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The Advance Man's job description and procedures. 22 pgs [Memo], n.d.
Standard Operating Procedure. Advance Man Instructions. 18 pgs [Memo], n.d.
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This file contains:
The Advance Man's job description and procedures. 22 pgs [Memo], n.d.
Standard Operating Procedure. Advance Man Instructions. 18 pgs [Memo], n.d.
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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
53
10
n.d.
Memo
The Advance Man's job description and
procedures. 22 pgs
53
10
n.d.
Memo
Standard Operating Procedure. Advance
Man Instructions. 18 pgs
Monday, July 23, 2007
Page 1 of 1
file
Your primary function as Advance Man is to serve as
Dick Nixon's personal representative 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 RN and his
party during the time they are in your area.
The success of RN'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 memoran-
dum to make certain that the local committees have the situa-
tion well in hand.
Please do NOT give a copy of this memorandum to the local
committee or anyone else. Instead, pick out the pertinent
portions which are applicable to the particular visit and go
over them with the local people in charge.
6 2 -
General Policy
1. You must always bear in mind that your responsibility is to the
candidate. At all times this responsibility supercedes your
responsibility 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 candidate.
2. The Schedule Office will help you in every way possible to
smooth out differences. If you reach an impassee - refer
the problem to the Office.
3. 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)
1. The itinerary and instructions will be furnished from Headquarters
2. Get in touch by phone with the local contacts and let them know when
you will be arriving, length of stay, etc.
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 visit.
5. Meet with local committee and set up chairmen 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.
6. Go over entire route, starting from landing position of plane, to de-
termine exa et 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 candidate's
party. Have over-all chairman accompany you.
- 4 9
7. Draw up, with over-allohairman, 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.
8. Transmit schedule to Schedule Office--with any questions or suggestions.
This will be cleared and re-confirmed to you. Do not confirm schedule
to local chairman until Office has re-confirmed to you.
9. Make courtesy phone calls to all major Republican officials in the
area--give them quick rundown on general plans, Include GOP County
Chairmen, State Senators, Congressman, Assemblyman. Ask each of them
to send Office immediately (at RN's request) a one-page memo on local
issues and their suggestions for RN's speech.
10. Confirm schedule and final arrangements with local committee.
11. Prepare and transmit to the Schedule Office, all of the required
advance information as covered at a later point in this Manual.
12. Arrange to maintain regular telephone contact with overall chairman
and key political contact. No changes are to be made by them without
your o.k. Be sure to clear all changes with Schedule Office.
13. Plan to arrive in the city well in advance of RN's party-so you can
re-check all plans and be prepared to meet the plane. Transmit any
last-minute revisions to RK's aide as soon as plane lands.
14. 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.
8 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 departure.
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 it if is decided to have one.
30 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 overall 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 unless specifically instructed to do SO.
5. No private homes are to be used for overnight or daytime stops.
6. Do not schedule any small, private, off-the-record meetings for
finance or any other purpose.
7. No fund-raising dinners or other fund-raising events are to be scheduled.
8. No individual appointments are to be scheduled without prior instructions.
9. There must always be two hours' time reserved for the candidate prior
to any television appearance or major speech.
10. The over-all day's schedule must be prepared 80 that RN 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 candidate can leave in time to
actually be in his room by 11:00. No rning events should be scheduled
before 9:00--or that require hotel departure before 8:00 A.M.
11. No commitments are to be made in advance on factory drop-bus. This
will always be done on a last-minute basis if at all.
- 6 -
12. Although RN will, of course, attend Church on Sunday, no announcements
are to be made in advance of church attendance and no invitations
accepted for church services.
13. RN may want to drop in on organization meetings which are going on in
the hotel where he is staying 95% the cit as No arrange-
ments for this advance who a list of such meetings
Office
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be meeting
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20 for him and that these will to him without fail.
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17,
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The of not'never restrict the starting time of a speech.
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time basis 80 the not made rigid morely to conform with
110 quirements. In the case televisi however,
it will, of coursey be de restricted time. segments.
18
mind the schedule for Mrs. Nixon.
any COMMI this regard without prior clearance
Office. Separate schedules should only. be, agranged where
appropriate and where does not appears Possi include
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8 7 -
Airport Arrival
1. Determine with airport manager exact location for spotting plane,
waiting area for press and greeting committee, location of general
public, motorcade lineup. Arrange so orowd 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 RN 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. It is such better to let RN 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 committee
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.
