Document Type: 
Document Number (FOIA) /ESDN (CREST): 
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Original Classification: 
Document Page Count: 
Document Creation Date: 
December 9, 2016
Document Release Date: 
August 16, 2000
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Case Number: 
Publication Date: 
April 24, 1978
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PDF icon CIA-RDP86B00985R000400090002-8.pdf371.72 KB
Approved For Release 2W/07/27: CIA-RDP86B00985R00040OQW02-8to (ec MEMORANDUM FOR: (See Distribution) r Public Affairs SUBJECT: Visiting Groups Checklist As you know, the Public Affairs Office has been handling a large number of groups visiting the Agency. Attached is a Checklist prepared by this office we have found useful in handling such group visitations. We are distributing it to you for your information, possible use and guidance to offices in your area. It explains how to handle groups visiting in the Auditorium only and also groups visiting the Headquarters building proper. If you have any questions or need additional information, please contact on extension 7753. STATINTL STATINTL Attachments Distribution: Executive Officer, DDA Executive Officer, DDS&T Executive Officer, NFAC Administrative Officer, DCI DCI Academic Coordinator~ NFAC Academic Coordinator Director, OEEO D/OTR Office of Legislative Counsel Approved For Release 2001/07/27 : CIA-RDP86B00985R000400090002-8 24 April 1978 Approved For Release 2W/07/27 : CIA-RDP86BOO985R00040O 02-8 VISITING GROUPS CHECKLIST LOGISTICS Reserve Auditorium or briefing room (list of conference rooms available in Headquarters building and Form 3646 for Auditorium equipment attached. This form is available through Space Maintenance & Facilities Branch, Room 1J45, Hq.) (Auditorium reservations: Space Maintenance & Facilities Branch -- x5245 ask for Auditorium custodians -- they have to call you back and you reserve it with them. Auditorium capacity is 489. The back row of the center is roped off to accommodate the equipment for the Multimedia show). If_:your session is held in the Auditorium, check the following: What do you want on the stage? Microphones, table, chairs, how many, how placed, easel, pointer, blackboard, eraser, lectern, black lights for flourescent chalk presentation, carafe of water with appro- priate number of glasses, etc. Microphones: Three kinds of microphones are available: Table mikes which sit on the table and can be held in the briefer's hand at the table. Lavalier which is attached by a cord around the neck and facilitates easy movement. Tietack Approved For Release 2001/07/27 : CIA-RDP86B00985R000400090002-8_ Approved For Release 2W/07/27 : CIA-EPp86B00985R0004000W02-8 Shotgun microphones are available for amplification when taping a session.* A wheelchair is available downstairs from the Auditorium for handicapped visitors. A phone is available for internal and external calls in the vestibule. Umbrella stands are available in lobby No coatracks are available in Auditorium Flowers (crysanthemums) may be ordered from Space Maintenance & Facilities Branch, x5245, for the Auditorium or the room chosen for a reception. If flowers are ordered two weeks in advance, they may be obtained for $3.50-4.00 from the GSA greenhouse. If less than two weeks notice is given, the flowers must be ordered from a commercial florist for $10.00. MULTIMEDIA SHOW "A Few Who Knew," is a 15-minute slide show on the history of intelligence prepared by the Office of Training. The show takes 17 minutes total, including raising and lowering of screen. You will then need approximately 2-3 minutes for the Auditorium custodians to move your table or briefing aids forward. This showing can be arranged through the Auditorium, LSD/SM&FB, x5245. *Presentations by the Director and all his Deputy Directors are taped as a standing requirement. This requirement can be waived depending on the composition of the visiting group. Approved For Release 2001/07/27 : CIA-RDP86B00985R000400090002-8 Approved For Release 2QAI/07/27 : CfA3-RDP86B00985R000400W002-8 MEDICAL SUPPORT For evening or Saturday functions Office of Medical Services, x7448, must be