**NOAA**

**30^th^ Anniversary**

**Toolkit**

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**30^th^ Anniversary Toolkit**

**"Our Seas and Our Skies: 30 years of Excellence at NOAA"**

I. Introduction

# II. NOAA Steward's Program and Educational Outreach 

III\. How to Order 30^th^ Anniversary Promotional Material

IV\. Obtaining Materials and Information for Handouts

V. Planning Guide for Major Events

Suggestions for Planning a Typical Open House

Event Planning Staff List

Event Planning Time Line

VI\. Working with the Local Press

VII\. Working with Local Constituents

## I. Introduction

NOAA\'s 30th Anniversary celebration will officially occur on October 3,
2000, but events will be held throughout the year 2000 to commemorate
this event. These events will involve many groups, including NOAA
employees, our constituents, Congress and the general public. The 30th
Anniversary Committee, staffed by representatives of NOAA\'s staff and
line offices, has created this toolkit to assist NOAA personnel with
developing plans for celebrating the anniversary.

The major goals for celebrating NOAA\'s 30th Anniversary are to increase
employee recognition and pride in the agency and to increase the
public\'s awareness of NOAA \-- its mission, history, and
accomplishments \-- and how these activities are relevant to the public.
By involving more NOAA employees in outreach activities, we can make
major strides in expanding the public\'s awareness of NOAA.

For example, open houses and tours of NOAA facilities for local schools
and the general public are excellent ways to involve NOAA employees.
There are also many annual meetings and conventions at which NOAA\'s
standard presentations or displays can be modified to highlight the
30^th^ Anniversary. This toolkit provides ideas and guidelines for
promoting the 30th Anniversary into your outreach activities.

NOAA leadership has identified the educational community as a specific
audience for the Anniversary campaign. This year the education outreach
program has expanded to include the NOAA Steward\'s Program. NOAA
Stewards are employees who volunteer to increase community awareness
about the agency. Every employee interested in participating can
register as a NOAA Steward with the Office of Public and Constituent
Affairs. Please contact Robert Hansen at (202) 482-4594 or by email
<Robert.C.Hansen@hdq.noaa.gov>

The time spent in outreach activities by NOAA Stewards will be recorded
and these efforts will be recognized at the end of the year by NOAA
leadership.

The enclosed toolkit lists available materials and resources that can be
used in outreach efforts as well as a partial list of ways to become
involved in the community. The toolkit also contains information for
ordering 30th Anniversary banners and promotional supplies, and a
detailed planning guide for holding an open house or other major event.

The message we would like to send to the community is a view of NOAA\'s
mission and accomplishments along with pride in its employees'
expertise. NOAA does important and interesting work \-- share your
knowledge with your community!

**[II.]{.smallcaps}** **[NOAA Stewards Program And Education
Outreach]{.smallcaps}**

The NOAA Education Outreach Program offers many opportunities for
promoting the 30^th^ Anniversary initiative. It allows NOAA employees to
go into their communities to educate people about NOAA's mission,
products, and services. Many NOAA employees already volunteer in schools
or work with Boy/Girl Scout troops and civic organizations.

Building upon these efforts, a program was created for the NOAA 30th
Anniversary: the NOAA Stewards Program. Its goal is to encourage
employees, known as NOAA Stewards, who volunteer to increase community
awareness about the agency.

Bob Hansen in NOAA's Office of Public and Constituent Affairs will head
this program. Please call him at 202/482-4594 or send an e-mail to him,
at Robert.C.Hanse@hdq.noaa.gov, to inform him of your efforts or
volunteer for this program. The time spent in outreach activities by
NOAA Stewards will be recorded and these efforts will be recognized at
the end of the year by NOAA leadership. The Steward's Program will also
post opportunities for employees to participate in events.

Among the activities that can be pursued by NOAA Stewards:

[Working In the Schools and with the Youth Organizations]{.underline}

Speaking in classrooms

Speaking at school assemblies and workshops

Judging science fairs

Participating in career days

Judging the Ocean Science Bowl contests

Mentoring local science teachers

Creating open house activities at NOAA facilities designed especially
for school field trips

Establishing sessions to help scouts earn merit badges

Many components of NOAA have already established educational programs.
This information can be found on the NOAA Education Web Site: For NOAA's
30^th^ Anniversary, NOAA educational information will be listed or
hot-linked on the 30^th^ Anniversary web site under Education at . To
get additional information about handouts for NOAA's 30^th^ Anniversary
activities, contact Michelle Crockett, in NOAA's Office of Public and
Constituent Affairs Outreach Unit, telephone: 301/713-1208, or .

[Working with Civic Organizations]{.underline}

Volunteering with the Izaak Walton league, Trout Unlimited, etc.

Explaining NOAA's scientific activities to Rotary Clubs, the Lions Club,
Kiwanis, and others

Staffing booths during Public Service Recognition Week

Working on beach cleanup during September for Coast Weeks

[Adopting a Local School]{.underline}

Some schools welcome the special attention that comes from being
"adopted" by a NOAA facility. When the school is "adopted," it is
eligible to receive extra NOAA brochures and handouts, NOAA staff make a
special effort to attend the school's career days, and can provide
mentoring opportunities for science and math teachers.

