Special Observance Planning Guide
Disclaimer
Opinions, conclusions, and recommendations expressed or implied within are solely those of the
contributors and do not necessarily represent the views of the Department of Defense or any other U.S. federal
government agency. DEOMI does not endorse the content of any specific reference material or the organization
that is the source of the material.
-
Defense Equal Opportunity Management Institute (DEOMI), June 2023
Various offices within the Department of Defense (DoD) collaborate to establish the special observance policies and
guidance that the Defense Equal Opportunity Management Institute (DEOMI) follows when it designs and creates the
supporting annual DoD-approved Cultural Observances and Awareness Events List, themes, and products. Currently,
DEOMI supports observance events as outlined on the DoD-approved cultural Observance and Awareness Events List
that are directed by the Under Secretary of Defense for Personnel and Readiness (USD (P&R)) and established by law,
bill, or Congressional resolution. Special observances are conducted to recognize the continuous achievements of all
Americans to American culture and to increase awareness, mutual respect, and understanding. We encourage you to
acknowledge and celebrate the diversity within your workforce.
Since 1968, the DoD has proudly supported observances by developing local recognition programs and diverse activities.
Many of these observances were first established to support six areas identified within Department of Defense Directive
(DoDD) 1440.1, The DoD Civilian Equal Employment Opportunity Program (Chap 6.2.12). Over time, additional focus
areas were incorporated from an equal opportunity (EO) and historical standpoint. Most military organizations typically
recognize six to eleven special observances annually. Appendix A is the current DoD-approved list as an example of
those historically recognized observances within the DoD. Many of these observances have evolved and names have
changed based on public law or other guidance. Despite the title differences, the purpose of these events and their
emphasis on awareness remains the same.
The Special Observances Program is a commander’s program. Within Service guidelines, the commander can best
develop and support these observances based on their organizational needs and resources. Commands may celebrate
additional observances as desired within the intent of the overall purpose.
Senior leaders should view conducting a special observance as a superb mentorship opportunity for developing junior and
mid-grade leaders. It provides the commander with critical one-on-one interaction and direct observation of key unit
members. It also provides direct opportunities to learn about key leaders and their abilities. Professionally, leading or
participating in an observance event can provide high visibility and used as accomplishment in personnel evaluations.
Since the late 90’s, DEOMI has taken pride in providing unique theme-related materials to showcase observance group
contributions to American culture and history. All products DEOMI develops are in the public domain. However, users
must credit DEOMI when using them.
1
All DEOMI special observance poster images are high resolution and may be
used to print posters up to 30x40 inches. DEOMI does not print or mail posters to requestors. Customers should check
our website for a wide variety of new products prepared to help our Equal Opportunity/Equal Employment Opportunity
and Command Climate Professionals in the Field, Fleet, Wing, Delta, and Agency. For more details contact DEOMI
Public Affairs Office: 366 Tuskegee Airmen Dr., Patrick SFB, FL 32925, Email: deomipa@us.af.mil. Visit DEOMI’s
public website at: defenseculture.mil to learn more about the various products and tools available.
DEOMI’s goal is to release items 60-days prior to the start of each observance, and we strive to be timely. Once a theme
is determined development begins. Draft products are submitted through a multiple review process involving various
public affairs offices, legal reviews, and leadership until approved/released by the USD P&R. If these levels cause a delay
for unit use, organizations may use previously developed products to accent their observance events. DEOMI products
are undated and satisfactory for general awareness and use to support any occasion. Once the USD P&R approves current
items, they are posted to the DEOMI website. Frequently asked questions about the Special Observance Program Process
can be found at: defenseculture.mil
Please visit our website regularly for new products to assist our Equal Opportunity/Equal Employment Opportunity and
Command Climate Professionals in the Field, Fleet, Wing, Delta, and Agency.
It is advised that personnel tasked to conduct an event or recognition familiarize themselves within the tools,
products, websites, and videos that can be used to complement their internal programs and to recognize the different
groups and their contributions. Libraries, community centers, and public affairs should also be considered when bringing
awareness to the different topics such groups bring to the American culture.
1
Note: the items may not be used in any manner that would reflect negatively on the DoD; degrade the name, reputation, or public goodwill of the
DoD Components; or be contrary to DoD community relations objectives. Furthermore, use by non-federal entities may not create the appearance of
DoD endorsement, affiliation, or sponsorship.
N OD C ON
Your organization has decided it wishes to conduct a
special observance. So, where do you start? What should
you do? This guide will provide instructions and
considerations you may wish to explore as you begin with
this rewarding process. But first, let’s look at some
uncommon questions about this topic.
ACKG O ND
This guide is a toolkit to help commanders, workplaces,
and personnel prepare for any special observance event. It
is the commander’s decision if such observances will occur
and how they will be recognized. The examples provided
in this guide are not prescriptive and they can be modified
as necessary to support the needs for any special
observance program, project officer, and established
committee.
• Personnel tasked to conduct an event or
recognition familiarize themselves with the tools,
products, websites, and videos that can be used to
complement their internal programs and to
recognize the different groups and their
achievements and challenges. Libraries,
community centers, and public affairs should also
be considered when bringing awareness to the
significant contributions such groups bring to the
American culture.
The special observance program is a commander’s
program. Each commander determines which observances
are recognized and ultimately supported based on
individual and organizational desires and Service guidance.
The events and activities should be designed to enhance
diversity awareness and to promote harmony, pride,
teamwork, and esprit de corps among military members,
their families, and the civilian workforce. Observances are
conducted to recognize the continuous achievements of all
Americans in American culture and to increase awareness,
mutual respect, and understanding.
To ensure a successful special observance, the following
components should be considered:
• Strong command support- The organization’s
commander or senior leader is key to a successful
observance. The senior leader provides essential
guidance and intent and approves all activities.
The senior leader also ensures adequate support,
participation, and resources are available for an
effective observance.
• Quality leadership- An energetic and proactive
project officer and alternate are essential for
coordinating and ensuring the observance meets
the commander/senior leader’s and community’s
intent.
• Planning- Thorough and detailed planning is
essential for success. Planning must be conducted
meticulously and include milestones and checklists
to ensure specific details are identified and
appropriately coordinated or addressed. Examples
for committee members responsibilities,
milestones, and timetables can be found in this
guide and can be tailored for unit use.
• Funding- Adequate funding is critical.
Commander should attempt to provide equitable
funding across supported events. Without it,
programs may be limited in scope and/or success.
Tailoring an even to available funding or acquiring
additional funding may be necessary to meet the
needs and abilities of the organization.
• Reliable technology- With the way technology
works today, not all events have to be done on-
site. Having internet-based communication can be
just as effective, and it gives more people an
innovative opportunity to celebrate or participate
in these events. In some cases, using platforms
such as Zoom, Facebook, Team Groups, etc., can
expand the audience and decrease event cost.
