Villages Honor Flight

Squad Leader’s Guide


TABLE OF CONTENTS

Purpose / 2
Introduction / 4
I Squad LeaderRole and Responsibilities / 4
II Pre-Flight RequirementsActivities / 69
First Preflight Meeting / 6
In between / 7
Second Preflight Meeting / 7
Appendices
A-1 VHF Organization / 9
A-2 Preparing for a Mission / 10
A-3 Typical Itinerary / 15
A-4 Squad Movement on the Mall / 17
B-1B-1 Transportation Issues / 18
B-2 Squad Event / 19
C-1 Flight Crew / 20
C-2 Managing Your Squad / 21
D Sound Off / 22
E Initial Conversation With Your Guardians / 23
F Key Forms and Documents / 24
B-2 Squad Event / 27

Purpose of this Squad Leader’s Guide

This guide serves several purposes

1Provide information on the roles and responsibilities of a Squad Leader

2Provide additional information on Villages Honor Flight(beyond what is provided in the Guardian’s Guide)

2.1VHF Organization
2.2Flight Planning
2.3Preflight activities / 2.4Flight day activities
2.5A typical itinerary
2.6Special events

2.1VHF Organization

2.2Flight Planning

2.3Preflight activities

2.4Flight day activities

2.5A typical itinerary

2.6Special events

It is expected that a new squad leader will read through this guide and the Guardians Guide carefully before the first preflight meeting and then use it as a reference for the rest of the mission. All squad leaders will attend a Squad Leader Orientation prior toat the first preflight meeting. Squad leaders will also meet for one half hour before preflight meetings.

Do Not Share With Vets

There are some sections in this guide that should not be shared with vets. These are activities (mostly flight events) that should be a surprise to the vets. The items are marked {Do Not Share With Vets}
Introduction

For a description of the Honor Flight network, Villages Honor Flight and various definitions used by Villages Honor Flight, please see the Guardians Guide.

The Honor Flight Network (HFN) is a national initiative that arranges for war-service[1] US Armed Forces Veterans to visit Washington, D.C. memorials free of all charges. HFN consists of local “hubs” that are staffed by volunteers who arrange for and carry out trips from their respective geographical areas to the D.C. Veteran Memorials and back. The relationship between HFN and individual hubs is quite loose with most hubs being independent, incorporated organizations.

Villages Honor Flight, Inc (VHF) is the local hub that serves the Florida counties of Lake, Marion, Sumter, Citrus and Hernando, and some of the immediate surrounding areas. It is not formally affiliated with The Villages, the retirement community.

The Mission: VHF carries out multiple Honor Flight Missions each year during the spring and fall months. The actual flight to Washington, DC is the key event in the overall Mission which consists of preflight activities, the actual flight and post flight activities.

At present, a given mission consists of 25 veterans, 25 guardians (or escorts) and a flight staff consisting of a Flight Director, a Flight Medical Coordinator, a Photographer, a Mission Executive Officer (MXO) and usually a Special Staff Assistant or Media Representative or VIP

The Team: each veteran is paired up with a guardian and together make up a team. See E of the Guardians Guide for more information on this pairing.

The Guardian is a volunteer who acts as the guide and escort for a specific vet for the entire mission. Most of this document is concerned with the role and responsibilities of guardians.

The Squad: the 25 teams are organized into 5 color-coded squads of 5 teams each

The Squad Leader (SqL): the most experienced guardian (escort) in the squad is the Squad Leader who is in charge of the squad. Appendix B of the Guardians Guide has some additional information on the Squad Leader and the SqL’s duties

The Squad Medic (SqM): each squad consists of at least one guardian who is also a trained medical professional and is designated as the Squad Medic. Appendix B of the Guardians Guide has more information on the Squad Medic and the SqM’s duties

I Squad Leader Requirements and SqL Role

I-1 Requirements to be a Squad Leader:

  1. Squad Leaders are also guardians so all Guardian Requirements as listed in Section I-1 in the Guardians Guide and on pages 1 and 2 of the Guardians Application apply
  2. Squad leaders must be experienced guardians, i.e., they must have flown as a guardian on at least one previous VHF flight
  3. Each squad leader is asked after the flight which guardians might make good future squad leaders. The Flight Crew for a given flight will ultimately determine the squad leaders for their flight

I-2 Role of the Squad Leader Duties::

Prior to First Preflight Session

Squad leaders will be selected, contacted and will have agreed to be a squad leader at least one week before the first preflight meeting[2]. Squad leaders will be asked to perform certain duties prior to the first preflight session:

1Discuss with the Flight Director or MXO or Master Squad Leader the need and utility of a Mentor Guardian[3]or Master Squad Leader to work with them during the mission. If the SqL desires, and sufficient Mentor Guardians or Master Squad Leader are available, one aMentor Guardian will be assigned to that squad for the mission. An alternative is for the SqL to work with other experienced guardians in his/her squad (if available)

1

2Contact each guardian in their squad (list will be provided) to briefly talk with them (introductions)

2.1Any new guardian will have attended a Welcome to VHF session at which they will receive a copy of the Guardian’s Guide. These sessions will be held at least two weeks before any first preflight meeting. Encourage the guardian to read the Guardian’s Guide before the first preflight meeting. This is important because “training” at preflight meetings will assume that each guardian has already read the Guardian’s Guide

2.2Explain to the guardian that he/she will have been matched up with a vet prior to the first meeting. The matching process considers:

2.2

2.2.1gender

2.2.2service branch if the guardian is also a vet

2.2.3physical ability (200 pound vets who will be in a wheelchair most of the day need a husky guardian)

medical background of the guardian (we try to match vets who are quite sick with a guardian who has some medical background)

2.2.4

2.2.5location: itf may be beneficial if the vet and guardian lives in the same general area

2.3assure the guardianvet that if he/she is uncomfortable with their vet, we will try to remedy that – but they must tell us

2.4answer any preliminary questions the guardian might have

Out-of-Town Guardians (OOTG):

Most guardians will be local, will live no more than an hour away and will be able to attend preflight sessions. Some guardians will notare not local and could reside hundreds or even thousands of miles away. For flights with two preflight meetings, all guardians will be required to attend the first preflight meeting. On a case-by-case basis, VHF may allow guardians from “out of town”, where the cost and logistics of preflight events are a burden, to skip the 2nd preflight meeting. Only extremely unusual circumstances and family members (of the vet) will be considered. For flights with a single preflight meeting, all guardians are required to attend the single preflight meeting.

Each SqL will be told if any guardian in their squad is an OOTG. If the OOTG and has been approved to not attend PF#2:

1the SqL will will be asked to discuss with the OOTG how last minute information and training (normally presented at the 2nd preflight meeting) will be done

2. The SqL should arrange for a one-on-one session with the OOTG at least 24 hours before the flight at which any final “training” will be done, final questions discussed, etc.

13This session will normally be conducted jointly by the SqL and the Master Squad Leader or MXO or Flight Director

Pre-Flight Activities

Squad Leader Training

1All new squad leaders and SqLs who have not flown in over 12 months will attend the Squad Leader training session to be held approx a week before PF1

2At that meeting, we will

2.1Review the responsibilities of the SqL which are described in this guide

2.2Identify anything new

2.3Answer any questions

13
First Pre-Flight Meeting (PF1)

1Squad Leader Briefing

1.1Squad Leaders will be asked to arrive at PreFlight meetings 30 minutes early for a short session with the Flight Director or MXO or Master SqL Leaderand/or MXO and/or Guardian Trainer.. The session will briefly cover SqL duties generally and for the PreFlight session.

1.2The Squad Leader will meet any Stand-In Guardians[4] or Mentor Guardians assigned to their squad (who will also have been asked to arrive early) and sort out how things should work for that squad

2At PF1, the Sql should:

2.1Spend a few minutes to organization his/her squad table before things start.