**Another Possible Outreach Activity**

[NOAA Day]{.underline}

Another outreach initiative to consider is working with your local
politicians to proclaim NOAA Day on October 3, 2000, the actual
anniversary date. Contact your local state Senator or Representative
about the procedures involved to issue a proclamation of NOAA Day. (This
may involve special legislation.) The Representative could be invited to
the NOAA facility on October 3 as part of the 30th Anniversary
activities.

In summary, these are examples of ways in which NOAA employees can make
themselves available to their local communities, whether it is
encouraging students to become interested in science careers, or
informing general audiences on the important work that we do every day.

**[III.]{.smallcaps}** **[30^th^ Anniversary Promotional
Material]{.smallcaps}**

Offices are encouraged to incorporate the 30th Anniversary logo and
slogan when possible. The logo is available for downloading at . The
slogan is "Our Seas and Our Skies: 30 years of Excellence at NOAA."

Banners with the 30^th^ Anniversary logo and slogan can be ordered for
use as backdrops and/or decoration and these banners can easily be
included in any NOAA exhibit planned for a conference, trade show,
school program, or special event. This is an inexpensive and effective
tool for promoting the Anniversary year.

Vertical and horizontal banners are available on loan for open houses or
other public events:

Vertical - 2.5\' wide by 8\' high and attached to single width pop-up
exhibits

Horizontal - sizes range from 3\' wide by 2\' high up to 10\' wide and
3\' high

An office can request a banner by e-mail to:
Robert.C.Hansen@hdq.noaa.gov or by phone to 202/482-4594. Allow 10
working days for delivery of the banner. You will be asked to return the
banner on a specified date. Please help others by keeping to this date.

**Ordering NOAA Stickers**

NOAA stickers can be ordered from the Kansas City National Logistics
Support Center at 816/926-7993. You should allow approximately 10
working days for the order to arrive at your desired destination. When
you call, you will be asked to provide your organizational code, your
task code, the stock number of the item, any special instructions like
delivery to a different address and the quantity desired (there is a 150
maximum number per order; you may have to call the NLSC a second or
third time to amass the correct number of stickers). *Please note that
these depict the standard NOAA seal.*

Stickers

**NOAA form 68-1B**, 3\" stickers, 50 to a package, three package
maximum.

**NOAA form 68-1E**, 6\" stickers, 50 stickers to a package, three
package maximum.

**[IV.]{.smallcaps}** **[Obtaining Materials and Information for
Handouts]{.smallcaps}**

**Finding publications and brochures on the Internet to create your own
handouts** [-]{.smallcaps}

The following are one-page backgrounders. These information sheets are
useful for describing line office activities.

A WORD ABOUT NOAA\... \-- The National Oceanic and Atmospheric
Administration (NOAA) conducts research and gathers data about the
global oceans, atmosphere, space, and sun, and applies this knowledge to
science and services that touch the lives of all Americans. (PDF) To
view the backgrounders in Portable Document Format (PDF) you may need to
download Adobe Acrobat Reader.

NATIONAL WEATHER SERVICE \-- The National Weather Service is the primary
source of weather data, forecasts and warnings for the United States.
Television weather casters and private meteorology companies prepare
their forecasts using this information. (PDF)

NATIONAL ENVIRONMENTAL SATELLITE, DATA, AND INFORMATION SERVICE \--
NESDIS manages the U.S. civil operational remote-sensing satellite
systems, as well as global data bases for meteorology, oceanography,
solid-earth geophysics, and solar-terrestrial sciences. (PDF)

NATIONAL MARINE FISHERIES SERVICE \-- NOAA Fisheries is dedicated to
protecting and preserving the nation\'s ocean wildlife through
scientific research, fisheries management, habitat conservation, and
enforcement. The agency continues to focus its efforts on sustaining our
marine resources. (PDF)

NATIONAL OCEAN SERVICE \-- The National Ocean Service grew out of the
nation\'s oldest scientific agency, Survey of the Coast, established in
1807 by Thomas Jefferson to chart the U.S. coast and its harbors. As the
Nation's principal advocate for coastal and ocean stewardship, the NOS
Service develops the national foundation for coastal and ocean science,
management, response and restoration, geodesy, and navigation. (PDF)
www.nos.noaa.gov and

NOAA RESEARCH---OFFICE OF OCEANIC AND ATMOSPHERIC RESEARCH -- NOAA\'s
research, conducted through the Office of Oceanic and Atmospheric
Research (OAR), is the driving force behind environmental products and
services that protect life and property and promote sustainable economic
growth. (PDF)

OFFICE OF MARINE AND AVIATION OPERATIONS -- Since NOAA's beginning, a
large percentage of its oceanographic, atmospheric, hydrographic,
fisheries and coastal data has been collected on NOAA ships and
aircraft. This fleet is crewed and operated by civilians and officers of
the NOAA Commissioned Corps (a uniformed service of the United States).
(PDF)

HISTORICAL BACKGROUND ON NOAA \-- The creation of NOAA on October 3,
1970 was the result of a series of decisions which recognized the
importance of the oceans and atmosphere to the nation\'s welfare and
economy.

**Suggested Web Sites for Other Materials**

Remember that information on NOAA web sites is in the public domain. The
information can be down loaded and copied.