The following on-site resources can also help create a
successful special observance program. The library has
books that provides history on all observances. Locations
such as recreation centers could be used to hold special
observance celebrations.
• Staff Agencies
• Protocol Office
• Installation Dining Facilities
• Libraries/Education Center
• Army and Air Force Exchange Services
(AAFES)/Navy Exchange (NEX)/ Marine Corps
Exchange (MEX)/USCG Exchange
• Base Family Readiness Center/Program
• Recreation centers/morale, welfare and recreation
(MWR) facilities
• Department of Defense dependent schools
(DODDS)
The below are considered off-site resources that may be
useful when creating a special observance program. The
DEOMI website has a multitude of resources such as
posters and mini fact posters that can be displayed
throughout the workplace. Also, it may be beneficial to
network with local cultural groups.
• DEOMI
• Civil rights groups
• Chamber of Commerce
• Ethnic/cultural groups essential
• Special interest groups
• Local military support organizations
• Local and community governments
• Schools and universities
• Religious groups
• Radio/television/newspapers
• Podcast culture groups
The observance theme can come from a variety of places.
It is essential to note that DEOMI does not typically create
special observance themes except for the annual Days of
Remembrance theme and in other rare cases. Most special
observances have civilian sponsoring organizations/affinity
group that issues a unique or standard theme to support the
observance. Historically, the Department has supported
using those themes. However, the DoD is not required to
use observance themes provided by external/affinity group.
Where a them does not align with the DoD mission, core
values, or reflect positively on the Department and the
special group being recognized, or it is not timely for
product development, DEOMI will develop one.
Organizations may use the provided theme, a previously
published theme, or develop their own for organizational
use.
Two observances don’t have a ‘them’ per se: Juneteenth
and Women’s Equality Day. These events recognize a
specific historical achievement, either freedom for former
slaves or passage of the 19
th
Amendment and women
acquiring the right to vote. DEOMI typically adds a ‘tag
line’ to its posters and products to emphasize or reinforce
key points or relationships to each event.
Budget Requirements
Adequately funding an observance is essential to the unit’s
success or failure. Resource needs will vary depending on
the observance’s size, location, and scope. As with any
DoD-supported program, thorough forethought and
planning must be accomplished well before the target date
of the observance. To support your efforts in this area,
consider the following sequence of events and
recommendations:
•
Before submitting the annual budget proposals for
the fiscal year, a thorough review of the
observances for scope and costs should be
developed. Factors to consider include the degree
of past local interest in each event or observance,
command emphasis, the overall unit budget
history, and potential costs for the observances.
Anticipated costs for guest speakers (honorariums,
transportation, per diem, lodging, plaques),
publicity, education programs, literature,
entertainment, luncheons, and other miscellaneous
expenses should be identified. An estimated
budget should be prepared for each observance.
Finally, the support and personal emphasis of the
commander will play a major role in determining
the adequacy of funding.
•
Upon approval of the annual budget, funds must be
phased into the proper fiscal quarter to coincide
with the observances to pay for any guest speakers'
services, transportation, per diem, and lodging
costs.
•
Permissible expenditures include guest speaker
fees, travel, guest speaker meals, artistic or cultural
activities, food exhibits, or samples (samples are
not intended as meals or refreshments). An
honorarium is usually limited to a set dollar
amount. Invitational travel orders can be issued for
travel, per diem, and lodging. Additionally, funds
may be allocated to commercial entertainment
groups as part of an educational awareness
program.
• After being assigned as a project officer, one must
immediately meet with the resource advisor.
During this initial meeting, the project officer must
determine the dollars available for the observance
and begin planning. The project officer might also
appoint a finance committee to coordinate the
expenditure of funds with the other committees and
the resource advisor. The project officer should
closely monitor the finance committee and be
apprised of any encountered problems or shortfalls.
Important Note
Coordinate funding actions with your servicing staff judge
advocate general and see appropriate Service regulations
for specific guidance.
• Department of Defense, Department of Defense.
(2022, December 20). DOD Military Equal
Opportunity Program (DOD Instructions 1350.02)
Washington, DC: Department of Defense.
• Army, Department of the Army. (2021, July 1).
Army Command Policy (Army Regulation 600-20
Rapid Action Revision). Washington, DC:
Department of the Army.
• Navy, Chief of Naval Operations. (2021,
November 3). Navy Equal Opportunity (EO)
Policy, (OPNAV Instruction 5354.1H).
Washington, DC: Department of the Navy.
• Air Force, Secretary of the Air Force (2010,
October 5). Equal Opportunity Program Military
and Civilian (AF Instruction 36-2706).
Washington, DC: Department of the Air Force.
• Air Force, Secretary of the Air Force. (2012,
August 16). Financial Management: Budget
Guidance and Procedures (AF Instruction 65-601).
Washington, DC: Department of the Air Force.
• Marine Corps, Marine Corps Equal Opportunity
(EO) Manual (Marine Corps Order P5354.1F).
Washington, DC: Department of the Navy.
• Coast Guard, Commandant of the Coast Guard.
(2020, October 21). Coast Guard Equal
Opportunity Manual (U.S. Coast Guard
Commandant Instruction M5350.4E). Washington,
DC: Department of Homeland Security.
• Coast Guard, Commandant of the Coast Guard.
(2020, February 27). Financial Resource
Management Manual (COMTINST M7100.3
series). Washington, DC: Department of
Homeland Security.
Recognizing and honoring an observance can take many
forms. It can range from something as simple as issuing a
written observance proclamation to a full slate of activities
(see ‘event ideas’ for a range of concepts). The magnitude
of the observance depends on the interest, desire, available
resources and community involvement. Past observances
have included poster displays, newsletters, command web
pages, essay contests, dances, games, plays, movies,
facilitated discussions, luncheons or dinners, guest
speakers (panel), and reenactments. Ultimately, what a
unit decides to do is only limited by available resources
and the imagination of the planners and participants.
From a DoD perspective, the Department views
observance events as complementary to the diversity,
equity, inclusion, and accessibility goals and strategic
messaging. Each Service provides differing guidance on
which events it supports during the year. Within that
guidance, commanders may develop and support these and
other observances based on their resources and needs.
Many people falsely believe that the project officer must
be an equal opportunity, command climate, or employment
opportunity staff member. These representatives should be
advisory members of the overall planning committee, but
in most cases, should not be—the project officers.
Commanders should view participation as a developmental
opportunity for their immediate staff members.
A full range of options exists for your observance. Use
your ingenuity and be imaginative. The senior leader’s
desires, available funding, other resources, community
participation, and organizational size may also dictate your
final concept. DEOMI
develops
themed products for each
annual observance to include posters, informative
PowerPoints, fact sheets, invitations/thank you cards,
program templates, web banners, social media banners,
activity books, placemats, and other items. Review how
you can incorporate these items into your selected events.
