ANNEX H

Guidelines for Planning a Reception

A military host will often have junior officers appointed to plan and/or assist during a reception. The following checklist may be helpful.

1. Primary Planning
   • Determine who will host the function,
   • Will there be a guest of honor?
   • Select a convenient date and time for the function.
   • Coordinate availability of guest of honor (if there is one).
   • Determine the location.
   • Select appropriate attire.
2. Guests
   • Prepare a guest list.
   • Mail invitation 3-5 weeks in advance (include a map if using an unfamiliar location).
   • Keep a working list of acceptances and regrets.
   • Will any of the guests require special attention (handicapped persons, dignitaries to be
     met, etc.).
3. Location – if using a club or caterer
   • Select an appropriate menu.
   • Ensure an adequate number of bars and tenders.
   • Ensure non-alcoholic beverages are available.
   • Coat/hat check available.
   • Name tags at check-in table, if desired.
   • A podium and microphone, if needed.
   • Lighting at appropriate level.
   • Parking facilities available.
4. Miscellaneous
   • Decorations as appropriate (flowers, flags, etc.).
   • Music, at appropriate sound level.
   • Photographers, properly briefed beforehand.
   • Receiving Line
     • Inform members of order beforehand.
     • Place a carpet runner in desired location of the line.
     • Have a table nearby for the ladies’ purses and members’ beverages.
   • Special events – will there be speeches, or presentations?
   • Aides. Often it is helpful to have junior officers and spouses aid in manning check-in tables, directing guests, etc.