NOAA's Education Web Site is . The web sites is divided into sections
for Teachers, Students, and Everyone. It is further divided by
scientific topics with a search engine for subject matter queries. This
web site has many publications that can be downloaded for special
events, open houses, and educational outreach.

NOAA Photo Library

1998 Year of the Ocean - Kids and Teacher Activities

For information about NOAA and its Line Offices, go to the appropriate
web sites:

1.  NOAA --

2.  National Weather Service \--

3.  National Environmental Satellite, Data, and Information Service \--

4.  National Marine Fisheries Service \--

5.  National Ocean Service \--

6.  NOAA Research---Office of Oceanic and Atmospheric Research --

7.  Office of Marine and Aviation Operations --

**Items for Elementary School Children**

The Owlie Skywarn Homepage - Owlie Skywarn helps young kids learn about
hazardous weather while they use this coloring book.

Pacific Coral Reef Coloring Book - This coloring book lets kids see the
beauty and value of coral reefs.

Owlie Skywarn Pages on Tornadoes, Lightning, Flash Floods, Hurricanes,
Winter Weather, Carbon Monoxide.

Marine Debris Coloring Book - This coloring book helps kids see the
hazards of throwing junk into the ocean and overboard from boats.

Kohola and Kolea - The Whale and the Plover - This coloring book is
written in both Hawaiian and in English.

Puffy the Puffer Book of Fun Fish Facts - This book, also called the
Fisheries' 125th Anniversary book, is a coloring book for kids that
highlights marine trivia, games, mazes, a quiz and more.

Office of Response and Restoration - This site for students helps teach
about how NOAA and other agencies respond to oil spills and hazardous
chemical accidents. It also contains some experiments for students to
try.

Adopt a Buoy Activity Book - There are two pages to color on this site
and the site focuses on the activities of the data buoys that provide
information about the oceans surrounding the United States and its
territories.

**Information for Middle School Children and Higher Grades**

Web Activities Using Scientific Data (Grades 6-12 and Adult Guide) -
Learn to explore the Web using Browser tools and do scientific analysis
using data from government and university sources. - June 1998.

Oceans: Into the Next Millennium of Oceanographic Research. This book,
in Adobe Acrobat gives an overview of ongoing oceanographic research. It
is written for students in middle school (or higher), teachers and the
general public.

Marine Careers - The site includes overviews of the fields of marine
biology, oceanography, and ocean engineering; a look at what the future
is likely to hold for careers in these fields; information on salaries
in various marine science fields; and other great stuff. This site is a
project of the National Sea Grant College Program and is based on the
publication Marine Science Careers: A Sea Grant Guide to Ocean
Opportunities.

[Examples of Other Kinds of Information Available from]{.underline}

Northwest Salmon: A Fact Sheet.

Endangered Whales: A Fact Sheet.

Global Positioning System enters High School Curriculum ‑ In a joint
program between the National Ocean Service\'s National Geodetic Survey
(NGS) and the American Congress on Surveying and Mapping (ACSM),
students learn about global positioning systems (GPS) in a hands‑on
program by creating maps of their school grounds. NGS will to hire
summer high school interns to work on special local GPS projects.

**Items for Teachers**

Tales of Whales, Turtles, Sharks, and Snails: An Elementary Level
Education Handbook - This is a marine study guide for Grades 4-6. The
purpose of this publication is to increase the awareness, knowledge and
literacy of elementary students in marine-related subjects. It is not
necessary to be in proximity to a coastal environment to benefit from
the activities presented in this handbook.

Watch Out\... Storms Ahead! Teacher Guide - A weather safety program to
be used by teachers in conjunction with \"Watch Out\...Storms Ahead\"
Owlie Skywarn\'s Weather Book.

gopher://esdim1.esdim.noaa.gov:70/00/NOAA_systems/education/owliegui.asc

Coral Reefs: An English Compilation of Activities for Middle School
Students -

Coastal Awareness - This resource guide is for teachers of all grades
gopher://esdim1.esdim.noaa.gov:70/00/NOAA_systems/education/coast2.asc

Resource Guide for Oceanography and Coastal Resources - This online
resource guide is for elementary, junior high and high school science
teachers to promote the exploration of ecology and coastal awareness.
swfsc.ucsd.edu/bibliography/GUIDE.htm

NOAA Teacher at Sea Program - Teachers interested in oceanographic
research can apply for a one to three week scientific cruise as a crew
member.

**Ordering NOAA Brochures**

**PA-002** - NOAA brochure -This publication has a 200 copy maximum and
comes in packages of 25 copies per package. You may have to call the
NLSC a second or third time.

**PA-0003** - Careers in NOAA

**7610-PB-000-0881 PA-0004A** - Tour of the Sanctuary

**PA-92050** - Flash Floods and Floods\...The Awesome Power!

**PA-91002** - Winter Storms\...The Deceptive Killers

**PA-92052** - Tornadoes\...Nature\'s Most Violent Storms

**PA-92053** - Thunderstorms and Lightning\...The Underrated Killers!

**PA-94050** - Hurricanes\...Unleashing Nature\'s Fury

You can find other weather brochures that can be ordered at:

**[V.]{.smallcaps}** **Planning Guide for Major Events**

**1. Introduction**

The year 2000 is NOAA's 30^th^ anniversary. If your office has decided
to hold a major event either in honor of the 30^th^ anniversary or to
dedicate a new office building or a new piece of equipment, this section
provides a detailed step-by-step approach to event planning.