Below are potential ideas that can be conducted singularly
or in conjunction with others.
• Installation of closed-captioned television (CCTV)
presentations
PowerPoint presentations
Cultural/historical movies
• Did You Know/Facts of the Day
Email/broadcast/installation of newspaper
Installation marquee/kiosk
Installation Web-Page
• Art exhibit
• Musical concert
• Film festival at installation theater
• Contests with prizes
Essay contest
Poster contest
Historical/cultural knowledge games
• Dramatic reenactments of historical events
Plays or skits
Panel -
• Dramatic readings
Poems
Speeches
Legislation
Book excerpts
• Historical artifact/cultural displays
• Unit’s Dining Facility Special Menu
• Museum or historical and cultural site visits or
staff rides
• Cultural dance demonstration
• Cultural food festival
• Cultural education, training, or facilitated
discussions
• Cultural food tasting
• Fashion show
• Craft show
• Fun run
• Orienteering and trivia physical training (PT)
event
• Remembrance walks
• Poster displays
Historical achievements
Historical/cultural achievers – military
heroes, scientists, artists, innovators, etc.
Contributions to society
Cultural challenges
• Luncheon or dinner
• Guest speaker
• Book signing
• Book reading at the child development center or
library
• Flagpole remembrance ceremony
Many organizations use a guest speaker as their program’s
main event or to augment one of its activities. Guest
speakers can add a personal flavor to any observance, and
many possibilities exist from which to choose. Guest
speakers can include military or government employees,
civic leaders, academics, historical figures, individuals of
prominence, civil rights members and leaders, those who
were the first in their field, and others.
Choosing the right speaker can significantly add to a
program’s impact. However, not all speakers are the right
choice. Speakers don’t need to be members of the
referenced group to be effective but are individuals who
can connect with the audience and clearly articulate the
reason and purpose for the observance. Speakers should
meet the observance’s primary objective of promoting the
achievements and awareness of the recognized group and
encouraging pride, teamwork, and esprit of corps among
the entire workforce.
Below are some possible candidates:
• Leaders who have valued, managed, mentored,
and assisted group members.
• Individuals with a positive, historical tie to the
reference group; examples include civil rights
advocates or others who have lived, experienced,
or contributed to the positive life history of the
group.
• Individuals who are bona fide researchers,
academicians, or others who have studied aspects
of the reference group.
• Individuals who have been a first for the
referenced group in some capacity, occupation, or
major achievement.
It is highly encouraged that a first-hand observation of a
prospective speaker is made at an event before the final
selection is made. Many organizations and installations
have a speaker’s bureau operated by the installation Public
Affairs office; check with them to see if there is someone
they can recommend for your observance.
Your guest’s speech or talking point should be acquired in
advance. The remarks should be provided to the
commander, the public affairs office, and the staff judge
advocate for review. Once confirmed, it is highly
encouraged that you provide your guest speaker with some
recommended talking points, which may prevent certain
pitfalls and misstatements.
Recent global events, such as COVID, have demonstrated
how many things affect an event and a guest speaker’s ability
to attend those events. Illness, age, and mental lapses are
concerns leadership may encounter when selecting a guest
speaker successfully.
The quality of the internet service can disrupt many things,
including the guest’s train of thought and the audience’s
ability to hear the speaker clearly. It can also delay the
events if the guest speaker has limited technical skills.
A distraction (e.g., a loss of glasses) can be detrimental.
Regardless of age or experience, speakers can unexpectedly
deviate from the plan. An unprepared, rambling speaker or
one who intentionally or unintentionally attacks a group or
its members can be extremely damaging to a program.
• Don’t assume a senior organizational leader is an
adequate speaker based on position, rank, and/or
affiliation with a reference group. Leaders may or
may not be aware of a group's challenges,
contributions, achievements, or sensitivities,
including their own. Leaders should be adequately
prepared by their staff with relevant talking points
and potential considerations before speaking
before a group. Off-the-cuff comments are almost
always dangerous to some degree and should be
avoided. Nothing is worse than having a senior
leader make a faux pas in an open forum.
• A senior member should always be identified and
ready to assume control if a speaker enters the
unexpected or begins a damaging tirade. Plans to
address an issue of this type can include turning
off the speaker’s microphone, having a leader
interrupt the speech for time, or re-sequencing the
program’s events. If necessary, a senior leader
may also have to make subsequent remarks and
conduct damage control if inflammatory or
inappropriate comments are made. Always have a
plan and be prepared for the unexpected.
Planning Steps
Following specific steps can ensure that all relevant details
and necessary planning tasks are identified and
accomplished to support the observance. To assist in this
process, the 12-step process below has been developed with
extensive observance in mind but can be simplified based
on local needs and desires.
Step 1: Select the Project Officer and an Alternate
The commander might consider a mix of junior
noncommissioned officers and civilians for these roles.
Selecting members from other positions or
ethnic/cultural/racial/gender backgrounds can also foster
the observance’s primary purpose of enhancing cross-
cultural and cross-gender awareness throughout the force.
The project officers are responsible for the successful
planning, timelines, and coordination for the observance
events and activities.
The project officer has several specific tasks and
responsibilities:
• Receives and executes guidance from the
commander
• Coordinates and provides the commander with
regular status reviews/updates on progress.
• Reviews continuity binders and previous after-
action reports
• Identifies or assists in developing observance
themes, if necessary
• Chairs initial coordination meeting and
identifies/recruits committee chairs
• Oversees coordination between established
committees for the development of:
The overall plan
Execution timetables
A budget
Activities and events
Publicity
Security
• Monitors committee progress, resolves problems,
and guides as necessary
• Present proposals to the commander for
approval/additional guidance
• Oversees and ensures coordination with other staff
elements
Step 2: Receive the Commander or Senior Leader’s
Initial Guidance and Vision
A clear understanding of the commander’s intent and ability
to support a special observance is critical. The commander
is the one who fully understands what support the
organization can provide in terms of time, resources,
funding, and personnel. Failing to plan within a
commander’s ability to support may lead to a lackluster
observance with little participation or resources.
The Equal Opportunity Office/Advisor Role
The equal opportunity advisor (EOA), command climate
specialist (CCS), and equal employment opportunity
practitioner, are key resources to the project officer and
commander. These individuals are the resident staff experts
for equal opportunity and can advise the project officer and
committees on details of past events, lessons learned,
available resources, community support groups, and
historical information on various ethnic, cultural, and
gender group achievements and contributions.
EO offices are not responsible for program management or
event planning. EOAs, CCSs, and equal employment
opportunity practitioners assist in the planning and conduct
of special observances. They are the subject matter experts,
maintain close liaison with the special observance groups,
and serve as advisors to each committee. Advisory duties
may include:
• Attending committee meetings as required
• Guiding the appropriateness of the events/activities held.