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.)
7. Locate the cars BO 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 h ave 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 RN's plane - and take off after RN's plane.
- 8 9.
Motorcade
Cars:
1. The cars should be in good running condition, and clean - and should
be carefully pre-checked. Be sure the gas tanks are full. Use four-
door sedana 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 nocessary 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. RW's 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 cers 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 whoel 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 his visit. This 18 necessary even 1f the drivers
have to leave a meeting or rally before 1t 18 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.
3. The drivers must leave the keys in their cars at all times. The keys
should never be removed. This is necessary because we may have to
get into a trunk of the car - or move it when the driver 1s not
readily available.
4. The motorcade chairman - OF 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.
G 9 6
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 care - 80 they can be quickly located if
necessary.
PROCEDURE:
1. Motorcade care 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 E 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. It is extremely important that the entire notorosde remain together
and in order at all times. For this reason, drivers should be instructed
to move their care with the motorcade as soon as the car sheed of them
moves. They are not to wait for passengers OF delay for conversations,
etc. Once 8 motorcade gets split up, 10 10 very difficult to get 10
back together, For this reason also, drivers should remain at the
wheel of their care - not got out to help passengers in.
GENERAL:
1. If a publicized motorcade route with large crowds 10 planned and RN
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 route should
be thoroughly publicised - the streets decorated. Do not allow foot
marchers to precede the motorcado because they acve $00 slowly. The
parade should proceed at 15-16 miles per hour.
2. RN's auto should not excesd existing speed limits.
3. & quiet police newort may to used, 11 conditions require same. No
sirens creept in case of an emergency. Purpose of escort is to keep
entire motorcade together; not to protect RN. Do not use a lead CBP
or on honor guard around BN's car.
Be Make SEND that Press bus drivers are instructed to take orders only
from Nixon Staff personnel. This 19 assential.
5. Be sure to make 8. dry-run over the motoroade route, taking into consider-
ation actual conditions that will occur at the time of the event.
Do not roly on local estimates of driving time or mileage.
6. Local committee poop sould arrange vehicles and mempower for speedy
removal and handling of all baggage for Mixon party during visit.
a 10 -
HOTEL ACCOMODATIONS:
(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 RN and Mrs. Nixon.
2. Rooms for the remaining members of the staff should be in close
proximity and on the same floor.
Bob Hamilton 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 parlon. Be sure the parlor is large enough to
accommodate working facilities for Miss Woods and the staff. Single
rooms should be provided for all other members of the travelling staff.
3. Travelling 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 travelling press, it must be made
clear that they or their newspapers will be billed individually by the
hotel for their rooms.
4. 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.
5. 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 office for payment 0/0 Nick Ruwe.
6. Copies of all local newspapers should be in RN'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 careof this.
7. It is essential that accommodations NOT be made at any private home.
There will be no exceptions. If adequate hotel accommodations are not
available in any given city or town, arrange accommodations in a
nearby city or town.
8. Be sure that all hotels send a written confirmation of reservations
to the Schedule Office.
9. 3908 Wilshire Blvd., Los Angeles 5, should be left at each hotel as
the forwarding address for mail for RN and Mrs. Nixon and members of
the party.
10. Arrange for the hotel to give fast valet service.
e 11 -
11. Arrange for the hotel to give fast foor service.
12. Special direct line phone arrangements will be set up for RN and
staff. More later.
13. A press room of adequate size with tables, typewriters and pay
telephones should be provided by the hotel for the use of the
travelling press during the entire period of the visit.
14. Arrange with Hotel or local IBM office to have 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.
15. 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 tage 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 their baggage outside their
doors at the designated time and the Advanc e 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.
Make arrangements with hotel and bell captain to add a tip of 50#
per bag to the hotel bill.
- 12 -
MEETINGS:
1. RN and Mrs. Nixon are to remain tegether 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
sponsbrship 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.
5. The chairman of the meeting should arrange for the band to plan to
play "California Here I Come" or other suitable music when RN first
enters the meeting place or comes out on the platform. The band
should also strike up again when RN 18 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 from Office before confirming.
7. Presentation of the colors by local vereran, boy scout or other
patriotic organization should be made.
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 RN's entrance with the committee.
Preferably, RN and Mrs. Nixon enter alone after the head table or
speakers' platform group are seated. This is the most effective
entrance. If, however, RN 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.
