Department of the Army *TRADOC Memorandum 1-16

Headquarters, United States Army

Training and Doctrine Command
Fort Eustis, Virginia 23604-5700

17 March 2015

Administration

DISTINGUISHED VISITORS, CONFERENCES AND CEREMONIES, HQ TRADOC

FOR THE COMMANDER:

OFFICIAL: KEVIN W. MANGUM

Lieutenant General, U.S. Army
Deputy Commanding General/
Chief of Staff

RICHARD A. DAVIS
Senior Executive
Deputy Chief of Staff, G-6

History. This is a major revision of U.S. Army Training and Doctrine Command (TRADOC)
Memorandum 1-16.

Summary. This memorandum establishes policies, responsibilities, and administrative

procedures governing distinguished visitors (DVs), conferences, and ceremonies, at
Headquarters (HQ), TRADOC.

Applicability. This memorandum applies to all HQ TRADOC staff activities and all TRADOC
organizations located on Joint Base Langley-Eustis.

Proponent and exception authority. The proponent of this memorandum is the TRADOC
Executive Services Office. The proponent has the authority to approve exceptions or waivers to
this memorandum. Proponent may delegate this approval authority, in writing, to a staff chief or
its direct reporting unit or field operating agency, in the grade of colonel or the civilian
equivalent. Staff may request a waiver to this memorandum by providing justification that
includes a full analysis of the expected benefits and must include formal review by the staff’s
senior officer. All waiver requests will be endorsed by the senior leader of the requesting staff
*This memorandum supersedes TRADOC Memorandum 1-16, dated 16 September 2008.
TRADOC Memorandum 1-16

and forwarded through its chain of command to Chief, Executive Services Office, (ATCS-XE),
950 Jefferson Avenue, Fort Eustis, Virginia 23604-5700.

Distribution. This memorandum is distributed solely through the TRADOC Homepage at

http://www.tradoc.army.mil/tpubs/.

Summary of Change

TRADOC Memorandum 1-16

Distinguished Visitors, Conferences and Ceremonies, HQ TRADOC

This major revision, dated 17 March 2015-

o Changes name of memorandum from “Distinguished Visitors and Significant Events,

Headquarters Training and Doctrine Command”

o Changes proponent of the memorandum from Secretary of the General Staff to Executive
Services Office

o Adds Deputy Chief of Staff to the Command Group of Headquarters Training and Doctrine
Command

o Changes Executive Services Division to Executive Services Office (throughout).

o Deletes all references to Fort Monroe and U.S. Army Garrison (throughout).

o Deletes all references to the Fort Monroe retirement ceremony (throughout).

o Changes Distinguished Visitor request approval to Deputy Chief of Staff if Deputy

Commanding General/Chief of Staff is unavailable (Para 2-3a).

o Changes approval authority for official representation funds from Secretary of the General
Staff to Deputy Chief of Staff (Para 2-3b(2)).

o Adds Distinguished Visitor responsibilities for Deputy Chief of Staff, G-3/5/7 (Para 2-3c).

o Adds Distinguished Visitor responsibilities for Commander’s Planning Group (Para 2-3d).

o Updates Distinguished Visitor responsibilities for Deputy Chief of Staff, G-2 (Para 2-3f).

o Adds responsibilities for Public Affairs Office (Para 2-3h).

o Adds responsibility for Secretary of the General Staff to maintain a SharePoint repository for
Command Group-hosted Distinguished Visitor visits and ceremonies and directs visit leads to
provide the documents at completion of visit (Para 2-3i).

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 TRADOC Memorandum 1-16

o Updates responsibilities for Escort Officers (Para 2-3k).

o Updates Distinguished Visitor Checklist (Table 2-1).

o Updates Conference Tasks (Table 3-1).

o Adds sergeants major to the group that shall participate in the bimonthly Joint Base Langley-
Eustis retirement ceremony (changed from Fort Monroe retirement ceremony) (Para 4-2c).

o Adds responsibility and tasks for Salute Battery (Para 4-3).

o Updates ceremonies tasks and responsibilities, to include deleting column for Garrison and
adding columns for Headquarters and Headquarters Company and Honoree Office (Table 4-1).

o Updates procedures for reserving the Morelli Auditorium (Para 5-1).

o Updates procedures for reserving the Command Conference Room (Para 5-2).

o Adds procedures for reserving the Training and Doctrine Command Event Stand (Para 5-3).