contacted one month in advance of visit to arrange for medical personnel to be present. RECEPTION IN RENDEZVOUS ROOM Occasionally the Public Affairs Office provides a reception for evening visiting groups in the Rendezvous Room. A list of items available from our cafeteria is attached, along with the manager's name and number. Logistics Services Division, x7808, handles arrangements such as cleaning room, turning on the air, positioning the tables and chairs, etc. They should be contacted as soon as possible prior to the event. PAYMENT It has been the.practice of the Public Affairs Office to charge the visiting groups. The charge to the group depends on what is served at the reception. You will receive a bill from GSI. When you send it to your contact point for payment ask him/her to make their check payable to Government Services Incorporated. DCI PRESENTATION IN THE DCI CONFERENCE ROOM If the Director is to address your group in the DCI Con- ference Room, be sure to arrange for coffee for the attendees ST A N ea for the Director. These arrangements are made through n the Executive Dining Room, x4157. The Rendezvous Room holds 300 -- tops (drawing of table placement attached) Approved For Release 2001/07/27 : CIA-RDP86B00985R000400090002-8 -4- Approved For Release 2 `I/07/27: CIA-RDP86B00985R000400QW002-8 The Director's Dining Room seats 12 The Executive Dining Room holds 130 (minimum 25) -- 64 people to eat STATINTL The DCI Conference Room is handled by DCI Security STATINTL Staff, x4155 ust be arrange service in the DCI Conference Room. HANDOUTS The Public Affairs Office has compiled a package of handouts to be provided to groups visiting the Agency. Conta n extension 7753 to arrange for pickup and dissemination. SECURITY GROUP ENTERING BUILDING PROPER An alphabetized list of attendees must be turned in to your security officer (for Headquarters Security Branch) a week to 10 days in advance of the visit. For American citizens, you need full name, address, date and place of birth, verification of U.S. citizenship, and business affiliation, if appropriate. For foreign nationals, you need full name, address, date and place of birth, nationality, and position attendee holds in his/her country. GROUP ENTERING AUDITORIUM ONLY For American citizens, you need full name and verification of U.S. citizenship. For foreign nationals, you need full name, address, date and place of birth, nationality, and position attendee holds in his/her country. Approved For Release 2001/07/27 : CIA-RDP86B00985R000400090002-8 Approved For Release 2Q&1/07/27 -&A-RDP86B00985R000400Q&9002-8 Foreign journalists generally are not admitted to the Central Intelligence Agency. When you have found out how your visitors are being transported -- buses or private cars -- notify your Security Officer and Space Maintenance & Facilities Branch so that arrangements can be made for parking permits to be handed out at the gate and so that parking spaces can be made available. If necessary, Security can arrange to leave the George Washington Memorial Parkway gate open past the normal closing hour of 8 p.m. Security will arrange for receptionists in Auditorium lobby and for the X-ray machine to be manned by Security personnel. The Public Affairs Office has found it helpful to supply our own personnel to supplement the receptionists in the case of large groups. Security will arrange to have specified areas roped off if group is going to the Rendezvous Room or any other part of the Agency Building. Security will arrange to have as many extra Security personnel available as necessary. Security will arrange to have group exit through the Main Entrance. The Office of Security perfers your groups be transported in buses due to limited parking facilities available. Approved For Release 2001/07/27 : CIA-RDP86B00985R000400090002-8 Approved For Release 2QD1/07/27 : CIA-RDP86B00985R0004001WO02-8 HELPFUL HINTS FOR GROUP VISIT Make all arrangements through one person ("Contact Point") and his/her designated backup if he/she is not available. Dealing with more than one person on arrangements generates confusion and lack of coordination from the very beginning. Doublecheck