6 FAM 1030
DIPLOMATIC RECEPTION ROOMS
(CT:GS-216; 03-05-2019)
(Office of Origin: A/OPR/GSM)
6 FAM 1031 SCOPE AND AUTHORITY
6 FAM 1031.1 Policy
(CT:GS-101; 02-11-2003)
a. It is the policy of the Department of State to
provide for the conservation and use of its Diplomatic Reception Rooms and
their contents in a responsible and consistent manner.
b. The following criteria provide for the
administration and conservation of the Diplomatic Reception Rooms and their
contents while providing that all use of these rooms must meet the requirements
stated in this subchapter and not interfere with the operation of the
Department of State.
6 FAM 1031.2 Scope and
Applicability
(CT:GS-101; 02-11-2003)
a. These policies and procedures apply to specifically
designated rooms (as defined in 6 FAM 1031.4)
of the Department of State located in the Department of State headquarters
building at 2201 C Street, North West, Washington, DC.
b. The policies and procedures for use of the
Departments Diplomatic Reception Rooms apply to Federal and private
organization users.
6 FAM 1031.3 Responsibilities
(CT:GS-101; 02-11-2003)
The Bureau of Administration, Office of Operations, Office
of General Services Management (A/OPR/GSM), administers this program.
Hereinafter in this regulation, either the office symbol or the shortened form,
General Services Management, will be used to identify the office whose
primary role it is to interpret and implement these regulations.
6 FAM 1031.4 Definitions
(CT:GS-101; 02-11-2003)
a. Approved caterers list: A/OPR/GSM maintains the
approved caterers list. Both the Office of the Chief of Protocol (S/CPR) and
A/OPR/GSM must approve caterers.
b. Diplomatic Reception Rooms: The Diplomatic
Reception Rooms on the eighth floor of the Department of State building are a
part of the reception areas as defined in section 41(c) of the State Department
Basic Authorities Act of 1956, as amended. These rooms were designed to accommodate
diplomatic functions but may be used for other official purposes of the U.S.
Government under the guidelines set forth in this subchapter. They are not
public use areas mainly because of their unique character and the value of
their furnishings. They are respectively named the:
(1) John Quincy Adams Room (drawing room);
(2) Thomas Jefferson Room (reception room);
(3) Benjamin Franklin Room (State dining room); and
(4) Henry Clay Room (reception and/or dining room).
6 FAM 1031.5 Authorities
(CT:GS-132; 07-22-2004)
The authorities for this subchapter can be found in:
(1) State Department Basic Authorities Act of 1956, as
amended, Sections 1 and 41 (22 U.S.C. 2651a and 2713);
(2) Foreign Affairs Reform and Restructuring Act of
1998;
(3) Office of Management and Budget (OMB) Circular
A-25; and
(4) 22 U.S.C. 2726.
6 FAM 1032 PRECEDENCE AND SPONSORs
(CT:GS-101; 02-11-2003)
a. For the purposes of this section, sponsored by an
official means hosted and attended by that official.
b. The order of precedence (and authorized sponsors)
for the use of these areas is:
(1) An official function sponsored by the President,
the Vice President, or the Secretary of State;
(2) An official function incident to the visit of a
chief of state or head of government;
(3) An official function incident to an international
conference in which the U.S. Government participates, as host or delegate, and
coordinated by the Bureau of International Organization Affairs (IO);
(4) An official function sponsored by an official in 6 FAM 1032,
subparagraph (b)(1), the Deputy Secretary of State, an Under Secretary of
State, an Assistant Secretary of State or a Department of State officer of
equivalent rank. The Deputy Assistant Secretary for Operations (A/OPR) must
approve all requests for the use of the Diplomatic Reception Rooms made under
this section (see 6 FAM Exhibit 1032A);
(5) An official function cosponsored by an official
under 6 FAM 1032,
subparagraphs b(1) or b(4), and a private organization when the function is of
direct and immediate interest to the Department, as determined in writing by
the sponsoring official, in consultation with the Office of the Assistant Legal
Adviser for Employment Law (L/EMP). The Assistant Secretary for Administration
must approve all requests for the use of the Diplomatic Reception Rooms made
under this section. Requests to this individual must state that the function
is of direct and immediate interest to the Department (see 6 FAM Exhibit 1032B
for a sample request);
(6) An official function sponsored by the Director of
the Diplomatic Reception Rooms (M/FA) in furtherance of M/FAs mission, after
consultation with the Office of the Assistant Legal Adviser for Employment Law;
(7) An official function of another Department of the
U.S. Government when sponsored by the head of the Department or by the
Secretaries of the Army, Air Force, Navy; Commandants of the Marine Corps or
Coast Guard; or the Chair, Joint Chiefs of Staff (see 6 FAM Exhibit 1032C);
(8) An official function of an independent agency, an