11. Introduction of RN 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 top Republican 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 RN.
- 13 =
13. At the conclusion of the meeting the chairman should not request tha
audience to remain seated until RN 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 RN with local candidates for use by the candidates 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 Schedule 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
RN 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 RN to and from the speakers'
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 with tables and chairs must be provided near
the platform and an exit door of 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. RN's Press
Secretary will be available to the press at this location throughout
the meeting. Have 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 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 RN is speaking; the microphone should be an all-directional
one 80 as to pick up RN's voice evenly no matter which way he may be
turning his head during the course of his speech. Whenwer 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 a pick-up microphones plaoed strategically in the area to pick
up the applause and cheers of the crowd.
21. No one should be seated directly in back of RN, 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 RN's
speech, it is better that the space be left clear in every case.
- 14 -
22. The lectern should be decorated and should be 40 inches in high. 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 lecturn. 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 is 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 RN's appearance which will warm up the crowd.
28. Important. Be sure to have a tape recording made of all speeches by
RN. Also press conferences--and informal Q & A sessions. Arrange to
pick up tape yourself at end of meeting and give to Press Secretary.
- 15 -
PRESS ARRANGEMENTS
1. The local committee should designate a person to be in charge of all
press arran ements. 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. 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 travelling with RN.
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 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 & 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. RN 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 maming arrange-
ments for tape recordings of each of RN's speeches, press conferences,
etc., to be turned over to the Advance Man or Press Secretary immediately
at the conclusion of the meeting.
9. Ho 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.
0 0 16
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 RN'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 RN 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
L. 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 photographerto supply pictures
to newspapers. If at all possible, try to have a glossy print of all
pictures sent to the Headquarters in L.A.
3. All press matters during the visit should be referred to the Press
Secretary travelling with RN.
4. Advance copies of speeches usually will not be available until time
of arrival. On most occasions, only excerpts from the speech will
be prepared.
0 f 17
AIRPORT ARRIVAL
1. It is vitally important that the largest possible crowds be encouraged
to meet RN 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 uniform should be encouraged.
4. Insist on having at least one vand. good high school band is preferable
at airport receptions.
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 former 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 attendandance of their parents. The same applies to a high school band.
MOTORCADE ROUTES
1. If the motorcade route is to be publicized and RN 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 dan be
applied also to the motorcade route.
3. In addition, the cooperation of all 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.
- 18 -
5. Be sure that the actual route is published in the newspaper the day
before and the day of the visit 80 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 RN 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 immodiately around
the hotel will also help to bring people in to join in the welcoming.
- 19 -
MEETINGS
1. It is imperative that printed invitations be mailed out a week prior
to all major meetings. The form for these will be provided by the
Office - as well as the minimum quantity for each specific event.
In case of doubt - use 10,000 as the minimum.
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 transporta-
tion to the meetings. Enclurage motorcades and buses. Especially
encomence
telephone campaigns to make direct personal contacts since
this is the most effective way of getting people to come to a meeting.
3. 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 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.
4. Don't publicise 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 everyone who wishes to attend. If people got
the impression that the event is too crowded, thwy won't come.
It's much better to have them feel that there will be plenty of room
- 20 -
ADVANCE MAN PROCEDURE DURING VISIT
1. The Advance Man will be expected to be on hand and to meet RN'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 mis-understanding.
3. As soon as the party comes down from the plane, the Advance Man should
brief RN's aide on any revisions in local plans or local information
that is of immediate importance to RN. 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 RN. 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
introductions are made and that whatever is plannedm including
photographs, proceeds expeditiously.
6. The Advance Man should have a car available to get him to the hotel
or meeting place fast after RN has arrived and the arrival ceremonies
are underway and after he has passed along any pertinent data or
briefing concerning late local developments.
73 After the immediate events take place upon the arrival of the party,
RN and Mrs. Nixon must pe 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 rooms for RN and
Mrs. Nixon.
8. Local committee people should provide a closed truck to handle baggage
for RN and his party during the visit. Prior arrangements should be
made to spped removal of party's luggage from airplane. It is the
Advance Man's responsibility to be sure that all baggage for the
entire party 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 aHotel and notify RN's aide and the Press Secretary so that all
members of the party will have thier bags packed and ready to go at
the designated time.
- 21 -
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 RN'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 80 that they can take care of
RN's actual moves.
