VISITING GROUPS CHECKLIST

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP86B00985R000400090002-8
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 12
• Document Creation Date: December 9, 2016
• Document Release Date: August 16, 2000
• Sequence Number: 2
• Publication Date: April 24, 1978
• Content Type: MF

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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
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24 April 1978
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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
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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.
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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)
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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 contacted.to 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.
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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.
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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).
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 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
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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.
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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.
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