**2. What makes this a public event?**

For the purpose of this toolkit, a public event will mean an activity
that has a special ceremonial, social or commemorative significance that
justifies the assembly of people who share a professional or personal
interest. Other examples of key public events include office ground
breakings or dedications, as well as annual open houses, etc.

**3. What is the purpose of this event?**

There are many reasons to have a public event. It\'s important to know
why you are holding the event, because these reasons will be the basis
for decisions you will make during the planning process. Here are a few
reasons to hold an event:

1\. To recognize people for significant accomplishments.

2\. To gain public attention for an organizational accomplishment.

3\. To bring people together to celebrate or commemorate a major
milestone in a unit\'s history.

4\. To build public understanding and gain support for the goal/mission
of the group.

[A. Keys to Successful Events]{.underline}

Every detail counts. The difference between an "okay" event and an
"excellent" event is in the attention to details.

This toolkit is intended to help you plan and execute events that are
carried out in an orderly fashion and that create or sustain a high
level of support for the organization among our fellow workers, within
the communities where our facilities are located, with the news media,
and throughout all levels of government.

[B. Take the Time for Effective Planning]{.underline}

It\'s important to take time to plan well because good planning can save
you trouble later on. Consider the time and energy you devote to
planning for these events as \"your insurance policy for success\"

You want to ensure that:

1\. The event was held in the right place at the right time.

2\. The right things were professionally prepared and available on time.

3\. The right people attended and did the right things.

4\. The right planning took place to make your program work.

**4. How to begin and set the date**

A. [Checking Calendars]{.underline}

First, it\'s important to check the schedules of key people before
deciding on the final date. Your elected officials may have been very
supportive of many of NOAA's activities. If so, they would probably
welcome the opportunity to participate in your event.

Is there anything else going on in your community that would either
complement or detract from your event? Your event can become the focus
of public attention if you schedule it to coincide with things like an
"Awareness Week" or some other public campaign. You should check with
the Chamber of Commerce or Convention and Visitors Bureau to find out
about other activities that are planned for those same dates. If you're
looking for media coverage, you will compete for media attention if you
pick a date that is going to cause conflicts.

It\'s wise to avoid scheduling events before long weekends and during
observances of national, local, and religious holidays because people
will have other commitments.

[B. VIP Attendance]{.underline}

If you hope to have U.S. Senators, Congressmen or senior departmental
officials attend, you should invite them via a personal letter sent at
least three months before the event or via a "save the date" type of
letter as soon as you have your date confirmed. Be sure to send copies
to both the Washington, D.C. offices as well as the local district
office.

[C. Mailing Invitations]{.underline}

There are two ways to invite people to the event: personal letter or
pre-printed invitations. Modern protocol recommends that you mail your
invitations to the general public no later than four full weeks prior to
the event.

[D. Mailing Lists]{.underline}

NOAA's Office of Public and Constituent Affairs, with its database of
9,000 names across the country, can help in some situations. In other
situations, you will have to prepare your own database of names. Choose
to develop category lists that can also have codes to signify the
category of guest (elected official, media, emergency manager, etc.)
then enter names in alphabetical order because many key community
leaders will appear on several lists. One person or a team of two should
share entering the data, merging, etc. to eliminate duplications. The
main database should be constructed so it can be used for the mailing
labels, the RSVP list, table assignments, name tags, letters, etc.

Some items for the data base include:

Title - Mr., Ms., Dr., Prof., etc.

Last Name

First Name

Middle Initial

Category - (media, elected official, etc. See checklist at the end of
this document and decide how many categories you want to establish.)

Position - (within the organization represented; some people may be
representing more than one organization or duty.)

Street address - Some data bases need two lines for this: Address 1,
Address 2

City

State

Zip Code

Type of invitation (special VIP letter, special partner letter, general
letter.)

RSVP (invited guest) and additional guests he/she may be bringing.

[E. Track your RSVPs]{.underline}

After your invitations are sent out, you need to keep track of who\'s
going to attend. Always ensure that you have an \"RSVP\" checklist in a
place at your office that\'s accessible to everyone who could possibly
answer the designated phone number on the invitation. Don't forget that
in today's era, you can also accept RSVPs via email. Make sure that you
have a system to indicate next to each invitee\'s name whether he or she
plans to attend and whether there will be accompanying guests.

**5. How to prepare the site for the event**

[A. Seating arrangements]{.underline}

Your key speakers can sit at a table facing the stage, or in the front
row of the general seating area, or you can choose to have everyone
seated in the general seating area. If you place your most important
speaker in the chair to the extreme front right of the general seating
area, other guests or speakers should be seated in descending order of
importance from that position.

[B. Flags/Banners]{.underline}

If you are going to display flags, the U.S. flag should be placed at the
front of the room to the right of the lectern (the audience\'s left). A
state flag can be placed to the far left of the lectern. If you are
adding other flags, like the NOAA flag, remember that the U.S. flag is
always placed higher in the air and farther to the audience's left. For
a more complete description of how to display flags, consult the
publication \"Flag Etiquette\" available at no cost from the American
Legion. If you are doing an outdoor ceremony, you\'ll need to borrow
sandbags to place at the base of the flag poles. Check with Public
Affairs for a 30^th^ Anniversary banner and a NOAA flag. Make sure your
banners and flags are high enough so everyone can see them.