10. Per earlier instructions, prior arrangements will be 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 OF any now information on local issues or arrange-
ments that might come up during the course of the visit should be
transmitted to RN's side rather than directly to RN. It is important
that all information in the way of unexpected changes and plans,
addition or personnel, etc., be transmitted quickly to RN's aide.
12. The Advance Man should be constantly on the alert for opposition signs,
costumes, and other visible items 30 that any possibilities of nows
páctures of RN 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 "Brown for Governor" sign or next to & person wearing
8 Brown hat, etc.
- 22 -
CONCLUSION
1. Be tactful, diplomatic, firm and persuasive with local committees.
2. Keep in constant communication with the Schedule Office. Please
advise of your whereabouts at all times and report immediately any
changes in arrangements.
3. Any major changes in his planned schedule or itinerary should first
be cleared with the Office.
4. A time schedule must be made and strictly adhered to. RN 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 80
insignificant 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 Dick Nixon
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 for Dick Nixon and that he will be judged by your
conduct.
GOOD LUCK .0
advance man
for
file
Instructions
STANDARD OPERATING PROCEDURE
(Follow in order listed)
1. The itinerary and instructions will be furnished from campaign
headquarters.
2. Get in touch by phone with the local contacts and let them know
when you will be arriving, length of stay, etc.
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
candidate's visit.
5. Meet with local committee and set up chairmen for the following where
required:
Publicity
Greeting committee
Press facilities
Motorcade
Radio and TV facilities
Hotel arrangements
Airport-railroad
Meeting arrangements and
facilities
program
6. Go over entire route of candidate on a dry-run basis.
7. Draw up an exact schedule for entire visit will all details included.
8. Arrange to maintain regular telephone contact with overall chairman
and key political contact.
9. 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.
Page 2
PUBLIC PARTICIPATION
(Crowd Raising Techniques)
Airport Arrival
1. It is vitally important that the largest possible crowds be encouraged
to meet the candidates when they arrive at the airport.
2. Outlying Republican and volunteer 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 prefer-
able - at airport receptions.
5. Have the committee contact all the local civic clubs and other organiza-
tions 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 candidates.
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
attendance of their parents. The same applies to a high school band.
Motorcade Routes
1. If the motorcade route is to be publicized and the candidate 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.
Page 3
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 candidate 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.
Meetings
1. To insure a capacity crowd, all means should be used
such as news-
paper publicity, paid advertising in newspapers and television and radio,
Page 4
signs, street decorations, sound trucks, mailing notices, telephone
campaigns and personal calls on friends and neighbors and transporta-
tion 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 enthu-
siasm 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. Don't 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 everyone 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
people out, in addition, of course, to a background of publicity and
advertising.
Page 5
A Guide of Press Relations
for Advance Men
In the advance man's work involving press relations and press
arrangements, it is of first importance to understand the philosophy behind
the candidate organization's regard for the communications media en toto.
Everything possible, within the bounds of common sense and good
taste, should be done to build and maintain favorable press for the candidates.
Good press relations is fostered not only by the professional dis-
semination of news and information by the Press Secretaries -- obviously
the caliber of information is of prime importance -- but equally important
are matters with which the advance man deals -- matters of travel and
transportation arrangements, working facilities for the press, hotel accom-
modations, communications, schedules, any even seemingly tiny details
affecting a reporter, photographer, radio broadcaster, TV cameraman or
commentator or technician, magazine correspondent -- everybody.
A cooperative, friendly attitude developed over thousands of miles
of traveling may flipflop into disgruntlement or wrath which even though
temporary can spell "bad stories" when one little thing goes wrong.
Our objective must be to make the newsman's tasks easier, not
only through the information supplied, but by enabling him to write and dis-
patch his news quickly; have writing time; to save him time for work or
rest by the extra built-in service we provide. He has an important job and
responsibility.
Every campaign event has the purpose not only of impressing
the local or regional populace, those who may see the candidates in person,
but of making favorable news that will be transmitted to every city in the
state or even national wire service stories. The newsman with the traveling
press is the man who decides how much he will write, whether to write
merely about the speech or whether to do a valuable "color" story besides,
whether to add the something extra that makes an otherwise ordinary story
become a vote-winner. The way he writes -- and how much influences
how big the headlines are and whether the story makes Page 1 or Page 20.
What you advance men will be planning and staging will be done
as much for the press results as for any other purpose.