____________________________________________________________________________

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Contents
Page
Chapter 1 Introduction ................................................................................................................... 7
1-1. Purpose ............................................................................................................................... 7
1-2. References .......................................................................................................................... 7
1-3. Explanation of terms ........................................................................................................... 7
1-4. Responsibilities................................................................................................................... 7
Chapter 2 Distinguished Visitors (DVs) ........................................................................................ 7
2-1. DV Categories .................................................................................................................... 7
2-2. Visit requests ...................................................................................................................... 8
2-3. DV responsibilities and procedures .................................................................................... 8
2-4. Briefings to CG/DCG ....................................................................................................... 12
Chapter 3 Conferences ................................................................................................................. 14
Chapter 4 Ceremonies .................................................................................................................. 15
4-1. Major TRADOC ceremonies ............................................................................................ 15
4-2. Promotion and Retirement Ceremonies ............................................................................ 15
4-3. Salute Battery ................................................................................................................... 15
Chapter 5 Procedures for reserving Morelli Auditorium, Command Conference Room (CCR)
and TRADOC Event Stand ........................................................................................................... 17
5-1. Morelli Auditorium (Bldg 950, Room 1048) ................................................................... 17
5-2. CCR (Bldg 950, Room 5001) ........................................................................................... 18
5-3. TRADOC Event Stand (Bldg 701 – outside Bldg 950).................................................... 18
Appendix A References ............................................................................................................... 18
Glossary ........................................................................................................................................ 19

Table List
Table 2-1. HQ TRADOC DV checklist ....................................................................................... 13
Table 3-1. HQ TRADOC Conferences hosted by the CG, DCG/CoS, or Deputy Chief of Staff
(DCoS) .......................................................................................................................................... 14
Table 4-1. Major TRADOC ceremonies and CG Hosted Promotion and Retirement ceremonies
....................................................................................................................................................... 16

Figure List
Figure 2-1. Format to report DV visits .......................................................................................... 8

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Chapter 1
Introduction

1-1. Purpose
This memorandum establishes policies and procedures to assist with executing conferences,
ceremonies, and other significant events at Headquarters (HQ), U.S. Army Training and Doctrine
Command (TRADOC) and to facilitate hosting distinguished visitors (DVs) to the Command.

1-2. References
Required and related publications and prescribed and referenced forms are listed in appendix A.

1-3. Explanation of terms

Special terms used in this memorandum are in the glossary.

1-4. Responsibilities

a. U.S. Army Training and Doctrine Command (TRADOC) Deputy Commanding General
(DCG)/Chief of Staff (CoS) will have overall responsibility and approval authority for DVs,
conferences, and ceremonies at HQ TRADOC and will assign leads, as appropriate, based on the
nature of the event.

b. Other DCGs, Headquarters (HQ) TRADOC Deputy Chiefs of Staff (DCSs), and Chiefs of
Special/Personal Staff will serve as TRADOC lead for visits or events when directed by the
DCG/CoS or Deputy Chief of Staff (DCoS) or when initiating a visit or event and will provide
subject matter expertise when serving in an assist capacity. The TRADOC lead will accomplish
all responsibilities and tasks to include planning, coordinating, and executing the visit or event.

c. TRADOC Executive Services Office (ESO) is responsible for protocol aspects of

TRADOC events hosted by the Commanding General (CG), DCG/CoS, and the Deputy Chief of
Staff (DCoS). ESO provides support for foreign visits when hosted by others on behalf of the
CG and DCG/CoS. ESO also provides advice to the staff and subordinate commands and
organizations on protocol technical matters.

