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Advance Men: Suggestions Regarding Appearances of the Vice President. 29 pages. [Memo], 8/1/1960
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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
46
27
08/1960
Memo
Advance Men: Suggestions Regarding
Appearances of the Vice President. 29 pages.
Thursday, May 31, 2007
Page 1 of 1
STRICTLY CONFIDENTIAL
DRAFT
SUGGESTIONS REGARDING
APPEARANCES
OF THE
VICE PRESIDENT
AUGUST, 1960
Your primary function as Advance Man is to serve as a
personal representative of the Vice President in the advance
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 appearance 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 memorandum
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 responsibilities 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 compremise satisfactory to all, If possible,
but in any event never one which is unacceptable to the Vice President.
2. The Washington Office will help you in every way possible to smooth out differences.
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
coordinate all security arrangements to fit his local schedule of events and
appearances.
#1 In this connection, the Secret Serviced are also responsible for all contact with
local law encorcement authorities and will take care of this part of the arrange-
ments for you. a 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 arrange-
ments being made and are also aware of any changes as they occur in the plans
se that they can coordinate with local law enforcement personnel.
4. Do not grant interviews or issue any press releases or aunouncements. Publicity
stories should be released through local committees.
Local committee should NOT advise press of the arrival of the Advance Man.
. 1 -
STANDARD OPERATING PROCEDURE
(Follow in order listed)
1. The itinerary and instructions will be funnished from Washington.
4. 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 po-
tential 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 com-
miltee. Lay out tentative time schedule for V.P.'s visit.
5. Contact local Secret Service and go over tentative schedule.
6. Meet with lecal committee (include Secret Service) and set up chairmen for
the following:
Publicity
Press facilities
Radio & TV facilities
Airport/railread facilities
Greeting committee
Metorcade
Hotel arrangements
Meeting Arrangements and program
7. Go over entire route, starting from landing position of plane to determine exact
routes and times -- both on feet 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 overall 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. Kepp is mind the possibility
of a suitable separate schedule for Mrs. Nixon.
- 4 -
9. Transmit schedule to Washington Office -- with any questions or suggestions.
This will be cleared and re-confirmed to you. Do net confirm schedule to local
chairman until Office has re-confirmed to you.
10. Make courtesy 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
Nixen chairmen. Ask each of them to send Office immediately, 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. Arrange-to-maintain regular Prepare and transmit to the Washington Office, all
of the required Advance information as covered at a later point in this Masual.
13. Arrange to maintain regular telephone contact with overall chairman, key politica 1
contact and Secret Service. No changes are to be made by them without your
of 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 recheck
all plans and be prepared to meet the plane. Transmit any last-minute revisions
to VP's aide as soon as the plane lands.
15. Be prepared to guide party through 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 or
back to the point of departure.
2. Specific times for press conferences 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 step-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 imprompts
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 net schedule 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.
6. No private homes are to be used for overnight or daytime stops.
7. Do not schedule any small private, off-ths-record meetings for finance or any
other purpose.
8. No fund-raising dinness or other fund-raising events are to be scheduled.
9. No individual appointments are to be scheduled.
10. There must always be two hours time reserved for the Vice President prior
to any television appearance or major speech.
11. The over-all day's schedule must be prepared so that the V.P. is in his room
at the hotel by 11 o'clock every night. In other words, EXE any night meetings
must be scheduled so that the Vice President can leave in time to actually be
in his room by 11:00 P.M.
12. No comittments 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 V.P. will of course attend church every Sunday during the campaign,
no announcements are to be made in advance of church attendance and so
- 6 -
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 attempt to schedule appearances in those areas where "help
is needed".
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 arragnements for
this should be made in advance, but a list of such meetings should be submitted
to the Office as far in advance as it is possible.
16. Private disners, 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.
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 adiveed that the prem secretary and the aides trav-
aling with the Vice President will be available to receive suggestions and me ssages
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.
19. The use of radie time must never restrict the starting at time for a speech.
That is, If the program is covered by live radio, it must be on as open-time
basis so the schedule is not made rigid merely to conform with radio require-
ments. In the case of live television coverage, however, it will, of course, be
necessary to have restricted time segments.