It's fine to have 1,000 people attend a rally, but don't forget
that through the newsmen we are reaching not 1, 000, but hundreds of thousands.
Page 6
The press pays its own way.
Remember that the newsmen work exceptionally hard on campaign
trips. They become overly tired. Their work scarcely ever stops. When
they are not covering some official function, they are writing about it or
broadcasting about it, or they are telephoning or telegraphing. They are
rushing to meet harsh deadlines. It is difficult, exhausting, patience-
testing work.
That is why one of the keys to making a newsman contented,
cooperative and helpful is a smoothly flowing, no-hitch operation that provides
the special tools he needs, the time, and a minimum of delay, confusion,
and signal-changing.
Generally speaking arrangements for handling both local and
travelling press should be the responsibility of a local press chairman.
Usually this will be an experienced public relations man or newspaperman.
But in many places such persons will never have handled a campaign group
and may not think of all that will be needed. Thus it becomes the advance
man's job to indoctrinate the local chairman very thoroughly and to double-
check that he makes arrangements according to your standard procedures.
Wherever possible, you should line up a responsible, experienced
person to plan press arrangements at (a) the airport arrival, (b) press
conference, if any, (c) headquarters press room, (d) facilities for moni-
toring any TV studio appearance, (e) facilities for covering principal speeches,
banquets or public events. They should also plan local press credentials, or
badges, and a strict system to keep unauthorized persons from infringing on
press privileges.
Press Conference
When the candidate is to hold a regular press conference, here
are some "must" considerations.
The room must be plenty large for all expected.
The candidate should never be seated. He prefers to stand. It is
good to provide a rostrum. The rostrum should preferably be raised.
A PA system should be provided so all can hear. If the conference is large,
hand mikes for reporters asking questions are desirable.
Emphasize that the local press chairman must guarantee that the
room will be arranged so that all media - reporters, still photographers
and movie-TV photographers have an even break. One group cannot block
another. The set-up must be planned and policed, or else the media men
Page 7
themselves will set it up on a first-come, first-served basis -- usually
with TV and movie cameras taking a commanding position and blocking
their colleagues. Keep 8-10 feet behind the rostrum and first row of chairs
as move-about space for still photographers. TV and movie cameras will
want to be 20-25 feet from the rostrum. They should be assured -- and
still photographers should so understand that nobody will be permitted to
move around in front of TV and movie cameras and clutter their shot;
however, it is understood that some of the chairs for reporters will be in
front of movie and TV cameras. It is a good idea to provide a riser or,
better still, a raised stand for movie and TV cameras. Similarly, a space
at the rear or sides, as well as in the front, should be planned for still
photographers. With all this, there must be plenty of chairs, with an
unblocked view, for reporters.
Exactly how these conditions will be met will depend on the size
and shape of the room. Too much space is better than not enough.
Remember, the staff TV adviser on the scene can be of material
assistance in the press conference set-up. They will know how it has worked
in other places.
A major "must" is to have the local chairman provide foolproof
control at the door to keep out unauthorized spectators. Press conferences
are for working press only. This takes a bit of doing. Confusion and
excitement reign when the candidate arrives. All doors must be guarded.
Spectators and "tourists" with Brownies love to crowd out legitimate corres-
pondents and photographers - or at least interfere.
The rostrum will be lighted automatically if TV and movie cameras
cover. But it would be best to count on placing a couple of moderate spots
so the candidate, while not blinded, will be well lighted.
Press Rooms
Whenever the campaign party is staying any length of time, even
if only for one speech or parade or banquet, there should be a well-equipped
press room handy to the lobby but not part of any public area.
In a major hotel, often the hotel PR manager will take on the job
of press room set-up.
There should be typewriters on tables, plenty of chairs, copy
paper, Western Union blanks, bulletin board, pencils, telephones, phone books.
It is difficult to specify how many typewriters or phones. The amount of press
room use will depend on the length of stay, type of events, similar facilities
at other program spots, etc. Again it is better to have too much than not
Page 8
enough. In major cities, the local chairman will have the best assessment.
A good "happy medium" might be 5 typewriters and 5 phones.
The telephone company will make local phone arrangements. Both
telephone and Western Union service can usually be arranged without cost as
a public service to both political parties.
A supply of soft drinks or coffee is always acceptable in the press
room. No hard liquor. Beer is acceptable but not necessary. On hot days,
refreshments placed in the press buses are most acceptable.