Chapter 2
Distinguished Visitors (DVs)

2-1. DV Categories
DVs to HQ TRADOC are assigned categories that determine the type and level of support
provided. DVs consist of both international and domestic visitors. DVs are different from
“authorized guests” for purposes of using official representation funds. Army Regulation
(AR) 37-47, paragraph 2-2 provides specific definitions of authorized guests.

a. Category 1a. U.S. general officers (GOs), civilian equivalents, and senior executives at
the three-star level and above.

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TRADOC Memorandum 1-16

b. Category 1b. U.S. GOs, civilian equivalents, and senior executives at the one- or two-star
level.

c. Category 2. International GOs and civilian or positional equivalents.

d. Category 3. International colonels and civilian or positional equivalents.

e. Category 4. Other visitors for whom the CG, DCG/CoS, or DCoS may have special
interest.

2-2. Visit requests

a. DV visit requests are approved during regularly scheduled visit update briefings with the
DCG/CoS. The DCG/CoS visit update briefing will consist of two mandatory pages for each DV
visit. The first will include the background information for the visit outlining the who, what,
when, where, why, and objective of the visit utilizing the format at figure 2-1. The second page
will be the DV biography.

b. Immediately upon receipt of a DV notification, each organization shall provide the

completed distinguished visitor request (figure 2-1) and biography to ESO.

DISTINGUISHED VISITOR REQUEST

WHO:
TYPE: (Examples: CG-Invite; Self-Invite; CSA Counterpart Visit)
WHEN:
OBJECTIVES: (Visitor/TRADOC/DA)
BRIEFINGS:
WHERE:
HOST:
ITINERARY:
OTHER/NOTES:

Figure 2-1. Format to report DV visits

2-3. DV responsibilities and procedures

a. TRADOC DCG/CoS will review and approve all requests for visitors during regularly
scheduled visit update meetings and designate leads for visits, as required. If a visit requires a
lead assigned prior to a regularly scheduled meeting with the DCG/CoS, the visit request will be
coordinated through the DCoS.

b. TRADOC ESO has responsibility for all protocol aspects of TRADOC events as
indicated in Table 2-1. Additionally, ESO will:

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 TRADOC Memorandum 1-16

(1) Update and publish the HQ TRADOC Distinguished Visitors and Significant Events
roster that is available at
https://hq.tradoc.army.mil/sites/ESO/DVSEPublic%20Report/DVSE-
PR.aspx?PageView=Shared

(2) Prepare funding requests, with the TRADOC lead’s input, for all visits requiring the
use of official representation funds and coordinate Staff Judge Advocate review. Request will be
submitted for approval to the DCoS.

(3) Maintain a gift locker with an assortment of gifts for presentation to authorized
recipients in accordance with AR 37-47, paragraph 3-3.

(4) Update Command Group on itinerary changes confirmed with lead organization
action officer.

(5) Coordinate any senior spouse requirements and itineraries.

(6) Notify lead organizations of requirement to attend DCG/CoS visit update meetings
and of DV request form suspenses.

c. TRADOC DCS, G-3/5/7 will:

(1) Assume lead responsibility for visits from the Secretary of the Army, Chief of Staff
of the Army, Under Secretary of the Army, Vice Chief of Staff of the Army, and other DVs as
directed by the DCG/CoS or DCoS.

(2) Provide formal tasking and orders support for visits and ceremonies as required.

(3) Maintain and post a template for DV briefings to the CG and DCG – see chap 2-4.

(4) Attend visit update meetings to the DCG.

d. Commander’s Planning Group will:

(1) Assume lead responsibilities for category 4 DVs hosted by the CG that do not
require major support from other staff offices. Staff offices will provide briefers as necessary
based on the visit topic(s). These visits typically involve a brief visit with the CG with few staff
participants.