20. Keep in mind the possibility of a separate schedule for Mrs. Nixon. Do not
make any comittments in this regard without prior clearance from the office.
Separate schedules should only be arranged where appropriate and where it
doesn't appear forced. Possibilities include special interviews with news
women, visits to hospitals, churches, schools, orphanages, etc.
Airport Arrival
1. Deterimas with airport manager 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.
- 7 .
3. If a crowd of any substantial size is expected at the airport, arrange facilities
for V.P. 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. De not have a platform or any obviously prepared arrangements.
It is much better to let the W.P. 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 sumber of people possible while still including
all of these 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 committee until it has been a.k.'d by the Office.
Arrange to have the committee lined up in a pre-determined order when the
plane arraive so that the V.P. can walk along the line and greet each of the
people. This is much more satisfactory than having the committee walk past
him and it makes/jossible to - get much better pictures. One key official
should be designated as the person to greet the Vice President at the bettom of
the stops and take him along the line of the greeting committee. Also, one person
should be selected to introduce the Vice President on the unterophone if this is
planned. These names must be cleared with 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. Motercade cars should be lined up on the air strip near the plane whenever
possible to make such arrangements with airport authorities (unless press con-
ference is held in terminal building in which case care should be lined up at
mest convenient exit).
7. Locate the cars so that the official party does not have 50 walk through the
crowd to get to them.
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 will want to file.
- 8 .
Motoraade
1. Motorcade transportation from the airport into the city and to all points visited
should be furnished by the local committee.
Driver for the Vice Presidentis car will be furnishedd by the Secret Service.
He will be a local Secret Service agent or an area policeman in plais clothes
who knows the territory thoroughly and will give full time and attention to
driving.
Each driver of the other automobiles should be a young person fully familiar
with the local area and entirely capable of handling an automobile in traffic
and matercade formation. Paid professional drivers are preferable to W. 1. P.
volunteers and should be used wherever possible.
The motorcade cars should be Mned up at the airport and ready to go one hour
ahead of time. Each car should be numbered.
Each driver should be at the wheel of his automobile with motor running, at least
five minutes before scheduled departure time. This applies to both arrival and
departure and at all stops. 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 emphasise the necessity for the drivers to be ready to proceed at the
appointed time with meter running and lights on.
The cars used for the motorcade should all be in good running condition and of
course, clean. Do not use brand new cars. Use only care that have at least
1, 000 miles on them. New cars create a number of problems including over-
heating, the fact that they have net been sufficiently checked out and broken in:
some insurance problems in some states, etc.
Instruct all drivers that they must leave the keys in their sare at all times.
They are never to remove the keys from the car. This is necessary because it
is sometimes important that we get into the truck of the car, or that the cars
be moved when the driver can't belocated.
The chairman of the motorcade or one driver designated by him must be with the
cars at all times during the entire period of the visit. This is so that if there
are any changes in motorcade plans, a contact with the motorcade chairman can
be made by going directly to the car location.
All drivers should stay together and if they go into the meeting, should sit in
the back of the hall at a location familiar to the man who is remaining with the
motorcade so the drivers can be quickly located If necessary.
At all times, the cars in the motorcade must be lined up in their proper sumbaical
order. This applies to the lineup at the airport, to their procedure through any
. 9 -
Movement and to their parking at any location during the visit. In as case is
the Vice President's car or any other car to be pulled out of its normal position
or to be Hund up in inverse order. The only way to keep the motercade in
proper order and to assure its starting out in cas piece is to have it lined up
in the proper driving sequence at all times.
The lineup of the cars in the motorcade is as follows:
No. 1: The Vice President and Mrs. Nixon. Passengers are: the driver,
aids, and one of the traveling Secret Service agents in the front seat;
the Vice President and Mrs. Ninon in the back seat. (If Mrs. Nixon is
# on the trip - she will always ride with the V.P. If Mrs. Nixon is not
with the V.P., highest local Republican or Nixon committee official
rides with the V.P.) Any proposed changes in this seating arrangement
must be cleared with the Office in advance. Car should be marked with
signs on both sides saying "Vice President and Mrs. Nixon".
