UNCLASSIFIED (U)

6 FAM 1030

DIPLOMATIC RECEPTION ROOMS

(CT:GS-252;   01-18-2024)
(Office of Origin:  A/OPR/GSM)

6 FAM 1031  SCOPE AND AUTHORITY

6 FAM 1031.1  Policy

(CT:GS-241;   01-24-2023)

a. The policy of the Department of State is to provide for the conservation and use of its Diplomatic Reception Rooms and their historically significant contents in a responsible and consistent manner.

b. The following policies and procedures provide for the administration and conservation of the Diplomatic Reception Rooms and their contents while providing that all Federal and private sector organizations that use these rooms meet the requirements of this subchapter without disrupting or interfering with Department of State operations.

6 FAM 1031.2  Scope and Applicability

(CT:GS-241;   01-24-2023)

These policies and procedures apply to specifically designated rooms on the eighth floor of the Harry S Truman headquarters building of the Department of State.  The Department designed these rooms to accommodate diplomatic functions but Department bureaus and Federal and private sector organizations may use them for other official purposes of the U.S. Government under the guidelines in this subchapter.  They are not public use or general meeting areas because of their unique character and the value of their furnishings.  For the purposes of this policy, the Diplomatic Reception Rooms are 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 (dining room).

6 FAM 1031.3  Responsibilities

(CT:GS-241;   01-24-2023)

a. The Bureau of Administration, Office of Operations, Office of General Services Management (A/OPR/GSM), administers the Diplomatic Reception Rooms.  Hereinafter in this regulation, A/OPR/GSM will use either the office symbol or the shortened form, “General Services Management,” to identify the office with the primary responsibility to interpret and implement these regulations.

b. Daily management of the Diplomatic Reception Rooms is the responsibility of the Chief of the Diplomatic Reception Rooms (DRR) within the Support Services Division of the Office of General Services Management.  The DRR Chief consults the Office of the Legal Advisor under certain circumstances including those described in 6 FAM 1032, to determine eligibility for using the rooms.  Information about the rooms and their use appears on the Diplomatic Reception Rooms SharePoint site or is available online from the Diplomatic Reception Rooms staff at DiplomaticReception@state.gov.

c.  The Office of Fine Arts (M/FA).  The Director of the Diplomatic Reception Rooms (M/FA) is responsible for furnishing and maintaining the Diplomatic Reception Rooms and offices and reception rooms of the Secretary, Deputy Secretaries, and Under Secretary for Political Affairs.

6 FAM 1031.4  Authorities

(CT:GS-241;   01-24-2023)

The authorities for this subchapter are in the:

(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  ELIGIBLE HOSTS AND ORDER OF PRIORITY FOR using THE DIPLOMATIC RECEPTION ROOMS

(CT:GS-241;   01-24-2023)

For the purposes of this section, an eligible host is an official who will host and attend one of the functions listed below.  All functions are subject to preemption by functions of a higher priority.  The President, Vice President, and Secretary of State have priority to use the Diplomatic Reception Rooms at all times.  The order of priority is:

(1)  An official function that the President, the Vice President, or the Secretary of State hosts;

(2)  An official function that the Department hosts for a visiting chief of state or head of government;

(3)  An official function at an international conference in which the U.S. Government participates, as host or delegate;

(4)  An official function that the Deputy Secretary of State, an Under Secretary of State, an Assistant Secretary of State, or a Department of State officer of equivalent rank hosts.  The Deputy Assistant Secretary for Operations (A/OPR) must approve all requests to use the Diplomatic Reception Rooms;

(5)  A function that an official under 6 FAM 1032, subparagraph (1) or (4), and a private organization host when the Department has a direct and immediate interest which the hosting official determines in writing after consulting with the Office of the Assistant Legal Advisor for Employment Law (L/EMP).  The Assistant Secretary for Administration must approve all such requests to use the Diplomatic Reception Rooms.  The requests must state that the function is of direct and immediate interest to the Department of State;

(6)  An official function that the Director of the Diplomatic Reception Rooms hosts to further the Office of Fine Arts (M/FA) mission, after the Director consults with the Office of the Assistant Legal Adviser for Employment Law;

(7)  An official function that the head of another Department of the U.S. Government or the Secretaries of the Army, Air Force, Navy; Commandants of the Marine Corps or Coast Guard; or the Chairman of the Joint Chiefs of Staff hosts;

(8)  An official function of an independent agency, an agency of the Executive Office of the President, or a quasi-official agency that the head of that agency hosts.  The function must be consistent with U.S. Government interests.  The hosting official must authorize the function expressly in writing after consulting with the Office of the Assistant Legal Adviser for Employment Law.  The Assistant Secretary for Administration must approve all requests for such use of the Diplomatic Reception rooms;

(9)  An official function of an international organization, in which the United States has official representation, when the head of the organization hosts the event;

(10) An official function of an international organization in which the United States has an official interest but does not have official representation, when the head of the organization hosts the event; and

(11) A function that an official listed in 6 FAM 1032, subparagraphs (1), (4), (7) or (8) cohosts with a private organization when the co-hosting official has determined that the function is affiliated with, or supports, official U.S. Government business, but the function does not fall within the meaning of 6 FAM 1032, subparagraph (5).  The hosting official must expressly authorize such functions in writing after consulting with the Office of the Assistant Legal Adviser for Employment Law.  The Assistant Secretary for Administration must approve all such requests.