(2) For all other visits hosted by the CG, will provide the lead with CG strategic
guidance to shape the visit to include expected outcomes.

e. Army Capabilities Integration Center, International Army Programs Directorate

has lead responsibilities for all international visits and in addition to responsibilities outlined in
Table 3-1, IAPD will:

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TRADOC Memorandum 1-16

(1) Determine host based on the availability of the CG and DCG and the nature of the
visit. If the CG and DCG are both unavailable, Army Capabilities Integration Center will
recommend a TRADOC lead and the DCG/CoS or DCoS will approve and assign the lead.

(2) Determine visit focus/objectives and briefing topics to include content and expected
outcomes; confirm members of visiting party; confirm dietary restrictions and preferences; and
provide ESO with timely confirmation if gift(s) are needed for presentation by the TRADOC
host.

(3) Immediately upon receipt of a visit request, provide a completed distinguished

visitor request (see figure 2-1) and biography to ESO for inclusion in recurring visit update
meetings with the DCG/CoS.

(4) Attend visit update meetings to the DCG/CoS and brief all international visits.

(5) Provide DCS, G-2 Foreign Disclosure Office (ATIN-SD) with visit request
approval or disapproval not later than the designated suspense date. Provide information copy of
visit request to ESO. (If visit request not initiated through DCS, G-2, ensure international
visitors are aware of requirement to submit Foreign Visit Request through their respective
embassy no less than 30 days prior to event in accordance with AR 380-10.)

(6) Determine the international DV’s language capability. Arrange for interpreters and
translation requirements as needed.

(7) Coordinate tasking requirements to support international visits.

f. TRADOC DCS, G-2 (Security Directorate, Foreign Disclosure Office) will:

(1) Process all foreign visit requests assigned to HQ TRADOC on the automated
Foreign Visit System. Review and forward category 2 and 3 visit requests to IAPD for
appropriate action.

(2) Inform HQDA (DAMI-CI) of HQ TRADOC DCG/CoS visit approval or

disapproval.

(3) Provide lead organization action officer briefer support with disclosure and
clearance process.

g. TRADOC Congressional Affairs Office will take the lead on congressional or

political visits.

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 TRADOC Memorandum 1-16

h. Public Affairs Office (PAO) will:

(1) Based on the assigned category of the visit, work with the lead to determine the type
and extent of support required. Depending on the visit subject matter, support may include
internal and/or external media coverage.

(2) For internal media, produce or coordinate with Joint Base Langley-Eustis (JBLE)
PAO to provide coverage in support of visit objectives.

(3) For external media, if desired, market the opportunity to local, regional and national
media. PAO will provide escort to the media representatives while on site and work with
Subject Matter Experts in preparation for media engagement.

(4) Use photos from the visit to support internal/external media engagement. For
photographic support, the lead for each visit will coordinate for Enterprise Multimedia Center
(EMC) photographer, and provide photos to PAO.

(5) Coordinate with JBLE PAO for promotion of visit on digital signage as well as use
internal Building 950 signage in support, as requested.

i. Secretary of the General Staff (SGS) will maintain a SharePoint repository for
Command Group-hosted DVs and Conferences.

Note Taking and Suspenses for DVs and Conferences hosted by the Command Group (CG,
DCG, or DCoS). The staff lead is responsible for note taking during events hosted by the
Command Group. Prepare notes and taskers in accordance with the format in the Staff Action
Officer Resource Center under TRADOC Templates (Figure 2-5 in TRADOC Regulation 1-11).
Command Group notes and taskers are released by your staff principal or deputy. Forward the
notes and taskers to TRADOC SGS Staff Actions Division (SAD), by e-mail for
disposition/required taskings within 2 duty days of the event with a cc to the CG XO, DCG/CoS
XO, DCoS XO, and the Commander’s Planning Group. SAD will post the notes and taskers on a
SharePoint site and send out any taskers, accordingly.

j. Other DCGs; HQ TRADOC DCSs; and Chiefs of Special/Personal Staff will:

(1) Electronically report all proposed category 1a, 2, and 3 DV visits to ESO at
([email protected] ) for inclusion on the HQ TRADOC
Distinguished Visitors and Significant Events calendar.