agency of the Executive Office of the President, or of a quasi-official agency
when sponsored by the head of that agency. The function must be consistent
with U.S. Government interests and must be expressly authorized in writing by
the sponsoring official, in consultation with the Office of the Assistant Legal
Adviser for Employment Law. The Assistant Secretary for Administration must
approve all requests for use of the Diplomatic Reception rooms made under this
section (see 6 FAM Exhibit 1032C);
(9) An official function of an international
organization, in which the United States has official representation, when
sponsored by the head of the organization;
(10) An official function of an international
organization in which the United States has an official interest but does not
have official representation, when sponsored by the head of the organization;
and
(11) A function co-sponsored by an official as
identified in 6
FAM 1032, subparagraphs b(1), b(4), b(7) or b(8) and by a private
organization when the co-sponsoring official has determined that the function
is affiliated with, or in support of, official U.S. Government business, but
the function does not fall within the meaning of 6 FAM 1032,
subparagraph b(5). Such functions must be expressly authorized in writing by
the sponsoring official, after consultation with the Office of the Assistant
Legal Adviser for Employment Law. The Assistant Secretary for Administration
must approve all requests for use of the Diplomatic Reception rooms made under
this section (see 6 FAM Exhibit 1032D).
c. All functions are subject to preemption.
6 FAM 1033 CONDITIONS FOR USE
(CT:GS-157; 04-30-2008)
a. Persons making use of the Diplomatic Reception Rooms
must adhere to security requirements prescribed by the Bureau of Diplomatic
Security (DS).
b. Pursuant to Section 54 of the Foreign Affairs Reform
and Restructuring Act, the Department is authorized to charge a fee for use of
the Diplomatic Reception Rooms. User charges are based on a flat rate
calculated in accordance with OMB Circular A-25. These fees must be received
at least two weeks prior to the event.
c. A flat rate fee will not be charged for those
functions listed in 6 FAM 1032,
subparagraphs b(1)b(6). However, officials sponsoring such functions must
make arrangements to cover the costs of contract services required to support
functions held during regular business hours and costs incurred for functions
held outside regular business hours (e.g., costs for caterer, manager,
interpreters, elevator operators, elevator mechanics, engineers, support
personnel, audio-visual production specialists, photographers,
heating/ventilation/air conditioning).
d. Uniformed protection officer costs are separate and
are billed by the Bureau of Diplomatic Security.
e. Any co-sponsoring private organization or
sole-sponsoring Department or agency is responsible for damage to, or loss of,
furnishings, objects of art, or other property resulting from the use of the
Diplomatic Reception Rooms by the sponsor or its guests, and any co-sponsoring
private organization may be required to take out appropriate insurance.
f. It is the policy of the Department that, to the
extent possible, all beverages served in the Diplomatic Reception Rooms be of
U.S. origin. It is the responsibility of the sponsor(s) to ensure that this
policy is observed.
g. Only one caterer per day may have use of the eighth
floor kitchen, and priority access to the loading dock is given to the eighth
floor caterer of the day. Exceptions to this rule will only be considered for
events sponsored by the President, the Vice-President, or the Secretary of
State. The U.S. Government sponsor(s) must check with A/OPR/GSM before
contracting with a caterer. The sponsor(s) paying for the function in the
Diplomatic Reception Rooms is responsible for arranging for catering services
and for payment of any costs associated with catering services. Caterers
selected must be among those listed on the approved caterers list and must meet
security requirements as prescribed by the Bureau of Diplomatic Security (DS).
h. The following limitations and/or restrictions on the
number of persons to be invited to functions in the Diplomatic Reception Rooms
must be observed (including, but not limited to, guests, support personnel,
catering personnel, security, and entertainment). The following complies with
General Services Administration fire safety criteria:
|
Receptions, luncheons, and dinners using only the
Jefferson Room
|
80
|
|
Receptions using the Franklin Room
|
375
|
|
Luncheons and dinners (seated) in the Franklin Room when
cocktails precede dinner and balcony not available
|
250
175
|
|
Buffets in the Franklin Room
|
225
|
|
Luncheons or dinners in the Clay Room
|
22
|
|
Receptions in the Clay Room
|
40
|
i. Limitations on dates and/or times:
(1) Receptions: Two and a half hours maximum (between
4:00 p.m. and 10:00 p.m.);
(2) Dinners: Three hours maximum (between 4:00 p.m.
