Table of Contents

During Deployment Event Checklist…………………………………...…………2

Event Planning Form……………………………………………………………….…...6

Suggested Service ProviderForm……………………………………..…………..7

Funding Request Form…………………………………………………………………8

Catering Guidelines………………………………………………………………………9

Catering Checklist………………………………………………………………11

Lodging Guide……………………………………………………………………………14

Lodging Checklist………………………………………………………………16

Venue Guide………………………………………………………………………………19

Venue Checklist………………………………………………………………….21

Childcare Guide………………………………………………………………………….24

Childcare Checklist……………………………………………………………..26

3953 Purchase Request and Commitment Form……………...... 29


checklist

during deployment event

Items / Remarks
120 Days Prior to Event
Determine Officer In Charge (OIC) / Noncommissioned Officer In Charge (NCOIC)
Name ______
Phone ______
Email ______
Determine Date/Time of Event
Date ______
Time ______
Determine Event Master of Ceremonies
Name ______
Phone ______
Email______
90 Days Prior to Event
Complete Event Planning Form and submit to YRRP Team
Submit Funding Request to YRRP Team
75 Days Prior to Event
Begin coordination with Family Assistance Coordinator (FAC) to determine date and time of venue recon
Conduct venue site visit and complete Venue Checklist / Suggested Service Provider Form
Conduct catering review and complete Catering checklist / Suggested Service Provider Form
Conduct childcare review and complete Childcare Checklist / Suggested Service Provider Form
60 Days Prior to Event
Submit 3953s for all requested service providers YRRP Team
Submit VenueSite Visit / Suggested Service Provider Form to YRRP Team
Service Provider 1 ______
Service Provider 2 ______
Service Provider 3 ______
Submit CateringReview / Suggested Service Provider Form to YRRP Team
Service Provider 1 ______
Service Provider 2 ______
Service Provider 3 ______
Submit Childcare Review / Suggested Service Provider Form to YRRP Team
Service Provider 1 ______
Service Provider 2 ______
Service Provider 3 ______
Identify and Secure Necessary and Available Equipment
Audio: Speakers Microphone Cables
Visual: Laptop Projector Projector Screen
Display: Tables Tripods Stands
Misc: Power Strips Office Supplies Chairs
*A/V packages available to sign out from YRRP Team
45 Days Prior to Event
Execute Synchronization Teleconference with representatives of YRRP Team
Submit Commander’s Brief to YRRP Team
Create VIP Invitations and submit for approval and distribution (Optional)
30 Days Prior to Event
Conduct Backbrief / Synchronization Teleconference with representatives of YRRP Team
Develop venue floor plan
Develop venue parking map
Individual Travel Vouchers reminders (Family Member requesting travel assistance need to be prepared to provide a blank check at event)
14 Days Prior to Event
Execute Synchronization Teleconference with representatives of YRRP Team
Complete registration form and support staff roster for event
Confirm contract with service providers
Confirm engagement with Veteran Service Organizations and outside organizations providing information booths
Conduct final recon of venue
Develop presentation area floor plan
Verify breakout rooms and assign appropriately
7 Days Prior to Event
Execute final Synchronization Teleconference with representatives of YRRP Team
Pick up event books, surveys, and Yellow Ribbon Zone kits from YRRP Team
Contact VIPs and confirm attendance
Conduct a pre-event test run of equipment
Ensure all briefings are downloaded onto laptop
1 Day Prior to Event
Begin venue set-up
Display parking area signs for VIP parking (if applicable)
Print all roster
Complete function check on all equipment
Day of Event
Complete venue set-up
Conduct pre-event meeting
Ensure that service providers have a clear understanding on location of set-up and location of their booths
Set up sign-in table with all appropriate rosters
Complete surveys
Conduct facility clean-up
14 Days Following Event
Complete post-event After Action Reports(AAR) (compiled from sign-in rosters and unit AAR)
Submit post-event documentation to YRRP Team

1

YRRP

Template

event planning form

Total 0-5 / Total 6-11 / Total 12-17 / Total Lodging / Total Attending

Include Totals from Columns

Unit: ______

Event: ______

Event Date: ______

Event Location:______

Name of Service Member
(List all in the unit) / Name of Adult Family Member (limit 2 per Service Member with a different Home of Record) / Relationship to Service Member / Address of Family Member / Estimated Distance from HOR to Event Location (round trip) / Children 0-5 yrs (Paid Childcare Provider) *Please make special note to children under 18 months / Children 6-11yrs (Youth Program provided by State Family Readiness) / Children 12-17yrs (Youth Program provided by State Family Readiness) / Hotel Room Needed? / Total Number of Adult Family Members Attending
(Both local and travelling, include Service Member)

1

YRRP

Template

Suggested Service Provider Form

(Include with 3953)