No. 2: Security.
Second traveling Secret Service agent and local security people. A plain,
unmarked, 4-door, police-radio car should be used.
No. 3: Nixon staff.
V.P.'s aide. administrative assistant and press secretary; also Advance
Man If he is traveling with the motorcade.
No. 4: Photographers' open car.
Appropriately décorated and marked with large sign indicating PRESS.
In case there are a number of local photographers and it is acessary
to use a flatbed stake truck, it can be placed ahead of car No. 1 and car No. 4
can be dliminated.
No. 5: Wire services open car.
No local press. This car is for use of traveling wire service people only.
No. 6: Press bus.
If necessary, can use more than one press bus, numbered 6-A, G-B, etc.
No. 7, 8, 9, 10, n and 12 - Local W.LP.'s
Only use as many care as needed. Care of candidates should have their
names on the side. No more than four cars for local V.LP.'s unless prior
clearance has been obtained from the Office.
No. 13, 14: Local Staff,
These care are to be used for local arrangements personnel who must
travel with the matercade. Also, they can be considered as reserve cars
in case an additional car is necessary for some purpose.
LAmit of 14 cars in motorcade unless prior clearance with Washington Office.
* 10 -
The Vice President's car should be an open convertible only if a big crowd has
been built up and specific arrangements have been made for a parade k route
which will be lined with people. Otherwise the Vice President should travel in
a closed sedan.
If a photographers' truck is used ahead of the motorcade, the driver should be
thoroughly instructed on speed to be used. The Advance Man should also arrange
to have a number of the staff ride in the cab ahead of this truck with the driver
to coordinate speed with him, taking his cus from the signal from the No. 1 car.
If a publicised motorcade reute with large crowds is planned and the Vice
President is riding in an open convertible, the TO should be a sound truck out
well ahead of the metercade. about 15 minutes before expected arrival. to
notify people that the motorcade is coming. Also, the route should be theroughly
publicised the streets decorated. De not allow feet marchers to procede the
motorcade because they move too slowly. The parade should proceed at 15-18
miles per hour.
All people riding in the motorcade with the exception of Nixon staff, should be
assigned to specific car numbers.
Be sure all press cars are so identified with large signs on the outside.
Each car in the motorcade should be numbered -- with a small card in the lower
right corner of the frent windshield. Each car should be decerated - and occu-
pants identified by large signs on the side in the case of candidates and press -
not staff.
One additional car with police escort will be required for the Advance Man to
precede the party. This car should be numbered "A".
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 metercade together)
not to protect the V.P. Do not use a lead car or an homor guard around the V.P.
car.
The Vice President's auto should not exceed existing speed limits.
One other additional car should be provided for Nixen staff to travel independently
of the motorcade. a should be numbered "S"
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.
Local committee people sh ould 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 Nixon's personal baggage.
- 11 -
Hotel Accommodations: (You will be advised if complete hotel accommodations are
not needed.)
1. A parier 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 traveling 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.
The Vice President's aide 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 activity is centered
in her parior.
Single rooms should be provided for all other members of the traveling staff.
3. One extra room should be provided at the farthest end of the area of reems
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 reom.
4. Traveling press should have single rooms in the same hotel, but on another
floor. While the Advance Man can be of assistance in reserving and controlling
the rooms for the traveling press, It must be made clear 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 doers -- and Advance Man should have room assignment
list for staff to distribute at airport. Also send room assignment list to Office
as far ahead ad possible. Press keys should be in da velopes at desk by name.
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 Le not taking care of them,
please see that the hotel mails the bills to the Washington Office for payment.
7. Capies of all local newspapers should be in the Wice President's and the Press
Secretary's rooms on arrival at each city. Additional papers should be pre-
vided as they are issued during the stay. The local committee should designate
a person to take care of this.
. 12 -
8. It is essential that accommodations NOT be made at any private home. There
will be BO exceptions. If adequate hotel accommodations are not available at
any given city or town, arrange accommodations 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.