and 10:00 p.m.);
(3) Luncheons: Two and a half hours maximum (between
11:45 a.m. and 2:30 p.m.);
(4) Breakfasts: One and a half hour maximum (between
7:00 a.m. and 9:00 a.m.);
(5) Swearing-in, retirement, and award ceremonies:
One hour maximum (usually 12:00 p.m. or 4:00 p.m. for swearing-in and award
ceremonies); and
(6) No weekend or holiday functions, with the
exception of functions hosted and attended by the President, Vice President,
the Secretary of State, or as authorized by the Assistant Secretary of State
for Administration.
j. No food or drinks are allowed in the John Quincy
Adams Drawing Room, unless the function is hosted and attended by the
President, Vice President, or the Secretary of State.
k. The limitations for all other types of functions are
to be discussed with A/OPR/GSM before proceeding with a guest list and before
any final arrangements are made with the caterer.
l. All luncheons and dinners must be held in the
Benjamin Franklin or Henry Clay Rooms, with the exception of functions hosted
by the President, the Vice President, or the Secretary of State, who may use
the Thomas Jefferson Room.
m. If scheduled functions are canceled for any reason,
the sponsor must immediately release the rooms by calling A/OPR/GSM.
n. No fund raising or profit making activities are to
be conducted as part of any event held in the Diplomatic Reception Rooms.
Accordingly, no admission fee is to be charged or collection taken for
attendance at a function in the Diplomatic Reception Rooms that is greater than
that required to defray the expenses for the function. In addition, no such
fees may be collected on Department of State premises.
o. Attendance at any function shall be by invitation
only and invitations shall be extended in the name of the U.S. Government
sponsoring official, whose name shall appear first on the invitation, and may
also include the name of any private organization co-sponsoring the event (see
6 FAM Exhibit 1033B). Invitations shall be restricted to an established guest
list, and not issued as a general solicitation. Invitations shall be approved
by the Office of General Services Management (A/OPR/GSM) at the Department of
State prior to being sent out to guests. A draft copy shall be faxed to (202)
647-0718; Attention: Diplomatic Reception Rooms Coordinator. The Department
of State seal shall be used on invitations for functions co-sponsored by a
Department of State official (see 6 FAM Exhibit 1033A).
p. The sound system in the Diplomatic Reception Rooms
may only be used for voice amplification. Musicians must provide their
own amplification, if necessary. Music volume may be limited so as not to disturb
other building residents.
q. Dancing (including dance troupes) is not permitted
in the Diplomatic Reception Rooms.
r. Failure to comply with any of the requirements in 6 FAM 1030 may
result in cancellation of the function and restrictions on future use of the
Diplomatic Reception Rooms by the U.S. Government sponsoring official or the
private organization.
6 FAM 1034 INELIGIBLE FUNCTIONS
(CT:GS-157; 04-30-2008)
Ineligible functions are:
(1) Meetings, except those hosted and attended by the
President, the Vice President, or the Secretary of State;
(2) Press and/or media activities (to include filmed
or videotaped interviews, pull-aside interviews, camera sprays, press
walk-ups, etc.), except those for the President, Vice-President, or
Secretary of State, who may conduct such activities in the Ben Franklin Room,
the Henry Clay Room, the James Monroe Room and the James Madison Room. Pooled
press coverage of a scheduled function is an eligible activity in the Ben
Franklin Room only.
(3) Functions of lobbying organizations;
(4) Functions conducted directly or indirectly for
profit;
(5) Functions of fraternal or social organizations,
alumni associations, et cetera;
(6) Functions that have a partisan, political,
sectarian, or similar nature or purpose;
(7) Functions where attendance is restricted on the
basis of race, religion, sex, national origin, age, or disabling condition; and
(8) Functions of a personal nature, such as private
parties or other social events which are not affiliated with, or in support of,
official U.S. Government business.