everything the day before and/or the day of the event. The best made arrangements have a way of falling apart at the last minute! Name tags for outside attendees are most helpful when there is a reception afterwards. The tags enable the speakers to identify the person at the reception. If possible, name tags should be made and issued by the visitors. If your briefer uses a blackboard or easel, you should determine which side of the briefing aid he briefs from. This will enable you to position people, if necessary, so that their view of the blackboard/easel will not be blocked during the briefing. If you use the Auditorium, you will want to check on the air/heat. It tends to be either very cold or very hot at times. Send biographies of your speaker(s) to the contact point for his/her advance brochure and agree on the subject(s) to be treated in the briefing when you make initial contact. Get a short explanation of what your visiting group is and a list of the attendees to your speaker(s). Approved For Release 2001/07/27 : CIA-RDP86B00985R000400090002-8 STATINTL Approved For Release 2001/07/27 : CIA-RDP86B00985R000400090002-8 Next 1 Page(s) In Document Exempt Approved For Release 2001/07/27 : CIA-RDP86B00985R000400090002-8 ORGAN 1 2ATI ON RE pro*eed5For Fie ea1 se - TIME FROM DATE - HOURS ACTIVITY TO TAKE PLACE OF USE TO DATE HOURS ORGANIZATION CONTACT LOCATION TELEPHONE NO. CLASSIFICATION PUBLIC ADDRESS YES NO PROJECTION YES NO YES NO YES NO SYSTEM TO BE USED EQUIPMENT TO BE USED VISUAL AIDS TO BE USED FURNITURE TO BE USED LECTURN MIKE 16MM PROJECTOR CHARTS TABLES NECK MIKE 35MM PROJECTOR POSTERS CHAIRS STAND MIKE SLIDE (SIZE) BACKDROPS FLAGS SHOTGUN MIKES VU-GRAPH BLACKBOARD OTHER PROGRAM RECORDING OTHER BLACKLIGHT BACKGROUND MUSIC OTHER OTHER CLEANING, SPECIAL YES NO GUARDS FOR FRONT DOOR YES NO ADDITIONAL NOTES SIGNATURE DATE FORM 4-74 3646 AUDITORIUM EQUIPMENT LIST ..Appro*ed For Release 2001/07/27.: CIA-RDP86B00985R000400090002'-8 Approved For Release 51/07/27: CIA-RDP86B00985R000400"0002-8 STATINTL RENDEZVOUS ROOM GSI Cafeteria Manager, x4109 zvous Room Manager Basic Costs: Rental of Rendezvous Room is $35, plus salaries of servers Coffee is $3.70 per gallon Tea -- no charge Hot chocolate is $3.70 per gallon (minimum 2 gallons) Tea cookies are $2.29 per pound (36 cookies per pound) Finger sandwiches are $8.00 per tray (40 per tray) Vegetable tray (celery, carrots, olives, pickles) is $7.50 Chips and dips: $3.00 for 2 pounds of potato chips $6.00 for 3 pounds of dip $4.00 for 3 pounds of melba rounds Coffee Hot water is always available and urns of, coffee can be made in.2 1/2- 3 minutes. One gallon of coffee makes 18 cups. STATINTL Coffee may be transferred from urns to Silex containers for serving. has 285 china cups and saucers available. Finger Sandwiches STATINTL eels 4-5 days notice for number of finger sandwiches. White, rye, whole wheat and pumpernickel bread is available, with a normal sandwich cut into quarters. As a general rule, the following fillings are available: ham salad, tuna salad, chicken salad (irregularly). Cutlery and plates for sandwiches will be set out along with cups and saucers. Approved For Release 2001/07/27.: CIA-RDP86B00985R000400090002-8 Approved For Release*Di1/07/27: CIA-RDP86B00985R000400AJ0002-8 Servers Mandatory overtime of four hours per server is minimum time for GSI servers on duty after 1800. They are on GSI time until 1800. A server receives $3.50 per hour regularly and $5.25 for overtime. Thus, each GSI server receives $21.00 for a minimum. 4 hours. All Saturday time is overtime. Mr. Arnoid.recommends one server per 70 guests. Saturday Events The Rendezvous Room is not available on Saturdays. The North Cafeteria is available for breakfast only -- from 0900 to 1100. It is recommended you contact Mr. Arnold for each function. The prices quoted above are subject to change. We have found that a charge of $2.00 per guest covers the cost of our evening functions. Approved For Release 2001/07/27 : CIA-RDP86B00985R000400090002-8. STATINTL Approved For Release 2001/07/27 : CIA-RDP86B00985R000400090002-8 Approved For Release 2001/07/27 : CIA-RDP86B00985R000400090002-8