• Review coordination on required publicity (articles,
programs, advertisements, etc.)
• Providing continuity binders/books (copies of past
schedules, programs, flyers, etc.) and lessons learned from
past events
• Advising committees on budgetary limits
• Review correspondence before the start of official
coordination
• Identifying or developing the special observance theme
• Documenting assistance for the special observance
Resource Management/Budget Office
What funds are available or programmed? What can they
be spent on, and what are the limitations? The resource
management/budget office can provide a realistic idea of
what monetary resources are initially available to support
the event. As planning progresses, funding limitations may
become apparent, and other resources may need to be
identified.
Public Affairs Office
After discussions with the EO office, the project officer
should coordinate with the PAO to openly announce the
forming of an organizational observance exploratory
committee for the upcoming event and to solicit a diverse
pool of volunteers. The public announcement should
begin publicity of the first organizational meeting at least
85 days before the event and run for two consecutive
weeks before the first organizational meeting.
The PAO staff will also manage any contact with local
radio and news media representatives to provide coverage
of the special observance program. The PAO staff can
also publish articles ahead of the event to inform the unit
populace of the details of the upcoming event. The staff
can also provide coverage of the event in follow-on articles
and photographs and access to the unit website.
Step 3: Announce and Hold an Initial Organizational
Coordination Meeting
Community and unit participation is essential. Military
members, government civilians, spouses, family members,
and civilian community members may all be willing
participants in the planning and execution of the
observance. The project officer should request that the
commander attend and kick off the initial meeting. The
project officer should schedule the meeting at least two
weeks after the initial PAO announcements. The attendee
turnout at this initial meeting may indicate the community’s
interest in the project. If turnout is lacking, follow-on
announcements and meetings may be necessary to spur
interest with the commander’s support.
Step 4: Identify Committees, Solicit Committee
Chairs, and Establish Roles and Responsibilities
Committee Chairs
Committee chairs may be volunteers or recruited or
appointed depending on the participation within the
organization and the commander’s intent. The committee
chairs are responsible for:
• Recruiting a diverse group of volunteers to assist
with conducting the observance
• Coordinating actions among committee members
to ensure all tasks are accomplished per the
established milestones and timetables
• Preparing and coordinating all official
correspondence
• Coordinating with other required staff elements,
staff judge advocate, public affairs, chaplain,
protocol, and security offices as required
• Keeping the project officer and alternate informed
of all required coordination and requirements
• Participating in status briefings to the
commander/senior leader as required
Committees
Depending upon the needs of the organization and
observance scope, committees are established to coordinate
special observance requirements/actions. Some committee
functions may be combined with others based on the
number of available members, the size of the observance,
and the participants involved. Below are some committees
and tasks that might be established:
• Scheduling committee – Develops recommended
timelines, dates for the observance, and potential locations.
• Planning committee – Develops agenda, events, activities,
and estimated costs.
• Finance committee – Determines funds available from the
resource management office and identifies funding
shortfalls and needs. Acquires additional funding as
required (coordinates this action with the staff judge
advocate as necessary).
• Publicity committee – Plans, develops, and implements
publicity programs to increase awareness of the activities
and scheduled events and coordinates event coverage. This
committee also acquires and coordinates for a guest speaker
and alternates and acquires copies of their proposed
speeches.
• Education subcommittee – Plans, develops, and
implements educational programs.
• Luncheon/banquet committee – Coordinates dates and
obtains reservations for the venue; develops menu, tickets,
and distribution plans; and coordinates presentation support
(sound systems, audiovisual, etc.).
• Protocol subcommittee – Coordinates for general/flag
officer/senior executive service (SES) flags and placement,
distinguished visitors, seating, and other items. Coordinates
and supports guest speaker requests and acquires
biographies. Reserves lodgings and arranges travel dates,
times, and requirements as needed. Meets guest speaker at
the arrival point. Escorts the speaker to the temporary
lodging and the introduction meeting with the commander,
the venue, and the departure point after the event. Provides
installation tours as desired/required. Acquires recognition
items (plaques, certificates) and develops a consolidated
after-action review report upon observance completion.
Step 5: Develop Draft and Tentative Commemoration
Activity Plans and Agenda
Brainstorm possible ideas for the event. Check the
installation, unit, commander, and community master event
calendars for conflicts with potential dates. Don’t forget to
check the local school calendars as well. Verify the
availability of desired facilities and select backup locations
and inclement weather locations. Prepare rough drafts of
required documents (publicity announcements, programs,
speakers and alternates, draft invitation letters, agendas,
etc.). Brief the commander on the tentative concepts and
obtain approval to proceed. Adjust plans based on
guidance received.
Step 6: Identity Planning Milestones and Timetables
Based on the commander’s approved plan, each established
committee and subcommittee should develop a timetable
and list of milestones to guide the completion of necessary
actions for the observance. Each committee chair must
ensure committee members complete required tasks and
keep the project officer informed of any issues, conflicts,
and accomplishments as coordination proceeds.
Coordination and dialogue among committees is crucial.
Step 7: Conduct Regular Committee Planning Meetings
and Provide Status Updates to the Commander
Regular and periodic meetings keep the coordination on
track and ensure all tasks are completed as required.
Adjustments are made as necessary, and the commander
informs the project officer and alternate of all
developments and proposals.
Step 8: Ensure Final Coordination (1 week prior to the
event)
Regular and periodic meetings keep the coordination on
track and ensure all tasks are completed as required.
Adjustments are made as necessary, and the commander is
informed of all developments and proposals by the project
officer and alternate.
Step 9: Conduct Setup, Walkthrough, and Rehearsal
(1–3 days before the event)
Time to look for Murphy: check, check, and recheck.
Verify all plans and backup plans. Walk through the event
from beginning to end. Visit all locations and backup sites.
Check all audio, visual, and lighting support. Verify
seating arrangements and flag placement with the protocol.
Show speakers, entertainment, escorts, and other key
players where they will be. Check transportation
requirements. Are presentation and recognition items on-
site? Are accommodations made for attendees with
disabilities? Is security required and on hand? Must
security sweep the building before the event, and how is it
secured afterward? Are medical personnel necessary and
present? Is the event being recorded? Is PAO televising or
documenting the event? Have each committee review its
checklist to ensure all is complete.
Step 10: Conduct the Event
Time to shine and have fun! Be flexible and adjust the
plan if issues occur.
Step 11: Complete an After-Action Report (AAR) and
Recognize Contributors
Throughout the process, committees should have been
documenting their actions, identified, and addressed
challenges, and maintained a copy of their completed
projects (flyers, programs, tickets, etc.) for future reference.