[C. Printed Program]{.underline}

You may want to prepare a printed program. There is no standard format
for a program. Generally, the following items will be included:

\(a\) a listing of the ceremony\'s planned sequence of events

\(b\) a brief synopsis of the event

\(c\) biographical summaries of key participants

\(d\) congratulatory statements or greetings sent to you by prominent
leaders

\(e\) a statement about the practical significance of the event

[D. Name tags]{.underline}

Prepare a typed or printed name tag for every member of the staff
because name tags facilitate interaction. Some events should have name
tags for every attendee and other events require name tags for only the
most important or VIP guest(s). A name tag should provide the person\'s
name, the person\'s title, and the city and state where the office is
located. Be sure to use big enough typeface when preparing the name
tags; you should be able to read the name from at least 3 feet away.
Staff members should wear their name tags (with their titles) before any
guests arrive. Have the guests\' name tags organized alphabetically so
that they can be retrieved quickly as guests arrive.

[E. Podium]{.underline}

You\'ll need a podium for the speakers. Logos for the 30^th^ anniversary
are available from NOAA's Office of Public and Constituent Affairs.
Consider which logo will be on the podium in photographs of this event.

[F. Public Address System]{.underline}

Good equipment is critical! Reserve equipment (and an operator, if
necessary) early. Once the system is set up you need to [test
it]{.underline} thoroughly before the event begins. Make sure that the
sound level is set at a comfortable level that allows everyone to hear.
The microphone should be adjustable so that your speakers can move it
easily. If one or more of your scheduled speakers is relatively short,
you may need to arrange for a box or platform so he or she is not
concealed by the lectern and can speak into the microphone comfortably.

[G. Displays or Exhibits]{.underline}

This event is an opportunity to showcase your products and services.
Decide on what you want to display, start early on the project, and make
at least one person on the office team responsible.

[H. Brochures]{.underline}. One of the first things to do is to
inventory your current supply of brochures, etc. If you need brochures,
order from the National Logistics Supply Center (NLSC) or check the
section of this toolkit for other publications. Be sure they are laid
out attractively and with like subject matter.

[I. Refreshments]{.underline}

You cannot use government funds to purchase most refreshments. Your
administrative officer can work with NOAA's Office of Small Purchases to
determine if your event falls under the guidelines of acceptable events
for payment of funds for refreshments. Your other options include
working with other agencies or supporting groups to help bring in
refreshments, or having staff bring in a few things, etc. You should
ensure that all speakers have water available.

**6. Making the guests feel welcome and comfortable**

[A. Coordinate with the Speakers]{.underline}

When someone outside the work group (such as a Congressional leader,
mayor, other agency official) agrees to participate as an official
speaker during the ceremony, be sure to call to thank him or her
immediately and to say that you\'re sending a packet of information
about the event to help prepare speaking remarks. It\'s also important
to inform him or her of the time allotted for remarks, the site at which
the event will take place, how long you anticipate the event to last,
and whether other well-known people will be participating.

This is also a good time to ask:

\(a\) if they have any questions about the event.

\(b\) whether they have personal requests that need to be met.

\(c\) whether you can help with transportation.

\(d\) if they\'d be willing to be interviewed by the media [after the
event]{.underline}.

\(e\) whether they have any physical limitations that would impact the
event.

\(f\) most importantly, do they need you to help them prepare their
remarks.

[B. Parking]{.underline}

Parking should be reserved for your handicapped guests and special
visitors. If appropriate, ensure that parking areas are clearly marked
for your VIP guests. Don\'t mark each spot; save a group of spots \--
it\'s easier that way. If necessary, dispatch someone to direct parking,
especially if there is not an adequate parking close to your facility.
One way to free up parking spaces is to ask your staff to park well away
from your facility on the day of the event. Be sure to include a card or
note in the invitation for those you expect to park in any special area.

[C. Coat Racks]{.underline}

Ensure that you have enough coat racks and hangers in your office for
your guests for coats, umbrellas, etc. This locations should be away
from the main area where the ceremony will take place.

[D. Rest Rooms]{.underline}

Ensure that rest rooms are well marked, thoroughly cleaned, and
adequately supplied.

[E. Greet Your Guests]{.underline}

Designate two or more staff members to greet the guests as they arrive.
As people arrive they should be asked to sign your guest registry and/or
pick up a name tag. NOAA staff should wear name tags for these events.
If the attendees have coats and/or hats, the greeter should offer to
hang them up. Every speaker and the most important guests should be
introduced personally to the host and the guest of honor. If one of the
guests is one of the key speakers, be sure to link that person up with
the designated team member who will provide a briefing on where to sit
and the order of speaking. If the information isn\'t in a printed
program, prepare a handout that shows the sequence of speakers.

[F. Mark the Seats]{.underline}

Place appropriately marked cards to reserve seats for your speakers and
VIPs.

[G. Decorations]{.underline}. This is very important and may require its
own chairperson. Effective decorations can range from the simple podium
to elaborate stage sets.