If the schedule shows no extra time for lunch or dinner, arrange-
ments should be made to put coffee or sandwiches or some kind of light
snack in the press room for the press to eat while working.
The press room should be kept open at all times. Try to have a
local volunteer assigned to monitor it - to keep it cleaned up and be on hand
to answer local questions.
TV Studio Appearances
If the candidate is participating in a studio television program,
it makes news. The press should not be required, if it can be helped, to
have to cover the event from a hotel or distant TV set. If space is at all
available, a monitoring room in the studio should be set up. If not, monitors
should be placed in the press room. There should be a TV set in hotel press
rooms.
Press Facilities at Speeches and Special Events
Whenever the candidate makes a speech, press tables should be
provided in front of the speaker's platform. This press section should be
protected from crowd intrusion. Nothing should obstruct the reporters'
view. Outdoors, be careful lest the press be blindediby the sun.
At a banquet, press tables in adequate number for traveling press
as well as major local media should be assured. If practicable, check with
the candidate's Press Secretary on how many of the travelling press corps
could be expected to attend, as some might not cover the event. Dinner
tickets should be made available to the travelling press, by placement in
their rooms or by name at a registration table, for example. On arrival
each travelling press person should receive written instructions on what will
transpire, where he obtains tickets, etc.
At banquets, press tables need not be in the center position of
honor, but they should be well up in front, with a good rostrum view.
Page 9
If major addresses, banquets and special events are very far
removed from the main press room, some press room facilities -- type-
writers and phones -- should be available nearby.
Western Union, in addition to having a representative traveling
with the press, will have local agents at each principal event -- and will
usually set up teletype equipment or messengers in the press room. Be
sure it does.
Press Credentials
The traveling press will have distinguishing badges. The local
press chairman should provide something different for his local working
press corps. Local police and security officers should be notified in advance
as to how to identify press personnel and as to the free access they are
permitted to have.
Special attention should be paid to close control over local cre-
dentials and establishment of methods of preventing uncredentialed persons,
who may claim to be press, from entering press rooms, press sections, press
conferences, moving onto ramps, through barricades and into the path of the
official party.
Press Hotel Registrations
Traveling press should be pre-registered and their keys made
ready for immediate pickup, without delay, as the press arrives - in named
envelopes. This is particularly important on late-at-night arrivals, when
night crews might not have received proper instructions.
It is good practice for the advance man to check with the Press
Secretary as to what time to have the hotel make a wake-up call to each member
of the press party if departure is to be unusually early.
Newspapers and Clippings
The advance man should have the local press chairman put a
complete set of newspapers of the arrival day (and even day before, if publi-
city was heavy) in the Press Secretary's room. A set of latest available
papers should be provided the Press Secretary or one of his assistants just
prior to departure.
Page 10
Crowd Estimates
It is of prime importance to receive early, dependable estimates
of crowds on parade routes and at major affairs. It would help if the advance
man could prime a police authority or responsible official to advise the
Press Secretary of the crowd size. Local Press Chairmen should volunteer
such an authority's location to the press secretaries.
One final basic point: As for what it told the press, whether it be
about a schedule change, a detail of the local program, crowd estimates, or
even a possible news item, there is only one source that should pass the word
to the news corps. That source is the Press Secretary.
Even the local press chairman should not independently make news
announcements after the campaign party's arrival.
Page 11
Suggestions for Large Rallies
1. 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.
2. The chairman of the meeting should arrange for the band to play the
campaign song or other suitable music when the candidate first enters
the meeting place or comes out on the platform. The band should also
strike up again when the candidate is introduced to the audience at the
beginning of his speech.
3. The chairman of the meeting should be determined by the local committee.
Wherever possible, the chairman should be an outstanding civic figure.
4. Presentation of the colors by local veteran, boy scout or other patriotic
organization should be made. Don't use military.
5. Pledge of Allegiance should be led by a veteran or other suitable person.
Invocation should be given by a local clergyman.
6. Work out the exact details of the candidate's entrance with the committee.
Preferably, the candidate enters alone after the head table or speakers'
platform group are seated. This is the most effective entrance.
7. At the conclusion of the meeting the chairman should not request the
audience to remain seated until the candidate and his party leave the
auditorium unless this is necessary because of physical arrangements
or schedule demands.