11. 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. Have the hotel put a direct phone line to Miss Woods' office and if the hotel
switchboard facilities are really inadequate, also have a direct line put into
the Press Secretary's room. The numbers for these lines should be provided
to the Washington Office in advance.
15. If a room is provided for the local Secret Service or police officers, it should
be very far removed from the Nixon Suite. It must also be outside the perimater
of the Nimen staff rooms. This will help to keep down noise, confusion and
interforence with the staff operation.
16. A press room of adequate size with tables, typewriters and telephones should
be provided by the hotel for the use of the traveling press during the entire
period of the visit.
17. Arrange with Hotel or local 1. B. M. office to have LB. M. typewriter in office
(Miss Woods' parior) on a regular typewriter stand. Also have a mimsograph
machine in the office. Arrange to have a competent trained operator stand by
to run the mimse on short notice abany time during the visit. Operator's name
phone number should be on the machine. Operator should not wait at
the hotel.
18. Prior arrangments 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 bage will be marked with tags identifying the owners
name. Any baggage that is not so marked should be hold by the bell captain
to be claimed by the owner. On departure the members of the press will be
instructed to cill the bell captain and have their bags taken to his desk and
held there at the designated time. The staff will have their baggage 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 a akes a count of the number of
pieces of basease broauht in and checks this against the number moved out on departure
- 13 -
Meetings
1. The Vice President and Mrs. Ninen are to remain together at all meetings unless
you have received specific instructions to arrange a separate schedule for Mrs.
Nixon.
2. Spensorship of the meetings by individual organizations should be avoided except
when you have been given instructions to the centrary.
3. All Republican and Ninen organizations should be included in the sponsorship of
each meeting, including Women's clubs, Young Republicans, and Citizens Groups,
etc.
4. A program consisting of band music, community singing or other lively enter-
tainment is to be encouraged before the meeting formally opens. Use union band -
se service hands.
5. The chairman of the meeting should arrange for the band to play the campaign
song or other suitable musts 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 audience 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 of from Office before confirming.
7. Presentation of the colors by local veteran, boy scout or other patriotic or-
ganisation should be made. Don't use military.
8. Pledge of Allegiance should be led by a veteran whose name should be given to
the Vice President in advance. Invocation should be given by a local clergyman.
9. Work out the exact details of the V.P.'s entrance with the committee. Preferebly,
the V.P. and Mrs. Nixon enter alone after the head table or speakers' platform
group are sented. This is the most effective entrance. M, however, the V.P.
and Mrs. Name are to enter with the rest of the group -- be sure their post-
tions in line are decided in advance.
10. Talks by local candidates and officials should be held to a have minimum, both in
number and in length.
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 kep public official in the areas and immany places will want to use the
Republican United States Senater or Geverner OF candidate for this. Get O. K.
from office.
* 14 .
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.
13. At the conclusion of the meeting the chairman should Arequest the audience to
remain seated until the Vice President and his party leave the auditorium if this
is necessary becaus of physical arrangements or schedule demands. Never do
this with captive audience of general public/ public event that is non-political.
local
14. Pictures of the Vice President with local candidates for use by the kandidates
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 President to and from the speaker's
stand. Have a rope available, If needed, to make a passageway, or use Boy Scouts
in uniform. Avoid using uniformed police.
17. A working press section must be provided near the platform and an exit deor of
the meeting place. Be sure specific places are reserved for the traveling press.
No one else should sit in this section except the working press and the publicity
mas handling the meeting. Assign a local person to guard this area. Typewriters,
paper and carbon should be provided, along with tables and chairs. The local Western
Union office should be alerted to be available to handle news dispatches for the press.
Dive them a complete schedule. There should be proper lighting for the press to
work. The Vice President's Press Secretary will be available to the press at this
location throughout the meeting.
18. The size of the meeting place should be consistent with reasonable expectation of
the number of people to attend. R is much better to have a small place overflowing,
rather than a large place half-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-directional one so as to pick up the
Vice President's voice emenly 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 restrum.