**7. How to conduct the ceremony**

Depending on the type of event, you may not need formal remarks.
However, for an event with speakers, here are some hints:

[A. Brief the Staff and Speakers]{.underline}

Before the ceremony begins, everyone participating in the event should
be thoroughly briefed on how long they have to speak, the order in which
they will speak, and how long the ceremony is expected to last. To
ensure that the ceremony moves along in an orderly fashion, you need to
appoint a master of ceremonies (emcee). You can arrange for as many
speakers as you wish as long as you keep it reasonable and brief. These
officials should speak in order of seniority, with the most junior or
the one representing the smallest political entity speaking first.

[B. Use a Script]{.underline}

The emcee should speak from a script to ensure that nothing has been
forgotten or done out of order. The final script should be triple spaced
in large type; it will be easy to read and last minute additions are
clear. The pages should be clearly numbered. Copies should be given to
all key players.

Speaking from a script will ensure that:

1\. Peoples\' names are pronounced correctly.

2\. Speakers\' titles are correct.

3\. Proper protocol is observed.

4\. Introductions, transitions and directions for the audience and
speakers are given succinctly.

[C. Practice the script]{.underline}

Once the script has been thoroughly edited and all of the titles and
pronunciations have been verified, the emcee should practice it several
times in front of a small audience for objective feedback. Practicing
the delivery allows the emcee to become familiar with the scripts's
words.

The \"test\" audience should be encouraged to comment on things like the
emcee\'s eye contact, posture, word enunciation, voice projection, and
the script\'s flow and length of presentation.

It\'s also appropriate for you to include a brief audio visual
presentation in the ceremony, but don\'t do it if there\'s a chance that
you\'ll have equipment problems. If you have an audio visual
presentation during a ceremony, be sure that:

1\. your equipment is completely checked out and fully operational.

2\. the audio quality is clear and crisp.

3\. the video/projected slide image is well focused and large enough to
see.

4\. everyone in the room has an unobstructed view of the screen.

5\. you have someone other than the emcee in charge of controlling the
lights and projection equipment and that the emcee has concise signals
with that person.

**8. What to do when the ceremony is over**

Return everything that you\'ve borrowed promptly and in excellent
condition. Send thank you notes promptly to everyone who contributed to
the success of your event, especially the speakers, those who lent you
equipment or donated things like refreshments or printing services.
Immediately after the event, note what went well and what could have
been improved. Then send a brief report to the committee chairperson and
other members so you do not lose your valuable lessons learned.

**9. Suggestions for a typical open house**

Develop a tour route that would include:

1\. An area where people can arrive, get assembled (if weather is nice,
do it outside the building's front doors.) Some offices have used this
"queuing" time to stage an informal question and answer session such as
"What would you like to know about the weather?" (The use of a portable
microphone system enables you to answer questions so people can hear. It
is a great way to keep the guests interested, let them know what they'll
see, assure them it's worth the wait, etc.) This is an excellent time to
educate everyone, do some demonstrations, etc.

2\. An introduction of no more than 5 minutes with an overview of what
the site's mission is, how it accomplishes this mission, etc. Try to
keep a tour group to about 20 people and expand the number of groups as
necessary.

3\. Have someone assigned as that group's "tour guide." This person is
responsible for keeping the group together. As the group departs the
room through one door, the next group comes in.

4\. Divide the operations area into 3 or 4 "stops." Hang the numbers 1,
2, 3 and 4 above each area. If visitors get distracted, they'll remember
what part they've seen and can rejoin their group.

5\. A designated spokesperson should be assigned to each "stop." This
person should know how to explain the area in 3-5 minutes in a prepared
presentation, with or without graphics. Make sure all spokespersons
coordinate their talks, and that their timing is the same, so the groups
can move in an orderly fashion from stop to stop. HINT: Have at least
two people trained to do each stop' this allows for rotation of
speakers, breaks, etc. The "stop" person is stationary and the tour
guide moves the group around.

6\. If you have outside instruments or co-located equipment, be sure to
include them as additional "stops."

**10. Summary**

When you\'re planning an event, there is no substitute for good planning
and coordination. If you keep focused on the goals of your meeting and
the needs of your guests, the event will be a success. If you allow
yourself to get sidetracked, you\'re bound to miss some important detail
that could cause inconvenience or embarrassment.

To help keep you on track, the check lists in the next section will help
you to identify who\'s responsible for the different parts of the
project and when each item has been completed.

**Event Planning Staff List**

A. HINTS: Keep information in a data base, post checklists in an obvious
spot, block off deliberate planning meeting times so you meet regularly
starting at least 4 months in advance.

B. You'll need the following personnel to "chair" portions of the major
event:

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Overall Chairperson

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Vice Chairperson (knows everything
as well and can fill in if necessary)

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Guest Liaison Leader: Prepares
invitation lists, letters to guests (including VIPs), monitors RSVP,
badges, etc.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Tour Program Leader (will have
several people assigned to the Chair to develop tour route, discussion
items, demonstrations, brochures, demonstrations, printed program if
needed, etc.

Tour Program Team
Members\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Decorations/Physical Site Leader:

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Partners/Co-Exhibitors Leader: If
you decide more agencies will participate, then you'll need a team to
coordinate resources, requirements, demonstrations, outside facilities,
etc.

