the visit. Prior arrange=
ments should be made to speed removal of party's luggage from airplane.
It is the Advance Marls responsibility to be sure that all baggage for the
entire party except for that of Vice President and Mrs. Nixon is moved
to their hotel, and from their hotel back to the airport, as quickly as possible.
- 33 -
The Advance Man should also determine the pickup time for the baggage
at the Hotel and notify the Vice President's aide and the Press Secretary
so that all members of the party will have their bags packed and ready
to go at the designated time.
9. There is no need for the Advance Man to accompany the party on all its
movements during the stay. Instead, he should leave each point at least
15 or 20 minutes prior to the Vice President's departure, check the motor-
cade arrangements to be sure they are ready to go, and then go ahead and
check the arrangements at the next stop. Before leaving, he should be
sure, of course, to brief the staff so that they can take care of the
/-
Vice President' actual moves.
This procedure should be followed unless there is a possible off-beat
activity planned enroute in which case the Advance Man should ride at
the head of the motorcade in one of the first few cars to be ready to
handle this event as it happens.
10. Per earlier instructions, prior arrangements will have been made to
have all speeches, press meetings and Q & A sessions tape-recorded.
The Advance Man is responsible for picking up the tape himself at the
end of the meeting and turning it over to the Press Secretary. Be sure
that the tape is properly identified on the container.
11. Any changes in plans or any new information on local issues or arrange-
ments that might come up during the course of the visit should be trans-
mitted to the Vice President aide rather than directly to the Vice President.
It is important that all information in the way of unexpected changes and plans,
addition of personnel, etc., be transmitted quickly to the Vice President's
aide.
12. The Advance Man should be constantly on the alert for opposition signs,
costumes, and other visible items so that any possibilities of news pic-
tures of the Vice President in conjunction with these items can be avoided.
For instance, he should not be allowed to be maneuvered into a position
in front of a Kennedy for President' sign or next to a person wearing a
"Kennedy hat, etc.
- 34 -
CONCLUSION
1.
Be tactful, diplomatic, firm and persuasive with local committees.
2. Keep in constant communication with the Washington Office. Please
advise of your whereabouts at all times and report immediately any
changes in arrangements.
3. Any major changes in the planned schedule or itinerary should first
be cleared with the Office in Washington.
4. A time schedule must be made and strictly adhered to. The Vice
President and his party must not be early or late. For example, the
cars in a motorcade must not pass any given point earlier than planned.
5. Remember that attention to details makes the difference between the
success or the failure of a meeting. No detail is so small nor so in-
significant that it should escape your complete attention.
6. If in doubt on anything
...
do not hesitate to call headquarters. You
have been asked to take on this important assignment for the Vice
/
President because of your proven capabilities, and he has complete
confidence in you.
7. Don't forget that at all times during the campaign, you are a personal
representative of the Vice President and that he will be judged by your
conduct.
GOOD LUCK !!
NIXON /
City
Date
CHECK LIST
Prelim.
Kit received
Call - key political contact
Call - overall chairman
Call Secret Service
Schedule
Check Prelim. schedule with key political contact
Check prelim. schedule with overall chairman
Check prelim, with secret service
Routes timed
Prelim. to office
Ok from office
Confirm to key political contact
Confirm to overall chairman
Confirm to Secret Service
Drop-by list - possibilities
Separate PN Schedule set
Separate PN schedule - o.k. by office
Separate PN schedule confirmed to locals
Check competing events - baseball, etc.
Calls
State Chatrange
Man
Nation Woman
assemb 01 Candidal
State Lenator or
Congressman
or
Nixon Chairman
Negro
Jewish
Nationalities
College
Y. R.
Womens Federation
- 2 -
Check List
Airport
Chairman Selected
Plane location
Motorcade location
Press and public layout
Room for press conference
P. A. Facilities
Baggage truck arranged
Baggage personnel
Greeting Comm. - prelim. list
Greeting Comm. - o.k. by office
Greeting Comm. - confirmed tolocal
Western Union notified
Who intro. RN
Platform or substitute
Motorcade
Chairman selected
Instruction sheets transmitted and explained
Escort and routes cleared by S.S. with police
Dry runs
Car signs and decorations
Car numbers
Load list
Photog. truck necessary?
Drivers selected and briefed
Cars checked for mechanical condition
sound truck - if announced route
Baggage truck and handling
Assign specific escort to press buses
Hotel
Chairman selected
Room layout confirmed
Instruction sheet transmitted
Billing instructions cleared w/ local committee
Newspapers provided for RN and Klein
Reservations confirmed to office - forwarding address
Fast laundry, valet and food confirmed
d 3 .
Check List
Hotel (Cont.)
Phone installation confirmed
Press room set up phones and wire facilities
IBM and mimeo set (Operator's name and phone)
Baggage handling set up - tipping procedure cleared w/ manager
Room list phoned in
Meeting
Chairman of arrangements selected
Sponsorship cleared
Program confirmed
Program Chairman (M. C.) set
Colors set
Pledge of Allegiance
National Anthem
Invocation
Benediction
Introduction of RN and PN
Entrance details confirmed
Passageway held open
P.A. System checked
Rostrum checked - size, lights, water
Seating arrangement on platform - no one behind RN
Bad weather alternate - if outdoors
Tape recording of RN remarks
Pre-Program warmup
TV coverage: Local contact
Cleared with Regers agnello
Lighting
Press faci lities near platform
Lectern and ice water
Research form filled in and sent to office
Printedin itations mailed
Press
Chairman selected
Sections set at all meetings
Room for press conference
PN press conference (refreshments)
Tape recordings
Western Union notified
Information sheet ready for Klein
Food arranged for traveling press. if needed
- 4 -
Check List
General
Local Contact list - names phoned to office
Publicity
Chairman selected
Adequate materials for releases available
Correct schedule released
Biogs and mats
Photographer assigned
Glossies ordered - for office
Two complete sets of clippings - - before. during, after - for Office
Security
Staff badge briefing
Press Conference doorman
Minimum uniformed police near RN
No local police headquarters in proximity
Motorcade police
Physical barriers
S.S. to supervise local police
Public Participation
)
Home-made signs, etc.