. 15 -
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 eften 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 is 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 should be kept in mind
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 some-
thing prior to the Vice President's appearance which will warm up the crowd.
28. Be sure to have a tape recording made of all speeches by the Vice President.
Also press conferences -- and informal o & A sessions. Arrange to pick up
tape yourself at end of meeting and give to Press Secretary.
- 16 .
Television Arrangements
1. No meeting is to levised live without prior O.K. News coverage on film for
TV is excepted. Fund-raising events are not to be televised, = since the donor
is entitled to a "for-those-in-ths-roem-omiy" appearance of the Vice President.
Also, televising such a meeting may cut down on the attendance and contributions.
2. The Advance Man should, however, arrange maximum TV coverage at the airport
arrival and meeting with the press at the airport, or betel, if any, and explore
the possibility of other televison appearances on local programs (explore only. always
avoid any committment.) In some instances, If the local committee has the money
and is anxious for the Vice President to go on television in the area, a question and
answer or other interview type program may be appropriate.
3. If television is used, following rules apply:
When introducing the Vice President to the television audience, there should
be only a one-sentence introduction. Long introductions are absolutely taboo.
The political disclaimer should be made from the studio If possible.
There should be no cued applause. It is expected that the Vice President will
always make his first appearance on the television program. When be is intere-
duced on TV for the first time at the meeting, be will draw a substantial and
enthusiastic applause. In other words, the Vice President does not make two
entrances; be does not make his first appearance prior to his speech, sit down,
be introduced, and then get a second applause. He should get only one applause --
when he makes his ONLY entrance.
If possible, on TV appeatances, have at least two cameras---one to pick up
old crowd reaction and the other to concentrate on the speaker in a close bust shet.
The pre-broadcast ceremony should be stopped approximately two minutes prior
to the start of the TV program.
no volt AC line is needed in each television setup to terminate within 50 feet of
the speakers' stand. This line is the power feed for cueing equipment.
Lighting is critical. Adequate lighting equipment and power should be available
at the pick-up point.
When discussing television coverage with local committees, always discuss
television time purchase and paid tune-in ads in newspapers as a single unit.
The TV time purchase should never be separated in the minds of the local
committee from the paid tune-in ad purchase: they should be one and the sans
thing and always said in the same breath.
- 17 -
Press Arrangements
1. The local committee should designate a person to be in charge of all press arrange-
ments. This is a separate and distinct job from that of the publicity chairman
whose assignment it is to prepare and release stories regarding the visit and
disseminate information. Thepress 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 locally, 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 traveling press people at each event. also that there is ample provision for
food for the traveling 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 conforence 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, a
local committee person should be designated to handle similar arrangements for
this meeting and should be pressent to check people in, etc.
a. The local press person should be assigned the task of making arrangements for
tape recordings of each of the Vice President's speeches, press conferences, etc.,
to be turned over to the Advance Man or Press Secretary immediately at the con-
clusion 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 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.
- 18 -
Advance Publicity
1. The local committee should designate a publicity man to handle the entire appear-
ance and he should release the announcement of the Vice President's coming
appearance 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. Newspap ers must be given accurate information pertaining to the visit.
Publicity During the Visit
1. Local committee should see that the event is covered by depresentatives 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 of all pictures sent to the Office of the
Vice President, 361 Senate Office Building. Washington RBL D. C.
3. All press matters during the visit should be referred to the Peess Secretary
traveling with the Vice President.
4. Advance copies of speeches usually will not be ababilable until time of arrival.
On many occasions, only excerpts from the speech will be prepared.
- 19 -
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. You should be sure the local Seceet 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. R is important that someone from the local committee be M at the door to press
conferences and other closed meetings to check people in. B is not necessary that
security officers search people or take undue security measures at these points,
but the people should be identified before permitted entry.
5. Do anything you can to avoid the over-abundance of uniformed police, especially
in escorting the Vice President through a crowd.
6. As covered in the Hotel instructions, de 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 reom in the hotel, it must be in another area of the
building.