Suggested Ranking

123

Service Provider (Business) Name: ______

Service Provider Point of Contact: ______

Address:______

Phone:______

Special Features:______

Service Provider-Specific Comments: ______

Completed By: ______

Funding Request Form

Guide

Catering

Unit Coordinating Event / In most circumstances, the unit hosting the event will coordinate the event. In combined events (i.e. more than one unit), either higher HQ will coordinate or the J1 Mob/Plans office will identify a coordinating unit.
Address of Coordinating Event / This is the location of the unit. Do not include personal addresses or commercial addresses (such as the address of the event location.)
Service Member Conducting Recon / A Service Member must conduct all recons, preferably the Readiness Non Commissioned Officer (NCO) or equivalent full-time personnel with authority to make decisions regarding unit business.
Service Member Contact Info / The Point of Contact for all questions concerning the service provider will be the Service Member conducting the recon. The Service Member must include a valid email address.
Family Readiness Program Region / The State is divided into Family Readiness Program Regions. Any Service Member conducting a review will determine which region his/her particular unit falls into, and note it here. This information will determine which Family Assistance Coordinator the unit contacts for assistance.
Event Date / This is the date that the unit will conduct the event. For events which will last more than one day, list the span in which the event occurs (i.e. 4-5 May 2009, 14-17 August 2009, etc.) Include the year as well as day/month.
Date of Recon / This is the date that the recon was conducted. If the Point of Contact (POC) visited the service provider on more than one occasion, list all dates in which a recon was conducted in chronological order.
Family Assistance Coordinator Assisting Recon / The assistance of the Family Assistance Coordinator is optional for this recon. Their assistance will reduce the possibility of discrepancies arising from communication with commercial service providers. The Family Assistance Coordinator is also an advocate for families, and will view the service provider from that vantage point rather than from the Service Member’s.
Contact Info / If assisting, the Family Assistance Coordinator individual assisting the recon will provide their information in this block.
Service Provider / This is of the service provider considered for service. Units will include both the name of the entity providing the service and the name of the business under which payments are received.
Address / This is the mailing address of the business; if the service providerrequires payments be sent to another location, the Service Member will include both addresses, with the mailing address listed as such.
Service Provider Costs
(Potential Total Cost) / The per-head reimbursement rate permitted for this service provider is the per diem rate. Service Members will determine this rate prior to conducting review and will ensure that all vendors submitted for consideration accept the per diem rate. The per diem rate does not include tax. The Service Member will itemize all potential costs, including tax, and will enter this onto the 3953 submitted for approval, in addition to this form. At no time will a Service Member obligate monies to hold a prospective price.
Service Provider POC and Contact Info / The Service Member and Family Assistance Coordinator (if utilized) will determine the Point of Contact (POC) for the particular service provider, ideally a manager, owner, or other responsible party capable of authorizing financial decisions and negotiating in good faith with USPFO.
Security / Safety Concerns / The Service Member and Family Assistance Coordinator (if utilized) will confer with the service provider, ensuring that all regulations are met. This is to include safety equipment such as fire extinguishers. The service providermust also provide administrative items such as a business license and certification from the State Board of Health if requested by United States Property and Fiscal Office (USPFO).
Logistical Concerns / The Service Member and Family Assistance Coordinator (if utilized) will confer with the service provider, noting concerns such as distance to event, limitations on service provider personnel, waste disposal, extra costs, suspense dates for changing, and any other item that will cause difficulty in providing the contracted service.
Miscellaneous / The Review Team will include here anything not included above that could have an effect on the unit or the proper execution of the mission at hand.

Checklist

Catering

Items / Remarks
Unit Coordinating Event: ______
Address of Coordinating Unit: ______
Service Member Conducting Recon: ______
Service Member Contact Info (Phone # and Email): ______
FRP Region: ______
Event Date: ______
Date of Recon: ______
Family Assistance Coordinator Assisting (optional): ______
Contact Info: ______
Service Provider: ______
Address: ______
Will the organization accept the per diem rate as specified? Yes or No (circle one)
Projected Total Cost Per Meal (Head):
______
Identify POC and contact information – specific to cost for utilizing this service provider:
Name: ______
Title: ______
Phone: ______
Email: ______
Are there any safety/security concerns in using this service provider? Yes or No (circle one)
If yes, please describe in detail:______
______
Are there logistical concerns, such as limits on distance, personnel, etc? Yes or No (circle one)
If yes, please describe how this will be rectified at the unit level:______
______
Other issues of importance related to using this service provider:______
Service Provider Selection Requirements
Accommodates meal window
Accommodates an adequate number of Family Members plus Service Members (as specified in the 3953.)
Either familiar with event location or provided directions to venue
Service provider must provide napkins, plates, cutlery, etc. (extra expenses must be noted on first page)
Service provider is responsible for providing adequate personnel (i.e. neither Family Members nor Service Members are to assist in food preparation/serving)
Service provider is responsible for transportation of items, set-up of equipment, and disposal of garbage
Unit is responsible for ensuring that service providers maintain the level of professionalism required at ARNG events.
Unit must ensure either that service providers accept Perdiem rate before submission or that any discrepancies are noted on first page
Service provider must provide all necessary safety equipment (i.e. fire extinguishers, gloves, etc.)
Service provider must provide final documentation regarding contracted rooms at completion of event (minus relevant PII) – this information will be forwarded to J1 office for record-keeping.
Service provider must provide beverages, napkins, and cutlery with meal
Unit is responsible for ensuring that service provider is vetted of all necessary documentation (certification from Health Board, Business License, etc.) before submission