Bands
Honor guards
Motorcade crowd
Publication of route
Hotel welcome, crowd and music
Telephone campaigns
Publicise plenty of seats and room
Abundance of free tickets
Advance Man Procedure
Review motorcade procedure before arrival of RN
Brief RN aide
Situate local committee
One local to introduce
Get away car for Advance Man
Rest periods for party
Closed truck for baggage
Tape RN remarks
- 25 -
Security Arrangements
1.
The details regarding specific security provisions and arrangements are
covered in the appropriate sections of the preceding material.
2. As covered in the general policy statement, the Secret Service has the
over-all responsibility for security of the Vice President and they will
also coordinate all security arrangements for the local visit.
3. Be sure the local Secret Service and police understand that the small
staff badge worn by all members of the Vice President's staff entitles
the wearer to absolutely free and unrestricted access to all secured areas
at all times.
4. It is important that someone from the local committee be at the door to
press conferences and other closed meetings to check people in. It is
not necessary that security officers search people or take undue security
measures at these points, but the people should be identified before per-
mitted entry.
5. Do everything you can to avoid an over-abundance of uniformed police,
especially in escorting the Vice President through a crowd.
6. As covered in the Hotel instructions, do not permit the local police to
set up headquarters in the hotel within the area occupied by the Vice
President and his party. If they have to have a room in the hotel, it
must be in another area of the building, preferably on another floor.
7. Do what you can to avoid a large number of plainclothes or uniformed
officers standing around in the halls of the hotel. Especially in the area
occupied by the Vice President and his party.
8. If you become involved in a discussion regarding escorts for motorcades,
keep in mind the basic policy that the purpose of the escort is to keep
the motorcade closed up and enable it to arrive at the point of destination
in time and as a unit. We do not want an honor guardin any sense for
the Vice President. There should not be a lead car ahead of the motorcade
which will distract attention from the Vice President's car. If a motor-
cycle escort is used, be sure sufficient escort is provided so the motorcade
will be properly protected in going through intersections.
9. At airport arrivals and all public events where there is a stand-up
crowd or a crowd that is not restrained by some already existing
physical barriers such as a fence, some physical method of crowd
- 26 -
control must be provided such as the use of saw horses or temporary
fencing. If nothing else is available, use ropes on stanchions, but this
is not very satisfactory. In addition to this type of temporary barrier,
it is necessary to have sufficient committee personnel or security
officers to make sure the crowd observes the barrier.
This does not mean that the Vice, President doesn't want to mingle
with the crowds but it does mean that some positive method of crowd
control is essential, so he can get into the crowd for a period of time
and then get back out of it or can walk along the edge of the crowd
shaking hands rather than being mobbed from all directions. This
is essential in order to prevent injury to the people in the crowd.
10. The Advance Man should not, on his own, without discussing with
Secret Service personnel, issue orders to local police regarding changes
in various security measures. These should be handled through the
Secret Service if changes must be made. If there is some security
precaution which you feel needs to be changed, the best procedure is
to discuss this with Jack Sherwood at the time of the visit.
- 10 -
Motorcade
Motorcade transportation from the airport into the city and to all points
visited should be furnished by the local committee.
Motorcade lineup:
Car No. P:
Photographer's car
Open convertible for travelling photographers - ahead of
Vice President's car
Signs on both sides " Press Photographers"
If there are a large number of local photographers and
it is necessary to use a flatbed truck with stake
sides, Car No. 3 can be eliminated and the truck
placed ahead of Car No. 1
Car No. 1:
The Vice President and Mrs. Nixon
Driver furnished by Secret Service. Front seat occupied
by driver, Nixon aide and Secret Service Agent
Vice President and Mrs. Nixon will occupy back seat -
no other passengers without prior o.k. from office
Use four-door sedan -- unless convertible specified
Signs on both sides "Pat and Dick Nixon"
If Mrs. Nixon not on trip, highest local Republican or
Volunteer official should ride with Vice President.
Car No. 2:
Security Car
Car and driver furnished by Secret Service
No passengers other than security personnel as specified
by Secret Service
No signs
Car No. 3:
Wire Services
For travelling wire service reporters only. No local press
Signs on both sides "Press"
Car No. 4:
Press Bus
For travelling and local press
If necessary, use more than one bus - numbered 4A, 4B, etc.
Signs on both sides "Press"
- 11 -
Car No. 5, 6, 7 and 8: Local candidates and VIP's
*
Maximum of four cars - use only as many as needed
Where appropriate, signs should be used to identify
occupants
Get clearance from Office first if more than 4 cars required
Car No. 9:
Local Staff
Local arrangements personnel who must travel with
motorcade
No sign
Car No. 10: Nixon Staff
No sign
Extra car for staff or reserve
Motorcade is limited to total of 10 cars - unless more cleared by office.
Two additional cars are required for Nixon staff use:
Car No. A: Advance Car
Preferably a marked police car with radio, siren and
police driver
To be used by Advance Man to precede motorcade (Use
siren only when absolutely necessary)
Car No. S:
Staff Car
Plain four-door sedan
To transport staff other than in n.otorcade
Available during entire visit for staff use
# If absolutely necessary because of local conditions, you can put one(and
only one) local VIP car ahead of Press Bus (behind wire service car.)