6 FAM 1035 APPLICATION TO USE
(CT:GS-101; 02-11-2003)
a. The sponsoring office must first contact the Office
of General Services Management at (202) 647-3695 to determine the availability
of the Diplomatic Reception Rooms. Once availability is determined, a formal
request must be made in writing.
b. Formal requests to use the Diplomatic Reception
Rooms must be made in writing by the U.S. Government sponsor, as identified in 6 FAM 1032
(except for reservations made on behalf of the President, the Vice President,
or the Secretary of State, which may be made orally by the Office of the
Secretary or the Office of the Chief of Protocol) normally three weeks in
advance, to the Deputy Assistant Secretary for Operations, U.S. Department of
State, A/OPR, Room 1417, Washington, DC 20520. Formal requests under 6 FAM 1032,
subparagraphs b(5), b(8) or b(11), must be made in writing to the Assistant
Secretary for Administration (A). All other applications must be made in
writing to the Deputy Assistant Secretary for Operations (A/OPR).
c. All requests for use must meet the requirements as
stated in this section. Each request must explain the nature of the event, its
relationship to official U.S. Government business, whether a fee is to be
charged to guests and in what amount, the identity of the paying organization,
and whether the outside organization, if any, has any business pending or
likely to arise before the Department.
d. Requests to use the Diplomatic Reception Rooms must
follow the format outlined in 6 FAM Exhibit 1032A, with the exception of
requests made under 6 FAM 1032,
subparagraph b(5), which should follow the format outlined in 6 FAM Exhibit
1032B. Requests made under 6 FAM 1032,
subparagraphs b(7) and b(8), should follow the format outlined in 6 FAM Exhibit
1032C. Requests made under 6 FAM 1032,
subparagraph b(11), should follow the format outlined in 6 FAM Exhibit 1032D.
e. Requests should include a statement that the other
Department or agency or the co-sponsoring private organization will cover the
cost of using the rooms, as established by A/OPR/GSM under 6 FAM 1033,
paragraphs b and c.
f. Private organizations should also specify the
amount of any fees intended to be charged to attendees by the organization and
a statement that any fees charged are not expected to exceed the amount
required to defray expenses of the function.
g. Until the application is approved and confirmed in
writing by the Bureau of Administration, no walk-through will be scheduled.
6 FAM 1036 DISPOSITION OF FEES
COLLECTED
(CT:GS-132; 07-22-2004)
Amounts received for use of the Diplomatic Reception Rooms
under 6 FAM 1030,
shall be available until expended as authorized under Section 54 of the
Department of State Basic Authorities Act and shall be handled in accordance
with Department collections requirements specified in 4 FAH-3 H-320.
6 FAM 1037 THROUGH 1039 UNASSIGNED
6 FAM 1032 Exhibit A
SAMPLE TEXT OF A RESERVATION REQUEST TO THE DEPUTY ASSISTANT SECRETARY FOR
OPERATIONS (A/OPR)
(CT:GS-101; 02-11-2003)
NOTE: This format has many
variable fill-ins. Explanatory notes for the fill-ins are in parentheses.
(Date)
MEMORANDUM
TO: A/OPR (DAS for Operations)
FROM: (Office symbol and name of Assistant Secretary
or higher-level official within State or other sponsoring U.S. Government
official as identified in 6 FAM 1032)
SUBJECT: Reservation of (Specific Room)
I would like to reserve the (specific room) on (day of
week, month, day) for a (type of event) that I will host and attend I expect
approximately (number of attendees) to attend the (type of event). The (type
of event) will be (function times).
All costs incurred for this event will be covered by
(bureau). No fee will be charged to attendees (or include a statement that any
fees charged are not expected to exceed the amount required to defray expenses
of the function (see 6 FAM 1033,
paragraph n).
A sample invitation will be forwarded to A/OPR/GSM for
clearance upon your approval of this event.
If you need further information, please contact (name) on
(contacts phone number).
Clearance:
L/EMP:
6 FAM 1032 Exhibit B
SAMPLE TEXT OF A RESERVATION REQUEST FROM AN ASSISTANT SECRETARY OR
HIGHER-LEVEL STATE DEPARTMENT OR OTHER AGENCY OFFICIAL
(CT:GS-101; 02-11-2003)
NOTE: This format has many
variable fill-ins. Explanatory notes for the fill-ins are in parentheses.