Guide

Lodging

Unit Coordinating Event / In most circumstances, the unit hosting the event will coordinate the event. In combined events (i.e. more than one unit), either higher HQ will coordinate or the J1 Mob/Plans office will identify a coordinating unit.
Address of Coordinating Event / This is the location of the unit. Do not include personal addresses or commercial addresses (such as the address of the event location.)
Service Member Conducting Recon / A Service Member must conduct all recons, preferably the Readiness NCO or equivalent full-time personnel with authority to make decisions regarding unit business.
Service Member Contact Info / The POC for all questions concerning the Venue will be the Service Member conducting the recon. The Service Member must include a valid email address.
Family Readiness Program Region / The State is divided into Family Readiness Program Regions. Any Service Member conducting a review will determine which region his/her particular unit falls into, and note it here. This information will determine which Family Assistance Coordinator the unit contacts for assistance.
Event Date / This is the date that the unit will conduct the event. For events which will last more than one day, list the span in which the event occurs (i.e. 4-5 May 2009, 14-17 August 2009, etc.) Include the year as well as day/month.
Date of Recon / This is the date that the recon was conducted. If the POC visited the venue on more than one occasion, list all dates in which a recon was conducted in chronological order.
Family Assistance Coordinator Assisting Recon / The assistance of the Family Assistance Coordinator is optional for this recon. Their assistance will reduce the possibility of discrepancies arising from communication with commercial service providers. The Family Assistance Coordinator is also an advocate for families, and will view the service provider from that vantage point rather than from the Service Member’s.
Contact Info / If assisting, the Family Assistance Coordinator individual assisting the recon will provide their information in this block.
Service Provider / This is of the service provider considered for service. Units will include both the name of the location and the name of the business under which payments are received.
Address / This is the mailing address of the venue; if the service providerrequires payments be sent to another location, the Service Member will include both addresses, with the mailing address listed as such.
Service Provider Costs
(Potential Total Cost) / The per-head reimbursement rate permitted for this service provider is the per diem rate. Service Members will determine this rate prior to conducting recon, and will ensure that all service providers submitted for consideration accept the per diem rate. The per diem rate does not include tax. The Service Member will itemize all potential costs, including tax, and will enter this onto the 3953 submitted for approval, in addition to this form. At no time will a Service Member obligate monies to hold a prospective price.
Service Provider POC and Contact Info / The Service Member and Family Assistance Coordinator (if utilized) will determine the POC for the particular service provider, ideally a manager, owner, or other responsible party capable of authorizing financial decisions and negotiating in good faith with USPFO.
Security/Safety Concerns / This is not an area to discuss with the management of the venue. The Service Member and Family Assistance Coordinator will scout the facility, noting concerns such as missing handicap access, poor (potentially unsafe) location, or any other unsavory attributes.
Housekeeping / As with Security/Safety, this is also not an area to discuss with management. The Recon Team will view the both the best and the worst room (as determined by the management) within the facility. The team will pay special care to filth, insect / rodent evidence, and the general condition of the building. At no time will a service provider be considered that does not conform to minimum standards of cleanliness.
Miscellaneous / The Recon Team will include here anything not included above that could have an effect on the unit or the proper execution of the mission at hand.

Checklist

Lodging

Items / Remarks
Unit Coordinating Event: ______
Address of Coordinating Unit: ______
Service Member Conducting Recon: ______
Service Member Contact Info (Phone # and Email): ______
FRP Region: ______
Event Date: ______
Date of Recon: ______
Family Assistance Coordinator Assisting (optional): ______
Contact Info: ______
Service Provider: ______
Address: ______
Will the organization accept the per diem rate as specified? Yes or No (circle one)
Projected Total Cost Per Room:
______
Identify POC and contact information – specific to cost for utilizing this service provider:
Name: ______
Title: ______
Phone: ______
Email: ______
Are there any safety/security concerns in using this service provider? Yes or No (circle one)
If yes, please describe in detail:______
______
Are there logistical concerns, such as distance to event, parking fees, etc? Yes or No (circle one)
If yes, please describe how this will be rectified at the unit level:______
______
Other issues of importance related to using this service provider:______
Service Provider Selection Requirements
Accommodates arrival/departure times
Accommodates an adequate number of Family Members plus Service Members (as specified in the 3953.)
Either accessed and found by participants who are not familiar with local area
MUST be handicapped accessible
No multiple stairway entries
Available parking (parking fees must be disclosed at top of form)
Events that could tarnish the image of the ARNG must not be occurring within the hotel on the date of event.
Facility must accept per diem rate
Unit must inform Family Members requiring lodging of those items excluded from reimbursement (i.e. pay-per-view movies, room service, spa treatments, etc.)
Location must provide final documentation regarding contracted rooms at completion of event (minus relevant PII) – this information will be forwarded to J1 office for record-keeping.
Option – Does location offer continental breakfast?
Option – Does location offer accommodation for recreation, particularly for children (i.e. play area, pool, etc.)?