Don’t forget participant feedback—design comment cards
around the venue(s) to solicit participant
thoughts/recommendations. Collect all items and
consolidate them into a final report. List all committees and
their respective members. Submit all documentation to the
commander and EO office for preservation and future use.
All committees should meet one final time to discuss what
went well and what could be done better in the future.
These comments are an important part of the final event
report. Finally, key members should be recognized for their
contributions to completing a successful project.
Duties and Responsibilities
Below are sample duties and responsibilities for various
individuals/committees. (Note: Numbers in parentheses
reflect the estimated days before the event to complete the
action).
Project Officer Duties:
• Review previous observance after-action reports
(90–120)
• Coordinate/publish news releases with Public
Affairs Office, announcing the formation of an
observance committee and a volunteer request. The
release should run two consecutive weeks before the
first organizational meeting (85–100)
• Chair the organizational meeting and invite the
commander to open the meeting (70)
• State the purpose of the committee and
establish/publish guidelines
• Brainstorm for ideas
• Appoint planning and finance committees
• Review ideas with the planning committee and
prepare a proposed agenda with a list of suggested
guest speakers
• Review the budget with the finance committee
• Present proposal to the commander for approval
• Chair general meetings of volunteers (60)
• Present commander-approved agenda
• Appoint committees/subcommittees
• Monitor the progress of committees and resolve
problems (ongoing)
• Chair status meeting with committee chairpersons
(45, 30, and 15)
• Begin publicity campaign (30 and 15)
• Brief senior staff on planned activities, dates, and
times (10)
• Confirm all activities, reservations, printing,
publicity, tickets, etc. (5)
• Brief the commander on the status of the programs
(5)
• Monitor events for problems and resolve them as
rapidly as possible (ongoing)
• Collect after-action reports from the committees;
consolidate and submit to commander
Planning Committee Duties:
• Review results of brainstorming efforts
• Develop proposed agenda of events and activities,
including estimated costs
• Identify potential guest speaker(s) and determine
costs: honorarium, lodging, and transportation
• Coordinate estimated costs with the finance
committee for budgeting
• Present proposed agenda and suggest guest
speaker(s) to the commander for approval
• Prepare an after-action report for the project officer,
outlining the final agenda, problems encountered, and
lessons learned
Finance Committee Duties:
• Determine the dollar amount available
• Review plans or schedule of events to determine
areas for funding
• Verify funding needs with committee chairpersons
• Prepare finance forms, as required
• Allocate funds for expenses not to exceed budget
• Coordinate requirements with the base contracting
office (or equivalent) as required
• Verify the timeliness of any contracts
• Maintain a ledger of expenses and keep the project
officer current on the balance
• Prepare an after-action report for the project officer,
itemizing all expenses, payments, problems
encountered, and lessons learned
Publicity Committee Duties:
• Plan, develop, coordinate, and implement publicity
programs to increase the awareness of the
accomplishments and achievements of the group to be
recognized during observance; additionally, plan,
develop, and coordinate advertisement of planned
activities
• Coordinate program with other committees and
installation PAO
• Coordinate with the PAO for local radio and
newspaper coverage
• Prepare articles for publication in coordination with
PAO
• Conduct interviews with PAO assistance
• Coordinate suspense and publication dates with the
base newspaper through PAO
• Determine photography requirements and schedule
photographic support
• Review article and photography proofs before
publication
• Monitor events for interesting follow-up articles
• Use base marquees and kiosks for
recognizing/publicizing events
• Prepare an after-action report for the project officer,
outlining the publicity program, problems
encountered, and lessons learned
Education Committee Duties:
• Plan, develop, coordinate, and implement
educational programs to increase awareness of the
historical and cultural accomplishments and
achievements of the group being recognized
• Identify subject(s) to be presented and develop
lesson plans or identify guest speaker(s) to present the
desired subject
• Locate and reserve a suitable location for
presentation(s)
• Verify adequacy of seating at the location selected
for presentation(s)
• Develop news releases in coordination with the
publicity committee that generate interest in the
presentation(s) and the speaker(s)
• Coordinate estimated costs with the finance
committee
• Request preparation of necessary forms for the
finance committee, as required
• Coordinate travel, lodging, and per diem
requirements for guest speaker(s), if required
• Coordinate activities/speaker requirements with the
protocol committee
• Monitor educational programs to identify potential
problems early and resolve them as quickly as
possible
• Prepare an after-action report for the project officer,
outlining the education programs, problems
encountered, and lessons learned
Luncheon/Banquet Subcommittee Duties:
• Coordinate dates and obtain reservations for
luncheon/banquet with the open mess
• Coordinate with the finance committee to determine
the availability of funds
• Select menu, basing cost on food only (include
special dietary requirements/requests of attendees)
• Review seating arrangements for practicality and
protocol
• Arrange entertainment for luncheon/banquet; cost to
be paid by budgeted money
• Design and prepare centerpieces and place cards, if
required
• Schedule public address system for date and time;
pretest before activity
• Coordinate publicity efforts with publicity
committee to ensure extensive publicity early
• Schedule photographic support
• Monitor activity for potential problems and resolve
as rapidly as possible
• Prepare an after-action report for the project officer,
outlining the programs presented, problems
encountered, and lessons learned
Protocol Subcommittee Duties:
• Support official requests of the guest speaker(s)
• Reserve quarters for guest speaker(s)
• Arrange travel requirements as needed
• Coordinate and confirm travel dates and times with
speaker(s)
• Acquire a biography of the speaker(s) for the
commander’s information; use in the base newspaper
and luncheon/banquet programs
• Verify readiness of quarters before the speaker(s)
arrival
• Meet the speaker(s) at the arrival point and escort
them to temporary quarters
• Escort speaker(s) to the commander’s office and
introduce him or her to the commander
• Present a tour of the installation/facilities to the
speaker(s), if desired
• Escort speaker(s) to the event
• Introduce speaker(s) to dignitaries and others
present at the event
• Escort speaker(s) to departure point
• Prepare a letter of appreciation to the speaker(s) for
the commander’s signature and ensure the timely
forwarding of the letter
• Coordinate for general/flag officer/SES flags and
placement, distinguished visitors, seating, and DV
support
• Prepare an after-action report for the project officer,
outlining the costs incurred/paid, problems
encountered, and lessons learned
Appendix A
The list below reflects those events historically supported
by most Service EO/EEOs programs. Organizations may
recognize other observances and are not required to limit
their special observances to those listed here.
Organizations are reminded that special observances are
conducted to recognize the continuous achievements of all
Americans in American culture and to increase awareness,
mutual respect, and understanding among the Force.