7. Do what you can to avoid a large number of plainclethes 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 MN in time and as a unit. We
do not want an honor guard in any sease for the Vice President, nor should the
escort be unduly concerned with protection of 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 motorcycle or an essort is used, be sure sufficient escert
is provided DO 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
some physical method of crowd control must be provided such as the use of heavy
repes on stanchions or saw horses or temporary fencing. 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.
. 20 -
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 provent 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.
n
- 21 .
ADVANCE INFORMATION
One of the primary functions of the Advance Man is to acquire and transmit to the
Office, a considerable amount of information regarding the local area, the people,
the background, political situation, etc. Several forms are provided for this purpose
and they should be filled out in complete details since in many cases this is the only
possible way that this information can be obtained accurately and quickly.
This information which is provided by the Advance Man himself is in addition to
the information covered earlier, which the Advance Man should request from each of
the key political leaders whom he contacts on his first trip. You will recall that each
of these people is requested to send in a one-page memorandum summarising their
feelings as to what are the principle issues and any recommendations they have on ma-
terial to be covered by the Vice President.
1. As quickly as possible, the following information should be forwarded to the
Washington Office:
a. Names of Republican state-wide elective officials and nominees if
offices are up for election.
b. Names of Republican Congressmen or nominee in District.
c. Name of Republican legislators or nominees in particular District.
d. Population of locality.
0. Principal industries and agricultural products.
f. Lecal problems or needs.
8. What local people think are the principle national issues.
b. How the area voted in the last presidential, state and local Congressional
election.
(Most of the foregoing information can be obtained from the local Chamber of
Commerce office or newspaper dditor.)
2. As soon as you can determine it, notify the Office of what leading Democratic
politicos will be in the city two weeks before, during and two weeks after the
appearance of the Vice President. Also. what special events are taking place
on or about that time, pasticularly on the day of the Vice President's visit, of
both a civic and partisan nature.
3. Detailed information is needed on the media in the city and the outlying area.
The form for this material should be filled in completely and forwarded to the
Office as seen as possible. Do not contact the media people or otherwise give them
the feeling that the Vice President might pay visits to them. just obtain the
information.
4. It is important that you assemble a list of names, brief biographical data,
phone numbers and addresses of all the important Republican Nixon committee
and other civic leaders in the area in list form sothat it can be used in making
calls to these people in behalf of the Vice President at the time the party is is
the area.
- 22 -
5.
You also will have to propare & list of the key people involved in
the visit who might come in contact with the Vice President, together with 4 brief
sentence on the background of each se the Vice President will be properly briefed
for his meeting with them.
6.
k is absolutely essential that you have completely filled in, the form providing
for listing of addresses and activities of all people who participate in any way
in the visit or arangements for same. Copies of this list should be turned over
to key staff people at the time of the arrical of the party as they can make notes
regarding the individuals listed as the visit progresses. These will be of great
assistance in preparing proper thank-you letters for the Vice President's signature.
In addition to the specific names required to fill in the form, you should add anyone
to this list whom you feel is worthy of inclusion. Keep one copy of the list yourself
and make notes on it during the visit so that your comments can be also be included
in the preparation of the letters.
Also instruct the local chairman to send the Washington Office a follow-up list
after the event with any additional names which should be included. This is ex-
tremely important.
. 23 .
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 arriave at the airport.
2.
Outlying Republican and Nixon organisations 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 wall
as Boy and Girl Scouts in uniforms should be encouraged.
4.
Insist on having at least one band. 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 organizations and
invite them to be represented. Also suggest that schools be dismissed se 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 will
as schools will be willing to co-operate 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 co-operation.
Church groups and Jr. Chambers of Commerce and business organizations are also
a possibility in this regard. Also, by having groups such as Boy Scouts or Girl
Scouts as honor guards, it is of possible to encourage the attendance of their
parents. The same would apply to a high school band.
Motorcade routes
1.
If the motorcade route is to be publiciedd 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 devices as suggested above for the airport arrival can be applied
also to the metorcade reute.
3.
In addition the cooperation of local businesses in letting employees out to watch the
motorcade pass by can be very effective.
- 24 .
4.