2.1.1Squad Leaders should plan to arrive a few minutes prior to the Squad Leader meetings that precede the two Pre-Flight meetings. Staff will have placed several stacks of documents on your Squad Table, including itineraries, squad sheets, lists of all veterans, etc. You will find it helpful to sort these documents into 10 stacks, one for each veteran and one for each guardian in your squad. Bring a handful of paperclips with you from home.

2.1.2Paperclip the 10 stacks together and then print the names of each veteranor guardian on the top page of each stack. Pair up the paper-clipped stacks with the names on them into 5 veteran/guardian teams, with the guardian's stack on top, and space them around the table. When making up your stacks, be aware that there will likely be one or two items that are meant for guardians, only. Doing this in advance will assure everyone gets the documents they need, and will eliminate lots of items being left behind on the table. If you find you are "short" of any document, get a copy made at the Rec. Center's office.

2.2ensure that all squad members are at the squad table during relevant times

2.3ensureEnsure that anythe “Admin Problems” e.g., photograph not taken, forms not turned in, etc., for their squad are resolved or there is a clear plan for resolution.

2.4Ensure that each guardian is probing for any special needs the vet might have

1.32.5Lead the discussion about squad activities and problem solving:

1.3.1Ensure that all squad members are at the squad table during relevant times

Ensure that all squad members know that they have a copy of the Contact Data Sheet for the squad in the meeting packets and why that sheet of information is important. Some vets and Guardians do not even look at them.

1.3.2Ensure that teams discuss individual transportation needs to/from events and bring any problems to SqL and, if necessary, to VHF staff. See Appendix B-1 for assistance

1.3.3Ensure that each Guardian is probing for any special needs the vet might have

1.3.4Lead the discussion about squad activities and problem solving:

1.3.52.5.1Explicitly point out contact sheets and why they are important:

  • Lists all members of squad with their email address and phone numbers
  • Lists all members of the Flight Crew
  • Excellent opportunity for SqL to encourage vets and guardians to program key telephone numbers into their cell phones
  • NB: Some vets and Guardians do not even look at them – do not let that happen.
  • discuss individual transportation needs to/from events and bring any problems to SqL and, if necessary, to VHF staff. See Appendix B-1 for assistance
  • Explicitly ask about “admin problems” (item 2 above)
  • Explicitly review transportation and accommodation needs (item 5 above)
  • The squad should meet as a group (including vets’ significant others) at least once between the 1st and 2nd preflight meetings in a social setting. See Appendix B-2 for more info on this most important event
  • Discuss hHow to handle gender problems at restrooms[5]
  • To what degree will the squad stay together at DC venues, e.g., the Mall[6]; see also Appendix A-4 for more information
  • Which wheel chair will be designated the “squad wheel chair” for carrying squad materials (e.g., water, medical supplies, etc.) during time when the squad is walking.
  • If any vet wants his/her own backpack, the vet and guardian need to discuss who carries what.
  1. Explain and practice Sound Off

3Squad leaders will be asked to stay after PF1 to review, with staff and medical: veteran mobility; transportation and any issues revealed during the meeting. Actions plans will be developed

1.4Introduce the Squad Medic and have her/him provide a little background

Explain and practice Sound Off

Between Pre-Flight Meetings

1Follow up with Guardians to ensure that they are communicating with their vet

2Follow up with Squad Medic to ensure that he/she has met with Medical Team

32Ensure that the squad event described in 7.41 (above) actually happens

3Embedded below is an example email that may be helpful summarizing PF activities and upcoming events

Second Preflight Meeting

1All squad leaders will arrive 30 minutes prior to the regular start time to discuss any new issues

2Facilitate discussion around the table (similar to PF#1)

3Ensure that all transportation and lodging issues are resolved

4Squad leaders will be asked to stay after PF2 to review, with staff and medical, veteran mobility, transportation and any issues revealed during the meeting. Action plans will be developed.