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Media Relations Leader. Needs to
coordinate with media, set up pre-event interviews, news releases, etc.
Develop remote control schedule, etc. Send periodic "teaser" updates to
heighten media interest.

**Event Planning Time Line**

**FOUR-SIX MONTHS BEFORE EVENT:**

1\. Make informal inquiries to elected officials for availability on
desired date.

2\. Determine first choice of date of ceremony; coordinate with
committee and key speakers and key guests if date is OK; follow-up with
letter identifying date/time/location to speakers.

3\. Check dates of competing community activities.

4\. Determine whether to hold the event inside or outside; if outside,
have an inside plan ready.

5\. Coordinate with committee chairperson to order invitations, schedule
other support, budget requests, reserve displays, etc.

6\. Determine key staff assignments. Select a primary and alternate
staff person for each area of responsibility.

7\. Contract with local hotel/motel for out-of-town guest rooms (seek
group rates), as needed.

8\. Are you going to have public open house(s) the day before or after
your ceremony. If so, appoint staff person to coordinate this event in
addition to the other ceremony.

9\. Contact local/regional monthly or bi-monthly publications for
interest on a feature story.

10\. Begin compiling guest list.

11\. Inventory your supplies and order brochures.

12\. Block work schedules with date and event and have leadership
approve any requests for leave, training, etc. during key phases of this
event planning and the event.

13\. Reserve Portable Public Address System, banners, etc.

**TWO MONTHS BEFORE EVENT**

1\. Send out letters of invitation to legislators and senior officials;
include background; if known, include name of keynote speaker and
explain role. Give times of event sequences.

2\. Write or update unit or office history for press kits.

3\. See if you can get on local radio/TV interview format show the week
of dedication; schedule now and send the media host background and
suggested questions.

4\. Prepare your mailing list in an interactive software that allows you
to combine various mailing lists into a final alphabetical list.

5\. Update your office's web page and include information about the open
house.

6\. See if you can get other agencies to include information on their
web pages.

**SIX WEEKS BEFORE EVENT:**

1\. Prepare first draft of script or what will be discussed at each
"stop" of open house.

2\. Buy stamps or refill postage meter.

3\. Start making your RSVP list to correspond to your invitee list.

4\. Assign staff tasks.

5\. Prepare draft of printed program for several staff to read.

**FIVE WEEKS BEFORE EVENT:**

1\. Determine event layout; arrange for table, chairs, PA system, flags,
podium with logo, etc.

2\. Revise printed program.

3\. Send out speakers' information with agenda, map, parking
instructions, etc.

4\. Appoint media relations person from the staff; draft news release or
media advisory.

5\. Update hotel/motel arrangements.

6\. Prepare second draft of script(s).

7\. If applicable, provide items to NOAA Weather Radio about an open
house. Update with new information as it becomes available.

**ONE MONTH BEFORE EVENT:**

1\. Update script draft and forward to committee chair.

2\. Dry run the special media briefings, photo opportunities, etc.

3\. Dry run the special VIP tours; determine if you need directional
signage for tours.

4\. Work with printer on the contents of your printed program if you
choose to have one.

5\. Mail letters to special VIPs (include VIP reception or tour
information).

6\. Evaluate parking facilities; determine number of reserved spots
needed; notify local police if you\'ll need help with traffic on day of
ceremony.

7\. Send note to nearby neighbors or businesses and tell them about
event (invite them if appropriate) and tell them about temporary
disruption in traffic.

8\. Arrange for grass cutting, grounds clean up and janitorial service
day prior to event.

9\. Arrange for exhibit or posters. Get easels as necessary.

10\. Identify special VIPs that need to be met by committee members.
Make a list and assign a "meeter/greeter" group.

11\. Arrange to borrow or rent chairs.

12\. Order presentation gifts.

13\. Begin construction of local displays.

**THREE WEEKS BEFORE EVENT:**

1\. Work with weekly papers for features about the event.

2\. Coordinate with TV and radio reporters if they want to do live
remotes from your event. Ensure that you\'ll have appropriate people
available for on-camera interviews.

3\. Determine staff needs for reserved seating -- during the event,
they'll be too busy to worry about their seating arrangements.

4\. Confirm that decorations/exhibits/sand bags/etc. will be ready on
time.

5\. Coordinate special cleaning with cleaning contractor; include window
cleaning no more than 2 days in advance so windows will stay clean.

**TWO WEEKS BEFORE EVENT:**

1\. Finalize script; practice it.

2\. Prepare name tags: VIPs & committee and guests as they RSVP.

3\. Appoint someone to take pictures & video; purchase film.

4\. Send news release announcing public event to weekly & daily
newspapers, TV and radio.

5\. Finalize your displays.

6\. Draft photo/video list of "must get" photos. Do you need more than
one photographer? If so, divide list of necessary photos so nothing is
missed.

7\. Arrange for limo or special transportation as needed.

**ONE WEEK BEFORE EVENT:**

1\. Finalize script. Time it and practice it. Hold final rehearsal as
necessary.

2\. Distribute media advisory.

3\. Finalize unit history and other items for press kit or program as
handout.

4\. Verify refreshments are lined up.

