The Asia Foundation
105 Market Street
San Francisco 5, California

January 31, 1957

Dear Henry:

To confirm our telephone conversation of January 28, I should
like to set forth my understanding of the procedures agreed upon concern-
ing announcement of our grant and the handling of travel arrangements
which had previously been at issue:

Two letters are to be sent by you to those delegates our
representatives have agreed to support. The first will be a general
letter, identical to that sent to all Seminar participants, announcing
the delegates' acceptance to the Seminar. The second will identify The
Asia Foundation as the source of the travel and maintenance grant making
the delegates' participation possible. This letter will ask each delegate
to approach the Foundation's local representative to consummate travel arrange-
ments. The name and address of the representative will be identified.

The representative will then indicate to you through our San
Francisco office the particulars of the delegate's departure. After
receiving the information, your office will acquire reservations and
tickets, presumably through the Wellesley Travel Service, and forward
them to us for dispatch to our field office. The Foundation's representative
will then turn over the ticket to the delegate. Arrangements for Asian
delegates not being supported by the Foundation will naturally be handled
entirely by you.

Quite obviously, it would be possible for you to make travel
arrangements for delegates supported by the Foundation without awaiting
word from us that they have made contact with our representatives. In
general, however, we consider it important that this contact be established
first with the delegate understanding that it is a necessary step in the
ordering of his ticket. Some representatives may not insist on this
procedure. If they do not we will be happy to modify the general rule
accordingly.

Travel will be by the most economical route. I do not quite
understand your point about it being less expensive to go from Indonesia
to Cambridge via Europe, even though the delegates would travel by ship on
the last leg. Do you have a special rate for sea travel?

During our conversation you suggested we submit to you a draft
of our conception of the second letter cited above. We shall be happy
to do this. In order to insure that we conform to the approach you are
taking with all Seminar delegates, however, I should appreciate it if you
would send me a copy of the letter of appointment sent out last year.
It is understood that the final edition of the second letter will be ap-
proved by both the Harvard Summer School and the Foundation before it is
sent out.