LESSONS LEARNED - OL PLANNING CONFERENCES

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP89-00087R000200220003-3
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 4
• Document Creation Date: December 27, 2016
• Document Release Date: February 7, 2013
• Sequence Number: 3
• Publication Date: October 14, 1986
• Content Type: MEMO

Declassified in Part - Sanitized Copy Approved for Release 2013/02/07: CIA-RDP89-00087R000200220003-3
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Declassified in Part - Sanitized Copy Approved for Release 2013/02/07: CIA-RDP89-00087R000200220003-3
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Marie
Tony, can you think of anything we should add? I'm going
to just leave this in the file for the benefit of whoever
plans the conf next yr.
I Marie, FYI.
STAT
ie - 0/15
Joy
STAT
roll 51JR16V
Date
Declassified in Part - Sanitized Copy Approved for Release 2013/02/07
CIA-RDP89-00087R000200220003-3
 Declassified in Part - Sanitized Copy Approved for Release 2013/02/07: CIA-RDP89-00087R000200220003-3
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SUBJECT: Lessons Learned - OL Planning Conferences
If the OL Planning Conf is held at the Sheraton-Fredericksburg in the fall
of 87, here are a few "lessons learned" from this year's conference.
? As the coordinator (planning officer), your job will be much easier on
the first day of the conf if you plan to arrive at the Sheraton late
afternoon or early evening of the day before and stay overnight.
(You'll need to have this approved by the front office and included in
the contract.) If you're taking classified handouts, this will mean
you need to arrange for the safe to be delivered the day before,
also. This extra time will enable you to set up the conference the
next morning without rushing. You can put out the pads and pens the
night before and lock away your classified items in the safe, so the
next morning you can pick up and hand out the room keys. Most
attendees want to check in as soon as they arrive. Be sure to keep a
list of who is in what room, since any messages that arrive after
conference hours will be delivered to you and you'll have to pass them
on.
? Arrange to have coffee available around 8:30 on the first day for
early arrivers. Some attendees, will not have eaten breakfast and are
in no mood to wait until the break for their coffee. On the second
day, also have coffee available around 8:30 or 9 a.m. Some won't eat
breakfast.
If you're putting together a list of objectives and initiatives, ask
for them in plenty of time, realizing that some stfs/divs will be late
in responding. Be sure to allow enough time for you to assemble their
input without the last-minute rush I had this year, when we asked for
responses by 1 Oct. I worked a 12-hour day on Mon, 6 Oct, finishing
the handouts, because some people gave their info to me late.
Find out beforehand whether the Sheraton prefers diners in Dauphine's
to wear jackets, and let the men know ahead of time. I was told this
year (late the afternoon of the day before the conf) that jackets were
required. If there was such a dress code, it was not enforced, as
most attendees did not wear jackets; but being prepared will save you
some embarrassment.
Declassified in Part - Sanitized Copy Approved for Release 2013/02/07 : CIA-RDP89-00087R000200220003-3
 Declassified in Part - Sanitized Copy Approved for Release 2013/02/07: CIA-RDP89-00087R000200220003-3
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SUBJECT: Lessons Learned - OL Planning Conferences
? When planning the agenda, find out whether the D/L prefers to have
attendees sit as a group at dinner in Dauphine's or to sit at separate
tables. This year, I had understood that we would sit as a group but
was told by the Sheraton contact (also the day before) that we would
not -- and that the Sheraton preferred our attendees to "stagger"
their dining by groups of 5 or 6, about 10 min. apart, so that all
would not arrive at the same time. Arriving in Dauphine's that
evening, I found that a large table had been set up to accommodate us
as a group. Again, help yourself by being sure early on. I
personally prefer separate tables; there's enough "togetherness"
during the long first day of the conf.
If a slide projector or overhead projector are to be used, make sure
you know it -- and test them beforehand, w/the lights off, just as the
equipment will be used. This year, I was unaware that one of the
speakers planned to actually use the overhead projector; he did not
check it out beforehand, and, because of either a bad bulb or improper
operation, his material was barely visible even w/the lights out.
? When you pick up the envelopes with the room keys from the front desk,
check each envelope to be sure (1) that the key matches the room nr
written on the outside of the envelope, (2) that each room does have a
key, (3) that the same room has not been assigned to more than one
person, and (4) that each envelope has meal tickets in it. Remind
attendees that they will need to keep their meal tickets on their
person so they can sign for them when they eat. Again, be sure you
know who has which room -- and keep track of the keys turned in to you
when the conf-ends.
? You can call the'Sheraton coordinator on the house phone located in
the coat room just outside the Lee Room -- no need to traipse all the
way to her office.
Take a box of supplies: pads & pens (will save money if we provide
them ourselves), scotch and masking tape (for sealing envelopes), a
stapler, staples, staple puller, paper clips, mailing labels and large
envelopes. Have attendees put their classified materials in the
envelopes, put their names on the labels, put them in the safe each
,time the room is vacated, and get them out again when they start the
next session. Make each one of them responsible for doing this. It
.will save you time and effort.
STAT
Declassified in Part - Sanitized Copy Approved for Release 2013/02/07: CIA-RDP89-00087R000200220003-3