(2) Serve as TRADOC lead for visits when directed by the DCG/CoS or when initiating
a visit.

(3) Perform those tasks noted in Table 2-1, as well as other normal operational
procedures associated with planning and executing visits by DVs.

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TRADOC Memorandum 1-16

k. Escort Officer will:

(1) Prior to visitor arrival:

(a) Receive escort officer briefing from either the lead or ESO based on the visitor
category as outlined in table 1.

(b) If escorting an international visitor (category 2 and 3 visitors), coordinate with the
DCS, G-2 Foreign Disclosure Office.

(c) Conduct reconnaissance to ensure familiarization of all routes associated with

the itinerary to include buildings, conference rooms, individual offices, and ceremony locations,
if applicable.

(d) Coordinate for office space, as required.

(e) Be familiar with JBLE history and local landmarks.

(2) Upon arrival: Greet visitor and secure luggage.

(3) During visit:

(a) Escort visitor to briefings, meals, and social functions.

(b) Ensure visitor’s official itinerary is followed and that the visitor is comfortable
with the flow of events.

(c) Notify the lead and ESO if visitor requests changes to the itinerary.

(d) Report any foreign disclosure concerns to the DCS, G-2 Foreign Disclosure Office.

(4) Upon departure:

(a) Remain with the visitor until actual departure and wheels up.

(b) Notify ESO and lead of visitor’s departure and provide out brief of events for after
action report.

2-4. Briefings to CG/DCG

All organizations will use the Briefing Slides template provided at

https://www.us.army.mil/suite/files/43436130.

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Table 2-1.
HQ TRADOC DV checklist

Category
VISIT TASKS
1a 1b 2 3 4
Coordinate principal’s itinerary/agenda Lead Lead Lead Lead Lead
Coordinate spousal itinerary/agenda ESO* Lead ESO Lead ESO
Publish final itineraries/agenda ESO* Lead ESO Lead ESO
Coordinate briefings and attendees Lead Lead Lead Lead Lead
Reserve briefing location(s) Lead Lead Lead Lead Lead
Coordinate social/special events ESO* Lead ESO Lead ESO
Coordinate meals and refreshments ESO* Lead ESO Lead ESO
Prepare Form 5 for .0012 fund support ESO N/A ESO ESO ESO
Recommend mementos/gifts and prepare
for presentation ESO* N/A ESO ESO ESO
Schedule/conduct in progress reviews
(IPRs). See 2-4 for briefing template link. Lead Lead Lead Lead Lead
Prepare readaheads Lead Lead Lead Lead Lead
Develop talking points** Lead Lead Lead Lead Lead
Clear briefing materials with DCS, G-2 Lead Lead Lead Lead Lead
Coordinate or assist with lodging ESO* Lead Lead Lead ESO
Request EMC audiovisual/photographic
support ESO* Lead ESO Lead ESO
Assign escort officers Lead Lead Lead Lead Lead
Provide ground transportation support for
DV, as required ESO Lead ESO Lead ESO
Conduct route reconnaissance and
consider alternate routes Lead/ESO Lead Lead/ESO Lead Lead/ESO
Coordinate with JBLE security for gate
access pass and reserve parking space(s) ESO* Lead ESO Lead ESO
Arrange office calls Lead Lead Lead Lead Lead
Provide setup for office calls (CG, ESO
DCG/CoS and DCoS) ESO ESO ESO ESO
Arrange flag displays ESO Lead ESO N/A ESO
Prepare seating plans, place cards, tent
tags, and name badges Lead/ESO* Lead ESO Lead ESO
Coordinate with PAO for Lobby
Marquee Lead Lead Lead Lead Lead
Prepare welcome packets, if needed ESO* Lead ESO Lead ESO
Obtain building security badges for all
visitors Lead Lead Lead Lead Lead
Greet and farewell visitors (to include
remaining with party during all
official/social functions) Lead/ESO Lead Lead Lead Lead/ ESO
Provide notes and taskers to SGS for
Command-group hosted visits Lead Lead Lead Lead Lead
*If hosted by CG, DCG, or DCoS, ESO will perform task; for all other hosts, the Lead will
perform task
**If CG-hosted, ensure coordination with CPG

