Host Responsibilities

Host responsibilities are high visibility and provide our guest with a barometer of the SNCOA's level of professionalism and courtesy. Therefore, hosts are responsible for all details in relation to accommodatingguests. There are two categories of guests; distinguished visitors and honored guests.

Distinguished Visitors: All guestswill be treated with the utmost professionalism, hospitality, and care; however, distinguished visitors will receive additional support due to their relative position and potential to magnify a positive (or negative) reflection on our institution. The following groups are considered DVs:

General Officers (active or retired) and Public Officials:

The SNCOA Commandant will handle all host responsibilitiesfor these DVs. Unless specified otherwise, the class president will perform guest intro responsibilities. AU Protocol is the lead agency for arranging theirbilleting/transportation.

Former CMSAF:

  • NLT 30 days prior to graduation, check with SNCOA protocol office to determine if they have already have received an RSVP. If not, contact your former CMSAF immediately.
  • Also, if told(by other than the Chief) the former CMSAF has cancelled, confirm with the chief immediately. You hold ultimate responsibility for verification of your guest's arrangements.
  • Contact Former CMSAF one week prior to arrival

Determine if Chief will need any transportation or assistance on day of arrival

Check to see whether there are any special requests

  • Day of arrival

Pick up Blue folder from Protocol.

Inspect billeting room

Take guest to billeting room, if applicable.

Inform Chief of panel or lecture time and any relevant last minute schedule changes

Confirm date/time for pick-up at room to transport to academy, if applicable.

Fill out 1351-2 for Chief. Collect receipts and signature before departure.

Follow Honored Guests, Day of Lecture guidance

See Special Procedures at end of this document

MAJCOM CCMs:

  • Contact CCM or administrative assistant NLT 3-weeks prior tograduation to conform attendance and arrival/departure dates. Notify Protocol immediatelyif a CCM cancels or an arrival time changes.
  • Contact protocol approximately one week ahead and confirm reservations, if applicable
  • Contact Chief approximately one week ahead of arrival

Advise Chief of location for their "breakout session" with students

Determine if Chief will need any transportation or assistance on day of arrival

  • Day of arrival

Coordinate with Protocol to pick-up guest at airport, if applicable (use a "U" Drive it)

Take guest to billeting room, if applicable.

Inform Chief of panel or lecture time and any relevant last minute schedule changes

Confirm date/time for pick-up at room to transport to academy, if applicable.

Honored Guests:

  • Contact guests one week prior to arrival

Check with guest to see if there are any special requests

Non-military/non-GS on travel orders (see Special Procedures on next pg)

Ask guest, whether he or she will be using slides or if there are any updates

Obtain new or updated slides and send to Mr. Purdin in the AV Booth

  • Day of Lecture

Meet upon arrival at SNCOA at red carpet

Ensure parking space is reserved

Escort speaker to DV lounge

Periodically check w/guest to ensure his or her needs are met

Provide a beverage, put a bottle of water from DV lounge on podium

Mic speaker & introduce speaker to the student delivering stage intro

Ensure intro is correct & make applicable changes

Check to see if slides are current

Inform speaker of the scheduled break time(s)

Ask speaker to stay within the scheduled speech time or you will intervene

When speaker is approaching the stage, close auditorium doors

Meet guest upon departure from auditorium and escort out of building

Transport guest, if applicable to billeting and/or airport as necessary

  • Do not hesitate to elevate successes or concerns that occurred during the visit

Special Procedures

For non-military and non-GS guests on travels orders do the following:

1. Get travel receipts (airfare, taxi, billeting, etc.)

2. Have hard copy travel voucher ready to sign

3. Follow up and ensure payment was received