2 FAM 1430
OFFICIAL VISITS AND ENTERTAINMENT
(CT:GEN-412; 07-16-2013)
(Office of Origin: S/CPR)
2 FAM 1431 APPLICABILITY
(CT:GEN-412; 07-16-2013)
(State Only)
This regulation governs all arrangements for state visits
and official visits, including representation events held in Washington, DC and
in other U.S. locations. It does not apply, however, to entertainment for
international conferences held in Washington, DC or to routine entertainment by
Department officials below the rank of the Secretary of State. These
activities are governed by the Domestic Representation Guidelines (published by
the Bureau of the Comptroller and Global
Financial Services (see 4 FAM 448.4-1,
General Prohibitions and Exceptions) issued by the Under Secretary for
Management.
2 FAM 1432 REQUESTS FOR ENTERTAINMENT
2 FAM 1432.1 Submission of Request
(CT:GEN-412; 07-16-2013)
(State Only)
Officers of the Department who desire to arrange for
official entertainment must submit their requests by an action memorandum to
the Secretary, signed or approved by a Department officer of rank not below
that of Deputy Assistant Secretary of State. Clearances are required by the
Office of the Under Secretary for Management (M) and the Bureau of the Comptroller and Global Financial Services (CGFS).
2 FAM 1432.2 Responsibility of the
Office of the Chief of Protocol
(CT:GEN-321; 11-08-2005)
(State Only)
The Office of the Chief of Protocol (see 1 FAM 024) must
consult with the interested offices and must make all necessary arrangements
for the functions, including the issuance of invitations, locations, seating,
and other physical and financial arrangements.
2 FAM 1433 TRAVEL OF RANKING FOREIGN
OFFICIALS TO THE UNITED STATES
2 FAM 1433.1 Limitations on
Issuance of Invitations
(CT:GEN-360; 07-09-2009)
(State Only)
Do not make offers or commitments of any kind to
representatives of other governments with respect to official visits without
specific authorization from the Office of the Secretary.
2 FAM 1433.2 Requests for
Authorization
(CT:GEN-360; 07-09-2009)
(State Only)
Clear all requests to the Office of the Secretary for
approval of official visits to the United States of ranking foreign officials
with the Under Secretary for Political Affairs, the Assistant Secretary for
Administration, and the Chief of Protocol. Submit requests for clearance of
changes in the schedule of any approved visit to the Under Secretary for
Political Affairs and the Chief of Protocol.
2 FAM 1433.3 Information on
Arrivals and Departures
(CT:GEN-321; 11-08-2005)
(State Only)
Officers of the Department must inform the Under Secretary
for Political Affairs and the Chief of Protocol of possible or impending visits,
official or otherwise, and of anticipated arrivals of ranking foreign officials
and other distinguished visitors to this country. Officers must also furnish
the Chief of Protocol with any advance information on a proposed transfer or
retirement of a chief of a foreign diplomatic mission, especially the probable
date of final departure from Washington, DC.
2 FAM 1434 ARRANGING FOR OFFICIAL
ENTERTAINMENT
2 FAM 1434.1 Responsibilities of
the Chief of Protocol
(CT:GEN-360; 07-09-2009)
(State Only)
The Office of the Chief of Protocol (see 1 FAM 024) will
arrange official entertainment, as prescribed in section 1434. The Chief of
Protocol is also responsible for maintaining and operating Blair House, the
Presidents Guest House.
2 FAM 1434.2 Entertainment by the
Secretary and the Acting Secretary
(CT:GEN-360; 07-09-2009)
(State Only)
a. Entertainment by the Secretary or Acting Secretary
in honor of distinguished foreigners, or, in special cases, for U.S. officials,
is held in the Diplomatic Reception Rooms, Blair House, the Presidents Guest
House, and at hotels or at other designated places as desired by the host. The
type of entertainment is decided by the host and can be done in various
formats, such as breakfast, lunch, tea, dinner, or a reception with or without
music.
b. The James Madison Room is available for small
functions limited to 20 guests and is for the exclusive use of the Secretary or
Acting Secretary. Make requests for this type of official function in the form
of an action memorandum addressed to the Secretary, per the guidelines
prescribed in section 2 FAM 1434.6.
The Office of Protocol will be responsible for the arrangements and payment of
services provided by a caterer or other vendors, as required.
c. The Presidents Guest House (Blair House) may be
used for official entertaining by the Secretary and Acting Secretary for seated
functions limited to 70 guests or for receptions of 300 or fewer.
d. This facility is also available for the Vice
President or other Cabinet Secretaries to use.
2 FAM 1434.3 Entertainment by the
Deputy Secretaries, Under Secretaries, Assistant Secretaries, or Equivalent
(CT:GEN-360; 07-09-2009)
(State Only)
a. In order to maintain the prestige of the
entertainment, the host or hostess, wherever possible, must be an Assistant
Secretary or an officer of equivalent or higher rank. Deputy assistant
secretaries may be hosts at luncheons when especially strong justification is
shown. Distinguished foreigners and those U.S. citizens who occupy key
positions in international organizations or in organized advisory groups may be
principal guests when they are of importance in terms of their participation or
interest in attaining the foreign policy or program objectives of the United
States. All entertainment provided for under this section must be entirely
official, without social implications, and must include, except in special
cases, only working personnel on American and foreign sides. Arrangements for
entertainment as described in 2 FAM 1434 will
be organized as follows:
b. In certain hotels and clubs:
(1) Luncheons for more than 16 persons and dinners for
more than 14 persons;
(2) Receptions for more than 175 guests; and
(3) Small luncheons involving 6 or fewer persons, in
the main dining room of a hotel or club.
c. The Benjamin Franklin and Henry Clay Rooms are open
to Assistant Secretaries and above for entertaining. The Robert Livingston
room is the official dining room for the Deputy Secretaries and is available
only to others with his or her approval. The James Buchanan, Martin Van Buren,
and Daniel Webster rooms are open to any level host for entertaining. These
three rooms are managed by Guest Services Incorporated (GSI), the company that
oversees the Department of State cafeteria.
2 FAM 1434.4 Entertainment by Vice
President of the United States
(CT:GEN-321; 11-08-2005)
(State Only)
In connection with official visits of distinguished
foreigners to the United States, the Chief of Protocol must also arrange the
entertainment prescribed in section 2 FAM 1434.3
when the host is the Vice President of the United States.
2 FAM 1434.5 Entertainment of
Other Principal Guests
(CT:GEN-360; 07-09-2009)
(State Only)
Under unusual and urgent circumstances, it may be in the
national interest to provide entertainment for other principal guests, such as
cabinet secretaries, Members of Congress, or distinguished leaders in a given
field. Make any decision regarding entertainment only after careful
consideration and clearance with the Offices of the Secretary or Acting
Secretary, the Under Secretary for Management, and the Chief of Protocol.
2 FAM 1434.6 Requests for Official
Entertainment
(CT:GEN-360; 07-09-2009)
(State Only)
Submit requests for official entertainment to the Chief of
Protocol for clearance in the form of an action memorandum to the Secretary.
Suggested guest lists, including full names, titles, addresses, and telephone
numbers, should accompany this memorandum. Keep the number of Departmental
officers included in the guest list to a minimum, Departmental officers
included in the guest list to a minimum, and, in any event, do not exceed 50
percent of the total.
2 FAM 1435 THROUGH 1439 UNASSIGNED