Flight Day / Send Off

1Arrive at assembly point 15 minutes before general arrival time for Guardians and Vets

2Ensure that proper materials are laid out on squad table (will be discussed with squad leaders by VHF staff)

3Ensure that each Guardian and Vet get relevant materials (will be discussed with squad leaders by VHF staff)

4Check that everyone has their ID Pouch and their photo ID

5Practice Sound Off

Flight Day / Actual Flight

1Assist in bus unloading and loading by ensuring that squad is paying attention and is loading or unloading in squad order when possible

2Assemble squad to move to designated areas, for example:

2.1After unloading at MCO and moving to restroom break area near Starbucks

2.2Movement into Security

2.3Assembly after Security

2.4Movement to tram

2.5Movement to gate area

2.6Assembling for movement onto aircraft

3Ensure that squad moves as a group if the squad agreed to do that at DC venues

4Oversee designated squad wheel chair if one is used for transport of squad materials

Flight Day / Home Coming

1Unload bus by squad (when possible)

2Get squad to restrooms and then to seats

3Any other items TBD by-squad activities

Post Flight

1A mission debrief will be scheduled for the day after or two days after the flight. The meeting particulars will be announced no later than PF2. The purpose is to review the entire mission (so far) and identify any item needing improvement. This is for flight staff and guardians.

2Guardian Assessment: each squad leader will fill out a guardian assessment form (embedded below) on each guardian in his/her squad. The purpose is several fold:

2.1Identify guardians who are not quite up to the job

2.2Idenfity guardians who did a good job and should be approved if they ask to participate again

2.3Idenfity guardians who should be considered for future squad leader roles

2.4Identify people who should be considered for flight management, e.g., MXO or flight director

2.5Identify holes in our training

The assessment form is embedded below

3Reunion

Appendix A-1:VHF Organization

VHF was formed in July 2011 as an official hub of the Honor Flight Network. The original “flight model” was to fly large charters (70+ vets) a few times each year. By late 2011, over 100 vets had signed up and the first flight target date was April, 2012. In early 2012 it became clear that the organization would not meet the 1st flight date. There were plenty of vets but few guardians had signed up and much of the structure and logistics required to mount a mission was not in place. At that time, VHF “reorganized” and redefined its flight model to be “fly small and fly often”, i.e., fly 25 vets and 25 guardians on commercial flights approx once per month during the spring and fall. VHC incorporated in May, 2012 as a not-for-profit corporation. VHF received 501c3 “certification” in 2013 backdated to May, 2012

VHF presently consists of two separate and distinct entities:

  1. VHF, Inc the FL corporation with a small number of corporate officers
  2. The VHF Community and VHF Club, i.e., the volunteer base that supports VHF, Inc

There is no legal connection between the two.

Long term policy and strategy are set by the Board

The day-to-day operations are handled by the Management Team which presently consists of:

VHF President

Admin, Internal Affairs and Special Projects

Finance

Marketing and Media

Medical Affairs

Operations

Veteran Coordinator

Guardian Coordinator

Preflight Coordinator

Ground Coordinator

Photo/Video Coordinator

Appendix A-2: Preparing for the Mission

An Honor Flight mission requires a substantial amount of time and effort. What the vets and guardians see is just the tip of the ice berg. Each mission goes through a series of stages all aligned with a particular flight date.

  1. Mission Proposal:

Six to twelve months before the actual flight date, the date is proposed (date may be shifted a few days in either direction due to flight costs or other considerations). Flight dates are typically proposed in groups at least 6 months before the earliest flight date. Reservations must be made as soon as the airline opens the flight for reservations because obtaining 55 to 110 seats (depending on mission size) is a bit more difficult than booking one or two. VHF strategy is to have two missions in the spring and two in the fall. Flight date targets are the last Sunday in March and May and the first Sunday in September and November.