8. Arrange to keep a passageway open for the candidate to and from the
speaker's stand. Have a rope available, if needed, to make a passageway
or use Boy Scout in uniform. Avoid using uniformed police.
9. 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 traveling 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 candidate's press secretary will be available to the
press at this location throughout the meeting. Have 5 pay phones avail-
able nearby or on the press tables. These telephones are usually provi-
ded as a public service without charge.
Page 12
10. 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
a small place overflowing, rather than a large place partly empty, even
though the number of people in the larger place is greater.
11. 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 candidate is speaking; the microphone should be an all-
directional one so as to pick up the candidate'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.
12. 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.
13. No one should be seated directly in back of the candidate. 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 candidate's speech, it is better that the space be left clear in
every case. An aisle 15 feet wide in back of the candidate is required.
14. The lectern should be decorated. The top should slant downward toward
the speaker. There must be adequate electric lights on the lectern itself.
Do not rely on house lighting.
15. 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.
16. If you are not satisfied with the lectern, suggest the American Legion
hall, churches and service clubs as sources for obtaining a suitable one.
17. If an outdoor meeting is planned, a stand-by meeting location must be
arranged in the event of inclement weather.
18. The 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.
19. Encourage local committee to put a little life into the program and have
something prior to the candidate's appearance which will warm up the
crowd.
20. Be sure to have a tape recording made of all speeches by the candidate.
Also press conferences - and informal Q & A sessions. Arrange to pick up
tape yourself at end of meeting and give to Press Secretary.
Page 13
Hotel Accommodations: (You will be advised if complete hotel accommo"
dations are not needed.)
1. A parlor and two adjoining bedrooms, one on each side of the parlor, are
required for the candidate.
2. Rooms for the remaining members of the staff should be in close proximity
and on the same floor.
3. One extra room should be provided at the farthest end of the area of rooms
occupied by the candidates - to be used as a waiting room for local groups
who may be meeting with the candidate 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. 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 doors - and Advance Man should have room assignment
list for staff to distribute to the candidates' party. Press keys should be
in envelopes at desk - by name.
6. Copies of all local newspapers should be in the candidates 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.
7. Be sure that all hotels send a written confirmation of reservations to the
campaign headquarters.
8. Arrange for the hotel to give fast laundry service.
9. Arrange for the hotel to give fast valet service.
10. Arrange for the hotel to give fast food service.
11. A press room of adequate size with tables, 5 typewriters and 5 pay tele-
phones should be provided by the hotel for the use of the traveling press
during the entire period of the visit.
Page 14
12. 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 route, 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 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.
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.
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Motorcade
Motorcade transportation from the airport into the city and to all
points visited should be furnished by the local committee. Motorcades are
particularly important for all day campaigning and too much attention cannot
be given to them.
Motorcade Lineup:
Car No. A
Local police car carrying advance man with walki-talki
communication with the candidate's car.
Car No. P
Photographers' Car
Open convertible for traveling photographers - ahead
of candidate's car.
Signs on both sides "Press Photographers".
Car No. 1
The Candidate's Car
Car No. 2
Press Car
For traveling wire service reporters and local press.
If there are too many press, use a bus rather than a large
number of sedans which become unmanageable.
Car No. 3,4
Local candidates and VIP's
Maximum of four cars - use only as many as needed.
Where appropriate, signs should be used to identify
occupants.
Car No. 5
Local Staff
Local arrangements personnel who must travel with
motorcade. If possible use mobile telephone car
supplied by telephone company.
* For state-wide campaigning it may be possible to combine the entire
motorcade into one bus carrying candidates, staff, press and radio-telephone
communications, or perhaps two cars, one for candidates and the other for
the press.
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Cars:
1. The cars should all be in good running condition, 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 over-
heating, 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.
Drivers:
1. Drivers for the 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.
3. The drivers must leave the keys in their cars at all times. The keys
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.
4. 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 t heir location known to you or the man
remaining with the cars - so they can be quickly located if necessary.
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General:
1. If a publicized motorcade route with large crowds is planned and the
candidate 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 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 candidate's auto should not exceed existing speed limits.
3. 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.
Page 18
Airport Arrival - or Prop-stopping and Airport Rallies
1. Determine 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.
3. If a crowd of any substantial size is expected at the airport, arrange
facilities for candidate 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 candidate
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.
5. For overnight stops, make arrangement for fast removal of staff and
press baggage from plane and transfer to baggage truck.
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).
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.