Before, During and After a VIP/DV Visit
Adequately and appropriately prepare for a very important person or distinguished visitor visit.
This checklist is adapted from the Coast Guard Public Information Officer Job Aid. Use this checklist for accomplishing all public affairs-related tasks before, during and after a VIP/DV visit. Check with the point of contact and the coordination staff to ensure there are no additional tasks.
Prior to the Visit
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Determine the reason for the visit and obtain approval from leadership and higher headquarters, if required.
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Identify and reach out to the protocol lead and the principal PA advisor to coordinate coverage and the release of imagery.
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Determine the VIP's expectations for the visit.
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Determine if a photographer is wanted, needed or expected for the visit.
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Provide the POC with any materials in advance. Note that each service has its own protocol manual to follow for DV/VIP visits.
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Develop a plan in coordination with the other team members and the POC. Use the appropriate form to organize information and inform staff on responsibilities/actions/timing as determined by leadership. For example, the Navy uses 5050 for PA visits.
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Determine the purpose of the VIP's visit and the goals/objectives of items to be communicated to the VIP from leadership.
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Relay pertinent information about the VIP.
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Set protocol expectations such as honors, seating, food requirements, accommodations, medical needs and overall schedule. Allow for things to take more time than expected.
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Communicate security expectations or requirements.
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Set specific agendas for meetings and briefings.
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List supporting information for each segment of the schedule, such as maps, personnel lists or equipment requirements.
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Create a list of responsibilities and tasks assigned to the staff, such as photos, transportation, briefings, security and safety equipment.
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List communication methods and requirements.
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Provide transportation routes and means.
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Provide contingency resources and personnel requirements.
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Obtain required approvals and signatures for the plan.
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Brief participants prior to executing the plan.
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Prepare specific briefing materials in time for review.
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Assist the photographer as needed.
During the Visit
After the Visit