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______________________________________________________________________________
Chapter 3
Conferences

Conferences not hosted by the CG, DCG/CoS, or DCoS are the full responsibility of the lead
organization hosting the conference. ESO will provide transportation support to category 1a
visitors attending the conference and will also advise on protocol technical matters. Conferences
hosted by the CG or DCG/CoS, or DCoS involve shared responsibilities as outlined below in
Table 3-1:

Table 3-1.
HQ TRADOC Conferences hosted by the CG, DCG/CoS, or Deputy Chief of Staff (DCoS)

TRADOC CONFERENCE TASKS ESO LEAD

Prepare invitation lists X
Prepare e-vite invitation X
Send invitation link to invitees X
Track RSVPs X
Reserve conference space X
Schedule/conduct in progress reviews (IPRs) X
Prepare readaheads X
Schedule IPRs for working group, if applicable X
Publish briefing slides and other administrative guidance with ESO input to
briefing participants and attendees X
Establish a budget for conference costs X
Provide and coordinate ground transportation for category 1a visitors and
X
guest speakers
Assist guests with lodging requirements X
Execute meals/refreshments X
Coordinate social/special events X X
Provide or task for escort officers, if required X
Brief escort officers - See 2-3.k X
Coordinate with JBLE security for gate access pass for attendees X
Coordinate reserved parking spaces with Facilities Management Office X
Request EMC audiovisual/photographic support X
Obtain building security badges and establish a registration desk to issue and
X
collect badges
Assist at registration table if conference fee will be collected X
Prepare seating charts, tent tags, and name badges, as applicable X
Arrange flag displays X
Prepare the after action report X

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Chapter 4
Ceremonies

4-1. Major TRADOC ceremonies

TRADOC DCS, G-3/5/7 has overall responsibility for TRADOC change of command, TRADOC
assumption of command, and DCG (TRADOC/Futures/Army National Guard/U.S. Army
Reserve) and United States Army Center for Initial Military Training retirement, promotion, and
change of command/responsibility ceremonies. Basic responsibilities are outlined in table 4-1.
Additional roles and responsibilities of supporting organizations are established in
supplementing tasking orders issued by DCS, G-3/5/7.

4-2. Promotion and Retirement Ceremonies

Outside of the provisions in this paragraph, each organization is responsible to execute all
aspects of ceremonies in support of personnel being promoted or retiring within their
organizations.

(a) CG hosted ceremonies. DCS, G-3/5/7 will serve as the lead when the TRADOC
CG hosts ceremonies for U.S. GO, senior executive service (SES) members, and the TRADOC
Command Sergeant Major. Responsibilities are outlined in table 4-1.

(b) Non-CG hosted ceremonies. When the CG is not hosting the ceremony, the parent
organization has lead responsibility to execute the GO or SES member ceremony.

(1) ESO will provide protocol support IAW table 4-1 for CG, DCG and DCoS hosted
events. For other hosted events, ESO will provide protocol advice and guidance to organization
reference seating, invitations, and ceremony sequence of events. Organizations should designate
a lead point of contact, other than the honoree, to work the details of the event.

(c) For retirement, all colonels, civilian equivalents, and below, as well as sergeants major
shall plan to participate in the bimonthly JBLE retirement ceremony.

(d) ESO will execute ceremonies for staff members in the offices of the TRADOC CG,
TRADOC DCG/CoS, DCoS, and TRADOC CSM.

4-3. Salute Battery

(a) Composition. The TRADOC Salute Battery is comprised of select Soldiers and NCOs
from HQ, TRADOC as an additional duty for each Soldier assigned. As such, their availability
and use is strictly limited and controlled. Overall management, training, and control of the
Salute Battery is the responsibility of the First Sergeant of headquarters and headquarters
company (HHC), TRADOC.