Martin Luther King Jr.’s Birthday: 3
rd
Monday in
January
•
Public Law 98-144 established a federal legal
holiday honoring Martin Luther King Jr., which is
celebrated on the third Monday in January of each
year
•
In 1983, President Ronal Reagan signed a bill
stating the third Monday of January will be known
as Martin Luther King Jr. Day to begin in 1986
•
January 20, 1986, marked the first observance of
the legal holiday
•
Such holidays should serve as a time for Americans
to reflect on the principles of racial equality and
nonviolent social change espoused by Martin
Luther King Jr.
•
It is appropriate for the federal government to
coordinate efforts with Americans of diverse
backgrounds and with private organizations in the
observance of the federal legal holiday honoring
Martin Luther King Jr.
African American/Black History Month: February
•
First Presidential Proclamation: February 1976
•
The first ethnic observance was the brainchild of
Carter G. Woodson, a noted African American
author and scholar
•
Woodson established Negro History Week in 1926
•
The week evolved into a month-long celebration
in 1976 by President Gerald Ford.
•
African American/Black History Month
recognizes the achievements and contributions of
African Americans to the nation’s history.
Women’s History Month: March
•
Authority: Public Law 100-9, March 1987
•
In 1981, Congress passed a joint resolution
proclaiming March as Women's History Month
based on a 1978 model of Women's History Week
established by California's Sonoma County
Commission on the Status of Women
•
The resolution was sponsored by Representative
Barbara Mikulski and Senator Orrin Hatch.
•
Every year March is designated Women’s History
Month by presidential proclamation
Days of Remembrance of Victims of the Holocaust:
April/May
•
The United States Holocaust Memorial Council
(USHMC) was established in 1980 by Public Law
96-388
•
The council coordinates an annual, national civic
commemoration of the Days of Remembrance of
the Victims of the Holocaust, held in Washington,
DC
•
Ceremonies are conducted throughout the U.S.
during the annual Days of Remembrance,
proclaimed by the USHMC for a designated one-
week period (Sunday to Sunday) incorporating the
Jewish religious holiday Yom HaShoah each
spring between mid-April and mid-May
Asian American Pacific Islander Heritage Month
•
In May of 1992 AAPIHM began
•
May 7, 1843 the first Japanese immigrants arrived
to the United States
•
May 10, 1869 transcontinental railroad is
completed and significant contributions were
completed by Chinese pioneers
•
Celebrates the services and sacrifices of
Asian/Pacific Islanders throughout the United
States
Women’s Equality Day: August 26
•
On August 26, 1920, the 19th Amendment
granting women the right to vote was certified as
part of the U.S. Constitution
•
Referred to as the Susan B. Anthony Amendment,
it states, “The right of citizens of the United States
to vote shall not be denied or abridged by the
United States or by any State on account of sex.”
•
The U.S. Congress designated August 26 as
“Women's Equality Day” in 1971 to honor
women's continuing efforts toward equality
Hispanic Heritage Month: September/October
•
Authority: Public Law 100-402, August 1988
•
The President is authorized and requested to issue
annually a proclamation designating the 31-day
period beginning September 15 and ending on
October 15 as ''National Hispanic Heritage Month''
and calling upon the people of the United States,
especially the educational community, to observe
this month with appropriate ceremonies and
activities
•
The start date of September 15 is significant
because it is the Independence Day of several
Latin American countries: Costa Rica, Guatemala,
El Salvador, Honduras, and Nicaragua. Also
falling within this month are the independence
days of Mexico (September 16) and Chile
(September 18)
•
Began as Hispanic Heritage Week in 1968 under
President Johnson
National Disability Employment Awareness Month:
October
•
Authority: 36 USC 121—National Disability
Employment Awareness Month
•
The month of October in each year is designated
as National Disability Employment Awareness
Month. During this month, appropriate
ceremonies are held throughout the U.S., to enlist
public support for and interest in the employment
of qualified workers with disabilities
•
Began as National Employ the Physically
Handicapped Week in 1962
•
In 1988 President Ronald Reagan expanded it to a
month-long observance with a presidential
proclamation
•
The President is requested to issue a suitable
proclamation each year
American Indian Heritage Month: November
•
Authority/comment: Public Law 102-188, March
1992
•
It took more than 80 years for the nation to
establish National American Indian Heritage
Month
•
The Boy Scouts set aside a day for the “First
Americans” in the early 1900s
•
On Sept. 28, 1915, the Congress of the American
Indian Association declared the second Saturday
of each May as an American Indian Day
•
Since then, several states declared American
Indian days until 1976, when Congress passed a
joint resolution authorizing the President to
proclaim the week of October 10–16 as Native
American Awareness Week
•
Days and weeks of different months were set aside
to honor the first Americans until they were given
a month in 1990
•
President George Herbert Walker Bush
proclaimed 1992 as the Year of the American
Indian, based on legislation by Congress
Under the Secretary of Defense for Personnel and
Readiness (USD (P&R)) other recognized events:
Juneteenth: June 19
•
January 1, 1863 President Abraham Lincoln issued
the Emancipation Proclamation freeing slaves
•
June 19, 1865 General Gordon Granger
announced General Order No. 3 freeing all slaves
in Texas
•
June 17, 2021, President Joe Biden signed the
Juneteenth National Independence Day Act
declaring June 19 a federal holiday
•
Juneteenth represents the end of slavery in the
United States
Pride Month: June
•
This is the only observance that is not established
by law and support for this observance has
typically varied by Presidential Administration
•
Current support and guidance for this observance
for this observance is directed by the USD P&R,
(added in June 2022)
•
First recognized by Presidential Proclamation,
May 31, 2011, under President Obama
•
The President of the United States of America
proclaimed June 2011 as Pride Month, calling
upon the people of the United States to eliminate
prejudice everywhere it exists and to celebrate the
great diversity of the American people
Example of a Simple Timetable
Note: This sample timetable may be tailored to the specific requirements needed. Only some steps/actions may be
required, dependent upon the size and scope of the observance.
ACTIVITY
Commander appoints a project officer and
alternate.
Begin publicity of the first organizational
First organizational meeting.
General meetings, establish committees.
Project officer/committee chairperson’s
status meeting. Status update briefing for
the commander.
General meeting, status update. Status update
briefing for the commander.
Project officer/committee chairperson’s
status meeting. Begin publicity campaign.
Status update briefing for the commander.
General meeting, status update.
Confirm all reservations, contracts, printing,
publicity activities, etc. Status update briefing
for the commander. Confirm travel plans,
lodging, etc.
Rehearsal
Check and recheck plans. Walk through the
event and schedule. Visit all venues.
Conduct security sweeps. Check all audio,
visual, lighting, etc.
DAY OF EVENT
ACTIVITY
Committee after-action report submitted to
project officer.
Letters of appreciation forwarded. Recognize
contributors/participants.
Consolidate ethnic observance after-
actions report and submit to the
commander.
Example of an Extensive Timetable
Note: This sample timetable may be tailored to the specific requirements needed.