5\. Call local Congressional offices to confirm attendance and total
number of people attending Be sure to offer them an opportunity to say a
few words. (This is not appropriate if a \"staff rep\" is the only
attendee. Only the actual Congressional representative should be asked
to speak.) (Remain flexible on number of speakers.)

6\. Finalize program.

7\. Assign staff to track media coverage; tape all news stories; monitor
radio interviews.

8\. Confirm names of staff to greet guests, media, speakers.

9\. Publish list of staff responsibilities with times and specifics.
Every job should have a primary and backup person and everyone should
know what is expected if he or she must fill in for someone else at the
last minute. Have this matrix chart ready to post near the main entrance
so everyone will know where to go if they see something that needs to be
done -- they'll know who is supposed to do it (as well as who the backup
is).

10 Assemble all items needed for ceremony.

11\. Identify which local photo processing shop has best turn-around
time for photos taken during event.

**TWO DAYS BEFORE EVENT:**

1\. Make follow up calls to news media.

2\. Finalize and practice script.

3\. Finalize press kits.

4\. Have grass cut and trimmed.

5\. Clean up parking area.

6\. Have inside spaces thoroughly cleaned, including windows.

7\. Clean out coat closets; check hangers.

8\. Verify arrangements for refreshments tables, linens, etc.

9\. Finalize photo/video list of "must get" photos.

**DAY BEFORE EVENT:**

1\. Practice script.

2\. Set up ceremony site.

3\. Inspect facility inside and out.

4\. Set up exhibits, brochure tables, etc.

**DAY OF EVENT:**

1\. Practice script.

2\. Have photographer take pictures.

3\. Enjoy the day.

4\. Assign someone to make sure the guest of honor has water, drink,
etc.

**DAY AFTER EVENT:**

1\. Send thank you letters.

2\. Return borrowed or rented items.

3\. Prepare brief report for staff notes.

4\. Check newspapers that sent reporters to event, clip articles.

5\. Get film processed \-- order duplicates.

**AFTER EVENT:**

1\. Include highlights in your office's newsletter.

2\. Let NOAA Office of Public and Constituent Affairs know of event.

**[VI.]{.smallcaps}** **Working with the Local Press**

Depending on your event, local press may provide yet another opportunity
to spread the word about the event, and your office, as well as NOAA.
This is only a guideline to assist you if you feel the event should
include the local press.

The event provides an excellent opportunity for the staff to work
together on a common project. The event chairperson should appoint one
person to work with the media. You should have more than one person able
to conduct interviews. Prepare a release about the event and send it out
by fax two weeks prior to the event. Follow up the fax with a personal
call to the assignment editor. Send a reminder two days before the event
again and another call. Make a list of media expected to attend, ask
them what they'd like to cover so you can get the interviews lined up.

Don't forget to contact all local TV meteorologists and invite them to
come to the office during the week of the event and do "live remotes"
from the office. You can then have them help promote the event. Schedule
as many appearances on local programming shows as possible (talk shows,
guest appearances, etc.).

NOAA's Office of Public and Constituent Affairs may be able to assist
you. For initial information, call 202/482-6090.

**MEDIA (identify assignment editors & reporters)**

Local newspapers (dailies, weeklies, monthlies, special interest)

Local and regional wire services

Local and state magazines

Local TV

Local radio

Local cable companies

Local university newspapers, TV, radio

Non-traditional media (newsletters for community organizations, etc.)

**[VI.]{.smallcaps}** **Working with Local Constituents**

We sometimes overlook working with obvious constituent groups who either
have a vested interest in NOAA or should be informed about what NOAA can
do for the community. Some of these suggested groups are listed below.
You may want to create a mailing list of recommended community contacts
from this list. NOAA's Office of Public and Constituent Affairs may be
able to provide assistance with your questions. For initial information,
call 202/482-6090.

**NATIONAL/STATE/FEDERAL AGENCIES** (FAA, Red Cross, Corps of Engineers,
etc.)

**FAMILY, FRIENDS, BUSINESS and PROFESSIONAL ASSOCIATES**

**ELECTED OFFICIALS**

Governor

US Senators & Representatives in Congress

State Senators & Representatives

Local elected officials (mayor, council members)

Local school board officials (elected)

**LOCAL GOVERNMENT OFFICIALS**

Local Planning and Zoning Council

Local Board of Supervisors (each county)

Regional Planning Councils

**LAW ENFORCEMENT**

**COMMUNITY/CUSTOMERS OR OTHER SIMILAR GROUPS**

**OTHER COMMUNITY CONTACTS**

-Board of Realtors

-Local Chamber of Commerce

-Local Universities

-Local education boards, school districts and PTAs

-Local special education groups (e.g., science teachers association)

-Local civic groups (Rotary, Kiwanis, Toastmasters, etc.)

-Retirees, families, and friends

-Federal Executives Group

-Convention and Visitors Bureau

-Major employers in area

-Military and Reserve Units in Area

-Various community lists of organizations

-Senior living centers (they enjoy field trips)

-Schools (Elementary-High Schools) \-- Focusing on science departments,
etc. Don't forget private schools and home-schooling organizations. Talk
to the state or district education office on the best approach to
develop the mailing list. Also target school science clubs.

-Youth groups (Boy and Girl Scouts, etc.)