(b) Ceremonial Use. The TRADOC Salute Battery may be utilized without additional
approval for all TRADOC ceremonies hosted by the CG or DCG. Any use beyond what is
contained in this memorandum must be approved in accordance with the process in the
paragraph below.

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(c) Exceptions to Policy. Requests for any use of the TRADOC Salute Battery not already
defined in this memorandum must be requested in writing to the TRADOC G-3 at least 90 days
in advance of the proposed event. Each request must be fully justified and clearly identify why
the exception is in the best interest of TRADOC to support. Support to enduring exceptions may
be requested once and remain in effect until cancelled or the requirement is complete (e.g.
support to TRADOC Band for 1812 Overture).

Table 4-1.
Major TRADOC ceremonies and CG Hosted Promotion and Retirement ceremonies

X-LEAD; A-Assist
Honoree
TRADOC CEREMONY TASKS ESO G-3/5/7 PAO HHC Office
Publish operation order X
Task for support personnel, e.g., ushers, escorts, awards
bearers, ops reaction cell X
Task for organizational support (to include
Band/Chaplain/Narrators/Rehearsal Stand-Ins/VIP
X
inclement weather transportation/DCS,G-2 (weather
forecast)/Safety Office (risk assessment)
Conduct action officer working groups X
Schedule/conduct in progress reviews (IPRs) A X A
Reserve ceremony site for rehearsals and ceremony X
Request EMC audiovisual/ photographic support, to
include audio-only copy of CG remarks X
Request 733rd Mission Support Group Coordinate
tasking support for bleachers/chairs (outdoor ceremony) X
Complete contracting for rental and setup of tents and
equipment (outdoor ceremony) X
Provide personal invitation list (with e-mail addresses)
to ESO X
Coordinate with JBLE security for gate access pass for
attendees X
Prepare e-vite invitations and track RSVPs X
Prepare script X
Coordinate engraving of shell casing, as required
(personally funded by honoree) X
Coordinate all arrangements for reception, if desired
(Exception: ESO will coordinate reception for X
TRADOC Change of Command)
Conduct training for support personnel (ushers, escorts,
awards bearers, ops reaction cell, etc.) X
Provide any special music selections to TRADOC Band X
Provide music for event X
Provide narrator and backup narrator X
Provide color guard (including flags) and salute battery X

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Honoree
TRADOC CEREMONY TASKS - continued ESO G-3/5/7 PAO HHC Office
Provide combat lifesaver with first aid equipment X
Provide certificates, awards, and gifts X
Provide individual/positional flags for ceremony X
Provide U.S. Army/TRADOC flags for ceremony X
Provide personal flag for presentation and flag case X
Coordinate building security/access plan for attendees,
to include badges X
Coordinate media coverage X
Coordinate post marquee announcement X
Coordinate reserved parking spaces with Facilities
Management Office X
Notify JBLE security and/or Command Provost Marshal
Dir for traffic control plan and any special security
requirements X
Prepare and print programs X A A
Prepare ceremony site (indoor/outdoor) for rehearsals
and ceremony A X A
Provide and coordinate ground transportation for
category 1a guests X
Prepare seating charts and seat tags X
Supervise placement of equipment X A
Conduct rehearsals (including providing stand-ins as
needed) A X A A A
Brief host and guest of honor A X A
Purchase and deliver flowers/gifts, as desired
(personally funded by honoree) X
Supervise execution of ceremony X
Seat DVs at the ceremony X
Provide oversight for post-ceremony receiving line X
Prepare after action report A X A A A

______________________________________________________________________________

Chapter 5
Procedures for reserving Morelli Auditorium, Command Conference Room (CCR) and
TRADOC Event Stand

5-1. Morelli Auditorium (Bldg 950, Room 1048)