(Date)
MEMORANDUM
TO: A (A/S for Administration)
FROM: (Office symbol and name of Assistant Secretary
or higher-level official within State or other sponsoring U.S. Government
official as identified in 6 FAM 1032,
subparagraph b(1) or b(4))
SUBJECT: Reservation of (Specific Room)
I would like to reserve the (specific room) on (day of
week, month, day) for a (type of event) that I will host and attend with (name
of organization, if applicable). I expect approximately (number of attendees)
to attend the (type of event). The (type of event) will be (function times).
The (name of private organization) is (describe the
organization). I have determined that U.S. policy interests in (state the U.S.
interests) will be directly and immediately served by my hosting this event
because (describe how the event will be of direct and immediate interest to the
Department in as much detail as possible).
All costs incurred for this event will be covered by (name
of organization, if applicable). No fee will be charged to attendees or
include a statement that any fees charged are not expected to exceed the amount
required to defray expenses of the function (see 6 FAM 1033,
paragraph m).
A sample invitation will be forwarded to A/OPR/GSM
clearance upon your approval of this event.
If you need further information, please contact (name) on
(contacts phone number).
Clearance:
L/EMP:
6 FAM 1032 Exhibit C
SAMPLE TEXT OF A RESERVATION REQUEST FROM HEAD OF AN AGENCY
(CT:GS-101; 02-11-2003)
NOTE: This format has many
variable fill-ins. Explanatory notes for the fill-ins are in parentheses.
(Date)
MEMORANDUM
TO: A (A/S for Administration)
FROM: (Head of Agency as identified in 6 FAM 1032,
subparagraph b(7) or b(8))
SUBJECT: Reservation of (Specific Room)
I would like to reserve the (specific room) on (day of
week, month, day) for a (type of event) that I will host and attend for (name
of agency). I expect approximately (number of attendees) to attend the (type
of event). The (type of event) will be (function times).
I have determined that U.S. Government interests in (state
the U.S. interests) will be served by my hosting this event.
All costs (including the fee for the use of the room)
incurred for this event will be paid for by (Agency). (No fee will be charged
to attendees or include a statement that any fees charged are not expected to
exceed the amount required to defray expenses of the function (see 6 FAM 1033,
paragraph m).
A sample invitation will be forwarded to A/OPR/GSM for
clearance upon your approval of this event.
If you need further information, please contact (name) on
(contacts phone number).
Clearance:
L/EMP:
6 FAM 1032 Exhibit D
SAMPLE TEXT OF A RESERVATION REQUEST FOR A PAID AND CO-SPONSORED EVENT
(CT:GS-101; 02-11-2003)
NOTE: This format has many
variable fill-ins. Explanatory notes for the fill-ins are in parentheses.
(Date)
MEMORANDUM
TO: A (A/S for Administration)
FROM: (Office symbol and name of Assistant Secretary
or higher-level official within State or other sponsoring U.S. Government
official as identified in 6 FAM 1032,
subparagraph b(1), or b(4), or b(7), or b(8))
SUBJECT: Reservation of (Specific Room)
I would like to reserve the (specific room) on (day of
week, month, day) for a (type of event) that I will host and attend for (name
of organization, if applicable). I expect approximately (number of attendees)
to attend the (type of event). The (type of event) will be (function times).
The (name of private organization) is (describe the
organization). I have determined that this function is (affiliated with or in
support of) official U.S. Government business because (describe why this event
is affiliated with or in support of official U.S. Government business in as
much detail as possible).
All costs incurred for this event will be covered by (name
of organization, if applicable). No fee will be charged to attendees or
include a statement that any fees charged are not expected to exceed the amount
required to defray expenses of the function (see 6 FAM 1033,
paragraph o). (Name of private organization) has agreed to pay the fees for
this event, including the fee for use of the room (see 6 FAM 1033,
paragraphs b and c).
A sample invitation will be forwarded to A/OPR/GSM for
clearance upon your approval of this event.
If you need further information, please contact (name) on
(contacts phone number).
Clearance: L/EMP:
6 FAM 1033 Exhibit A
SAMPLE INVITATION OF A DEPARTMENT OF STATE-SPONSORED FUNCTION
(CT:GS-101; 02-11-2003)
Blind Embossed
Great Seal
John E. Doe
Under Secretary of State
for Economic Business and Agricultural Affairs
and
XYZ Council of International XYZ
request the pleasure of your company
at a luncheon
on Wednesday the twelfth of November
at twelve‑thirty o'clock
Kindly respond by November 1st
202-647-xxxx
The Benjamin Franklin Room
Department of State
Twenty-second and C Streets, Northwest