Be sure that the streets are decorated and that a sound truck proceedds the
motorcade to notify people that it is coming. This should be at least 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 se that people will know exactly where, add at what time the meter-
cade is passing.
6.
Bands and other crowd-gathering groups should be assembled at various points
along the route to stimulate public interest.
Notel drrival
1.
Suggest to Young Republicans and other groups that it would be advisable to
get some of their prople and signs away from the airport as sconhs possible
after the arrival ceremonies se they can reach the Notel where the Vice Pres-
ident 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 bag-pipe player or other noise-makers
at the Hotel to stimulate the gathering of a crowd.
4.
Keep in mind that spentantous crowds at unexpected points or in unexpected
types of activity are very helpful in building the over-all impression of ex-
citement 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 k/w bring people in to join in the welcoming.
Meetings
1.
To insure & 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 neighbore and transportation to the meetings.
Encourage motorcades and buses. Especially encourage telephone 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 enthusiasm and
size of the crowds which attend these meetings. Please stress this with the
- 25 .
local committee. De 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.
Donit publicise the fact that a large crowd is expected, and by all means, never
allow estimated number of prsons to be published. Instead put out the word
that there are plenty of sents and plenty of accommodations for everyone who
wishes to attend. If people get the impression that the vent is too crowded,
they won't come. It's much better to have them feel that there will be plenty
of room.
4.
If 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 people out, in addition of course
to a background of publicity and advertising.
. 26 -
ADVANCE MAN PROCEDURE DURING VISIT
1.
The Advance Man will be expected to be on hand and to meet the Vice President'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 possibility of any misi-
understanding.
3.
As soon as the party comes down from the plane, the Advance Man should brief
the Vice President's side on any revisions in local plans or local information that
is of immediate importance to the Vice President.
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, someone from the local committee should be prepared
to step forward and take charge to ### that the proper introductions are made and
that whatever is planned, including photographs, proceeds expeditiously.
6.
The Advance Maa should have a car agailable with police escort to get him to the
hotel or meeting place fact 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.
414. 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 include maximum use of brief rest intervals in dd
rooms for the Vice President and Mrs. Nixon.
8.
Local committee people should assign station wages or small pick-up 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 Man's responsibility to be sure that all baggage for the entire party ex-
cept 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. 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 60 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, be should leave each point at least 15 or 20 minutes
prior to the Vice President's departure, check the motorcade arrangements to be
sure they are ready to go. and then go ahead and check the arrangements at the
next step. Before leaving, he should be sure, of course, to brief the staff se
that they can take care of the Vice President's actual moves. This procedure
- 27-
should be followed unless there is a possible off-beat activity planned enrouts
in wich case the Vice President should ride at the head of the motorcade in cas
of the first few care se as to be ready to handle this event as is happens. For
the purpose, the Advance Man should arrange, of course, a separate car for
him with the police escort se he can move from place to place independent of
the rest of the motorcade and without delay.
10.
2. Per earlier instructions, prior arrangements will have been made to have all
speeches, press meetings and c & A sessions tape-recorded. The Advance Man
is responsible for picking up the tape himself at the end of the meeting and turning
is ever to the Press Secretary. Be sure that the tape to properly identified on
the container.
11.
Any changes in plans or any new information on local issues or arrangements
that might come up during the course of the visit should be transmitted to the
Vice President's aide rather than directly to the Vice President. It is important
that all information in the way of unexpected changes and plans, addition of par-
sommel, etc., be transmitted quickly to the Vice President's aide.
12.
The Advance Man should be constantly on the alert for ppposition signs, costumes,
and other visible items so that any possibilities of news pictures of the Vice Pm s-
ident in conjunction with these items can be avoided. For instance, he should not
be allowed to be mansuvered into a position in front of a "Kennedy for President"
sign or next to a person wearing a "Kannedy" hat, etc.
- 28 -
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 arrange-
ments.
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 care in a metorcade 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 se small nor so insignificant that it should
escape your complete attention.
6.
If in doubt on anything. do not hesitate to call headquarters. You have been
aksed to take on this important assignment for the Vice President because of your
proven capabilities, and be has complete confidence in you.
7.
Denit 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 "