Not all steps/actions may be required, dependent upon the size and scope of the
observance or may be conducted in a different order based on local requirements.
OBSERVANCE
Enter Title Here
NLT ACTION POC
TASKED
INDIVIDUAL(S
)
REMARKS STATUS
Planning Phase E=Event date; days shown are the approximate number of days prior to the event
E-120 - 90
Identify
intent/requirement
Commander
Develop the
commander’s intent
E-100 - 90
Select a project
officer and
alternate; establish
an exploratory
committee (as
desired)
Commander/proj
ect officers
Project officers will
attend all IPRs;
brief concept, and
AAR to the
commander
E-90
Receive initial
guidance &
concept from
commander;
publicize the
organizational
meeting
Project officers
Meet with EO,
PAO, and budget as
soon as possible
E-75
Initial
organizational
meeting/establish
committees and
chairs; recruit
volunteers
Project officers
Set dates for in-
progress review
(IPR) meetings 1, 2,
3, 4
E-75
Define objectives;
develop concepts
and events, draft
agenda; select
proposed dates
and venues
Compare proposed
dates with unit
master events and
other calendars;
confirm a date with
HQs prior to
locking in venues
E-70
IPR#1 – Brief
commander on the
concept
Project officers
& committee
chairs
Acquire the
commander’s
approval on concept
E-70
ID speaker (if
required); obtain
bio and contact
info; send an
official invite
Official invite;
speech should be
10-15 min on the
theme and
educational focus;
acquire a copy of
bio and speech
E-70
Lock in venue(s)
Plan alternate and
inclement weather
locations
E-60
IPR # 2
Project officers
& committee
chairs
E-60
Cost analysis &
funding
procurement
E-60
Proclamation
letter
Submit to the
commander for
signature
E-60
Support tasking
order
Request necessary support: Chaplain, band, participants, set-up/tear-
down details, opening/closing remarks, narrator, guest speaker intro,
recognitions, food pick up, plates, chairs, tables, flatware, generators
with distribution boxes, extension cords, audio/visual support, escorts
for entertainment/speaker, ushers, etc.
NLT ACTION POC
TASKED
INDIVIDUAL(s)
REMARKS
STATUS
E-60
Design & order
flyer/poster
displays for
exchange, library,
theater, dining
facility, etc.
E-60
Reserve and
confirm
entertainment (if
required)
The national
anthem,
singer/band; discuss
time limits with all
performers for
planning purposes
E-60
Marquee/kiosk
announcements
At various
locations, request
use and write
verbiage for the
announcement
E-60
Send flyer to
MWR
E-30
IPR # 3
Project officers
& committee
chairs
E-30
Send official VIP
invites
Send email to all
personnel on the
master guest list;
maintain a list of all
who RSVP; add
roster to VIP memo
for protocol
E-30
PAO request for
publicity coverage
Local and
installation radio,
TV, newspapers
E-30
Design & sign
certificates of
appreciation
E-30
ID gift/memento &
protocol/SJA
approval
Submit civilian bio
to legal for review
and approval
E-30
Protocol
items/flags/
equipment
Coordinate
locations/
arrangements
E-30
Facebook/Twitter
Send POC the
announcement flyer
E- 10
IPR #4
Project officers
& committee
chairs
E-10
Establish program
sequence & timing
Review prior to
print
E-10
Programs,
narration
confirmed;
order/print
programs
E-7
Conduct final
coordination
Project officers
& committee
chairs
E-3 to 1
Setup/rehearsal
Ensure command
presence
Event - Commemorate the Observance
E+10
Thank you letters
to
speakers/performe
rs
E+10
AAR with
commander
Sample Project Officer Coordination Checklist
Sample checklists, timetables, and other documents are provided that can be tailored for use. This
checklist is, of necessity, general in nature. Nevertheless, it is based on extensive experience in planning and
conducting various special observances. It is expected that the project officer and established committees will
need to tailor this checklist to meet local requirements, conform to command guidance, and be consistent
with command or installation standing operating procedures. Items in the following checklist are only
sometimes accomplished sequentially.
Checklist Items
• Contact appropriate installation/local organizations (e.g., public affairs; morale, welfare, and recreation
or similar organization; command section; schools, etc.) to compare the calendar of events for
installation/command activities during the time frame being considered for this observance. Inform
staff members of your preliminary plans and look for interface with other local activities planned for
the observance (either on the installation or in the local civilian community).
• Determine the availability of facilities to accommodate the program. Reserve facilities on a
tentative basis. Consider back-up facilities.
• Verbally apprise your commander, chief of staff, or appropriate supervisor of your general plan.
Obtain essential planning guidance from this discussion.
• Compose a rough draft of each of the following documents:
o Publicity releases announcing the event
o Observance program outline
o Lists of possible guest speakers, including name, title, address, and background information
o Brief description of desired and/or planned events (e.g., auditorium ceremony, exhibits, luncheon
with the speaker, panel, audio-visual presentation, etc.)
o Structure of desired planning committee showing proposed members and their organizations
of assignment (e.g., personnel, public affairs, equal opportunity, chaplain, military
police/security, etc.)
o Estimated funds required for program
o Introductory message (i.e., the first draft of welcoming remarks)
o Draft letter to proposed keynote speaker
o Memo or letter to the commander summarizing what you are planning
• Present the proposal to your commander (or the person to whom you will be reporting); obtain
additional guidance.
• Review what event themed items DEOMI has available to support your program to include, posters,
informative PowerPoints, fact sheets, invitations/thank you cards, bookmarks, program templates, web
banners, social media banners, activity books, placemats, and other items.
• Upon the commander/responsible official’s approval, schedule a planning committee meeting; this
meeting should result in the assignment of tasks to committee members; keep minutes of these meetings
and send copies promptly to committee members.
• Ensure planning committee members cover all aspects of the observance; it is recommended that detailed
checklists be developed; many of the following categories may be applicable:
o Funding requirements established and/or approved
o Desired advertising of the program, including any special invitations to be sent
o Facility acquisition/confirmation; verify in detail what is needed (e.g., flags in stands, chairs for
stage, lectern, restrooms, etc.)
o Arrangements for Color/Honor Guard
o Initial contact with the keynote speaker
o Written invitation to the speaker
o Musical support (including coordination with the Color Guard)
o Audio-visual support and materials for the program
o PAO support
o Photographic support
o Signing (i.e., interpreter) support for hearing-impaired guests
o Special support/accommodation for physically disabled guests
o Exhibit/display materials
o Reception arrangements (including refreshments, if required)
o Luncheon/panel arrangements
o Program design and printing arrangements (including time constraints)
o Biography and photograph of speaker(s) and other special guests
o Transportation requirements (to include a meeting of speakers and/or special guests)
o Support for the conduct of the program (e.g., use of a command post with telephone, distribution of
programs, greeting and accommodation of stage party; escorts for special guests, the seating of
special guests, etc.)
o Decide on and arrange to obtain appropriate presentation items (e.g., plaque, certificate, souvenir
items, etc.) for speaker(s) and other special participants
• Secure a copy of the speaker’s presentation in advance, if applicable.
