LESSONS LEARNED AND POTENTIAL HAZARDS

1. Following are some lessons learned from previous ceremonies conducted at the Washington Navy Yard and should be of considerable assistance as you plan your ceremony:

• Master of Ceremonies must be prepared to brief the entire sequence of events at the time of the rehearsal. Key items that are also discussed include the guest list to include VIPs, an assigned seating chart, the pre-reception guest list, the sedan list and transportation plan.
• Master of Ceremonies must be in control of events and provide essential cues during the ceremony.
• For seating efficiency, programs should be distributed at entrance.
• A guest list and sample VIP pass, if applicable, should be provided to Security 48 hours before ceremony to facilitate traffic planning.
• Assigned VIP seating should include Vice Admirals and above.
• Name labels should be placed on the metal name holders on the arms of those chairs – if placed on the chair back, it may end up affixed to the guest.
• Recommend guest speakers be limited to one. Keep in mind that your honoree and relieving official, if applicable, will also be giving remarks.
• While considering the ceremony’s duration, please convey to the speakers that many shipmates are standing throughout the ceremony, and as much as one hour prior to its commencement.
• To minimize guest discomfort and reduce heat-related difficulties, recommend remarks of each speaker not exceed five minutes.
• Recommend providing bottles of water for guests if hot weather is a factor.

2. Following are some potential hazards which maybe avoided:

• Close liaison with the Ceremonial Assistant is imperative. The assigned Project Officer should be conversant with every ceremonial aspect.
• Your draft notice should be “chopped” through chain of command 30 days prior to publication.
• The personal flag for presentation to the retiree should be ordered well in advance. This flag should be pressed and folded prior to the rehearsal.
• Master of Ceremonies and Guest Speaker should thoroughly coordinate the reading of citations, presentations, etc.
• Memoranda requesting ceremonial support should be reviewed a minimum of 45 days in advance of the ceremony.
• As an absolute minimum, one usher should be assigned duty for each 50 guests expected to attend.
• Buses should deliver your command personnel no later than 30 minutes prior to ceremony commencement.
• If flowers (or other mementos) are to be presented to a spouse, or other guests, it should be spelled out in the sequence of events and appropriate ushers/usherettes assigned to deliver them.
• The script for the Master of Ceremonies andl each speaker should be detailed enough to enable each one to recognize cues for ceremony events. Orders should be condensed and placed in proper event sequence.
• Need to notify the Ceremonial Guard if Side Boys are required.
• Remember that car alarms must be de-energized. Shock waves caused by the gun salutes will activate them disrupting the ceremony.
• A detailed sedan line-up plan and loading for post-ceremony pick-up should be briefed at the rehearsal.