The Morelli schedule is maintained and approved by ESO. All reservations are scheduled online
via the TRADOC Conference Room Scheduler. When making a reservation, customers must
agree to the “Terms and Conditions” before they are allowed to enter a reservation. All
information on the request form must be completed to ensure mission success. Include the host
to ensure the correct individual flag (GO/SES flag) is displayed. Completing the reservation
request does not guarantee a reservation; however, once the reservation is confirmed by ESO, a
reservation confirmation email will be sent to the point of contact’s email address identified in
the reservation request submission. After an event, cleaning and restoring the Morelli to its

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original condition are the responsibility of the users. Any required audiovisual support must be
annotated on the request and coordinated directly with the HQ TRADOC Commandant Video
Teleconference Operations Team.

5-2. CCR (Bldg 950, Room 5001)

The CCR schedule is maintained and approved by the Office of the Commanding General
(OCG). All reservations are scheduled online via the TRADOC Conference Room Scheduler.
CCR equipment is not to be operated without coordination with the OCG telecommunications
supervisor.

5-3. TRADOC Event Stand (Bldg 701 – outside Bldg 950)

The TRADOC Event Stand schedule is maintained and approved by the Facilities Management
Office in Bldg 950. All reservations are scheduled online via the TRADOC Conference Room
Scheduler.

Appendix A
References

Section I
Required Publications

AR 37-47
Official Representation Funds of the Secretary of the Army

TRADOC Regulation 1-11

Staff Procedures

Section II
Related Publications
A related publication is a source of additional information. The user does not have to read it to
understand these implementation procedures.

Army Regulation 380-10

Foreign Disclosure and Contacts with Foreign Representatives

DoD Directive 7250.13

Official Representation Funds

TRADOC Regulation 10-5

Organization and Functions, U.S. Army Training and Doctrine Command

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Section III
Prescribed Forms

This section contains no entries.

Section IV
Referenced Forms

This section contains no entries.

Glossary

Section I
Abbreviations

AR Army regulation
CoS Chief of Staff
CCR Command Conference Room
CG Commanding General
DCG Deputy Commanding General
DCS, G-2 Deputy Chief of Staff, Intelligence
DCS, G-3/5/7 Deputy Chief of Staff, Operations, Plans, and Training
DCoS Deputy Chief of Staff
DCS Deputy Chief of Staff
DV Distinguished Visitor
EMC Enterprise Multimedia Center
ESO Executive Services Office
GO general officer
HHC headquarters and headquarters company
HQ headquarters
IPR in-progress review
JBLE Joint Base Langley-Eustis
PAO Public Affairs Office
SES senior executive service
SGS Secretary of the General Staff
TRADOC U.S. Army Training and Doctrine Command

Section II
Terms

action officer
The individual designated by the TRADOC lead with the responsibility for coordinating all
aspects of the visit.

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TRADOC Memorandum 1-16

assist
TRADOC organizations or staff elements directed to provide augmentation or other support to a
lead for a function, task, or role.

distinguished visitors
Individuals who, based upon rank or position, will receive special consideration during official
visits to HQ TRADOC.

escort officer
The individual designated by the TRADOC visit lead to escort visiting DV and keep the action
officer apprised of significant changes/occurrences during the visit.

foreign visit request

A request initiated by the supporting embassy for authorization to permit contact by foreign
government representatives with a DA element or DA personnel. Foreign government personnel
are defined as foreign military, foreign government civilian employees, or contractors working
on an approved foreign government contract with representational duties.

host
The individual with the primary role of receiving or entertaining guests and visiting DV in a
social and/or official capacity.

lead
The TRADOC organization or staff element having primary responsibility for a function, task, or
role a higher headquarters assigns. The organization which receives assistance from another
organization(s) or staff element(s), and is responsible for ensuring that the supporting
organization(s) or staff element(s) understands the assistance required.

official representation funds

Funds designated to be used to extend official courtesies to authorized guests as described in AR
37-47, paragraph 2-1.

ops reaction cell

Small cadre of soldiers on standby on event day prepared to execute last-minute tasks

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