• When a complete package is formulated, send copies to your commander/commanding officer (and
other individuals, as required).
• When the observance is over, obtain copies of publicity coverage of the program(s)including
articles with pictures of the installation and community activities.
• Compile comprehensive after-action report.
• Report should include at least the following:
o Narrative summary of planning and implementation of the observance
o Include lessons learned, pitfalls, success stories, and recommendations for future
observances
o List of all committees and their respective members, organizations, telephone numbers, and
tasks each member performed
o Minutes of all committee meetings
o Copies of any printed materials used (e.g., programs, invitations, tickets, press releases, parking
permits, etc.)
o Invitation list used
o Copy of all correspondence (sent or received) related to the observance
o Miscellaneous materials of potential value to planners of similar future events
Short List of Special Observance Tasks
Identify project officer and alternate
Receive command guidance
Identify key supporting staff
Announce and hold an initial coordination meeting
Identify committee chairs and establish subcommittees
Recruit committee volunteers
Identify theme
Develop events/activity plan—check calendars and select dates and proposed venues
Develop budget
Develop timeline
Provide status updates to the commander/senior leader and receive additional guidance
Reserve venue
Reserve speaker and alternate (if required)
Develop a publicity plan, write articles, and promote the event
Coordinate menu and special meals (if required)
Coordinate for special accommodations (if required)
Coordinate for medical and security (if required)
Coordinate/reserve lodging and transportation (if required)
Coordinate entertainment
Coordinate audio-visual support, public address systems, lighting
Schedule PAO coverage (writers, photographers, videographers)
Print programs, flyers, brochures, tickets, recognition certificates, etc.
Plan decorations
Identify escorts and ushers
Reserve senior leader calendar (minimum 45 days prior to event)
Conduct final coordination
Setup venue
Conduct walkthrough/rehearsal
Conduct event
Tear down/cleanup venue
Final committee meeting, after action report/recognition
Sample Program
DEOMI provides themed tools for each observance which can be tailored to organizational needs. This includes a
program cover, invitations, and thank you cards. Check DEOMI’s website for options.
Name of Observance
Date
Pre-program concert/music/entertainment
Welcoming remarks
Presentation of the colors
National anthem
Invocation
Introduction of special guests (may include remarks)
A musical interlude, audio-visual program, and/or selected reading
Introduction of guest speaker
Keynote address
Benediction or closing remarks
Retirement of colors
In addition to a main event, actions and programs during an observance might include the following:
• News articles in base/post/installation/command newspapers. Background articles may include
excerpts from this guide, announcements of local observances, and command-specific or location-
specific material.
• Daily bulletin/weekly bulletin/plan of the day notes.
• Exhibits and displays, including bulletin board/gate plaque announcements of the
observance.
• Command information presentations.
Sample Memorandum (Requesting Participation)
MEMORANDUM FOR (Refer to your Service directive on correspondence preparation)
SUBJECT: (Name of observance)
This is to request your participation in the (subject) ceremony. Traditionally, the President has declared
(month/week) as (name of observance) month/week and has supported this event by issuing a Presidential
Proclamation. Accordingly, we have prepared a memorandum for your signature as part of the program that
will be distributed at this observance.
Your participation in this year’s (name of observance) would greatly enhance the program. The theme of this
year's observance is (observance theme).
We would appreciate your making opening remarks regarding the (importance of the subject). If (name of
speaker) accepts the invitation to attend as our special guest, we would also appreciate your introducing
him/her.
We propose to invite (name of speaker) as the guest speaker, who is the (brief identification of guest speaker).
His/her biography and photographs are attached. If you approve, please sign the attached letter of invitation to
(name of speaker).
The observance is scheduled (date) at (time) at (place). We recommend you host a reception immediately
following the ceremony from (time) to (time). Request your concurrence.
Sample message from
(Name and Title)
(Name of Observance) (Year)
I am pleased to welcome all who have joined us today to celebrate the very special contribution of
(group) to our nation’s defense. This year’s (observance) theme is (observance theme).
This ceremony is dedicated to commemorating all (group) who have contributed so much to our Nation
and American culture. Contributions made by (group) have been truly outstanding, and the Nation
acknowledges these contributions by honoring them today.
Please join us as we salute our fellow (group) and pay tribute to all the aspects of their lives, which
have been interwoven into and have deeply enriched the fabric of the United States of America.
Sample Invitation Letter for Guest Speaker
Speaker’s Name Title
Address
City, State, and Zip Code
Dear Mr./Mrs./Ms.
On (date), the (name of the organization sponsoring observance) is sponsoring an observance in honor
of (group). This will mark the (number) annual national celebration of the role of (group) in this Nation’s life
segments.
This year’s theme is (observance theme).
On behalf of (host organization), I am privileged to invite you to be our guest speaker. It will be a great
honor if you are able to accept our invitation.
The program will take place (date) from (time) to (time), with a reception to follow. (Person/office) is
coordinating this effort and is available to provide additional details. He/she/office staff can be reached at
(area code)-(phone number).
I look forward to your participation in the celebration of (observance) (year).
Sincerely,
(Senior Commander)
Sample News Release
POST/BASE
(NAME OF ORGANIZATION HOSTING EVENT)
(Rank/name of senior officer officiating), will participate in a commemorative ceremony observing
(observance), (day/date) at (time) in the (location).
Joining (rank/name) in this year’s observance is (guest speaker’s name), who is (brief identification
of guest).
This observance will incorporate the theme (title of the theme).
List other key event details as appropriate.
Sample Request for Commander’s Signature
MEMORANDUM FOR (Refer to your Service directive on correspondence preparation.)
SUBJECT: (Observance and year) Letter of Appreciation to (name of speaker)
This is to request your signature on the attached letter to (name of speaker) thanking (him/her) for
providing the keynote address at the (name of observance), held on (date).
Sample Guest Speaker Thank You Letter
Address:
Dear (Speaker):
I would like to personally thank you for your interest, support, and participation in our observance of
(observance) on (date) and for sharing your personal thoughts and sincere, warm concern for the men and
women in the (sponsoring organization).
Your inspiring and educational speech was the highlight of this year's observance. You were able to
help us understand and feel the grandeur and importance of the historical times in which we live. It enhanced
our comprehension of (group)’s participation in contemporary American society. We are indeed fortunate to
have citizens such as you who are willing to give their personal time and lend their talents to ensure the
success of such programs. Your participation attests to your character and professionalism.
Again, many thanks for your interest, support, and outstanding presentation.
Sincerely,
(Senior Commander)
References
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