6 FAM 1033  CONDITIONS FOR USE

(CT:GS-241;   01-24-2023)

6 FAM 1033.1  General

(CT:GS-241;   01-24-2023)

a. Users of the Diplomatic Reception Rooms must adhere to the processes and requirements that A/OPR/GSM establishes for scheduling and using the Diplomatic Reception Rooms and must adhere to the security requirements that the Bureau of Diplomatic Security prescribes.

b. The event organizer must discuss all functions with the Branch Chief of the Diplomatic Reception Rooms following the procedures in 6 FAM 1035 (Submitting Reservation Requests) before making a guest list and catering arrangements (see 6 FAM 1033.4, Catering).

c.  If the host cancels a scheduled function for any reason, the host must immediately notify the Diplomatic Reception Rooms staff by both telephone (202-647-4183) and email (DiplomaticReception@state.gov).

d. The host's failure to comply with any of the requirements in 6 FAM 1030 may result in a cancellation of the function and/or restrictions on the host's future use of the Diplomatic Reception Rooms.

e. Event organizers must submit reservations to use the Diplomatic Reception Rooms with the understanding that officials with higher priority may preempt all functions and caterers.  The Branch Chief of the Diplomatic Reception Rooms may cancel events because of unforeseen circumstances, including weather-related incidents, government shutdowns, or health crises.

6 FAM 1033.2  Fees

(CT:GS-248;   06-02-2023)

a. Section 54 of the Foreign Affairs Reform and Restructuring Act authorizes the Department to charge a fee to use the Diplomatic Reception Rooms.  A/OPR/GSM bases user charges on a flat rate, which they calculate pursuant to OMB Circular A-25.  The event organizer must remit these fees to A/OPR/GSM at least two weeks prior to the event.  The event organizer's failure to remit the fees on time may result in A/OPR/GSM's preemption or cancellation of the event.

b. A/OPR/GSM will not charge a flat rate fee for those functions listed in 6 FAM 1032, subparagraphs (1) - (6).  Officials hosting such functions must make arrangements to cover all costs of contract services required to support functions held during regular business hours and all costs for functions held outside regular business hours (e.g., costs for caterers, DRR staff, interpreters, elevator operators, escorts, elevator mechanics, engineers, support personnel, custodial personnel, audio-visual production specialists, photographers, and heating/ventilation/air conditioning).

c.  Hosts must work directly with the Bureau of Diplomatic Security, Office of Special Events, to pay uniformed protection officer costs and with the Bureau of Medical Services to pay any costs for medical support.

d. Users of the Diplomatic Reception Rooms may not conduct fundraising or profit-making activities as part of any event held in these venues.  Accordingly, the hosting individual or organization may not charge admission or attendance fees to function participants that are greater than the amount required to defray function expenses.  The hosting official or organization may not collect fees on Department of State premises.

6 FAM 1033.3  Damages

(CT:GS-241;   01-24-2023)

a. Department of State hosts or co-hosts of events are responsible for damages that occur during their events.  Consequently, the Department strongly encourages hosts to reach a formal agreement with co-hosts of an event covering financial responsibility for damages or losses, which may include the co-host's private insurance coverage.

b. Damage caused by individuals who are not guests, i.e., caterers, labor support personnel, wait staff, press, and other support personnel, is the responsibility of the Department of State bureau or office directing or overseeing those individuals for the event.  The Global Public Affairs Bureau is responsible for damage caused by media representatives.  Damage caused by laborers supplied via under A/OPR/GSM’s Working Capital Fund is the responsibility of GSM.

6 FAM 1033.4  Catering

(CT:GS-241;   01-24-2023)

a. The Diplomatic Reception Rooms Branch Chief maintains a list of caterers that the Department has authorized to cater events.  Both the DRR Chief and the Office of the Chief of Protocol (S/CPR) must approve all caterers on the list.  Only caterers on the list may provide services in the Diplomatic Reception Rooms.  All caterers on the list must meet security requirements that the Bureau of Diplomatic Security prescribes.

b. Hosts must obtain clearance from the DRR Chief before making any binding agreements with caterers that are on the approved list.  The host who first schedules an event for a specific date may choose a caterer from the list of approved caterers.  This caterer is designated “caterer of the day.”  Hosts of events subsequently scheduled for that day must use the designated “caterer of the day.”  The DRR Chief will consider exceptions only for events that the President, the Vice President, or the Secretary of State host.  The host(s) paying for the function in the Diplomatic Reception Rooms is responsible for arranging and paying for catering services.

c.  Hosts of events that include serving food or beverages must hold such events in the Benjamin Franklin or Henry Clay Rooms, except for functions that the President, the Vice President, or the Secretary of State host.  The President, Vice President, or the Secretary of State may also use the Thomas Jefferson Room.

d. The Department's policy is that caterers serve beverages only of U.S. origin in the Diplomatic Reception Rooms.  The host(s) are responsible for ensuring that caterer(s) observe this policy.

6 FAM 1033.5  Capacity of Rooms

(CT:GS-241;   01-24-2023)

The maximum occupancy for the Diplomatic Reception Rooms for any event includes all persons who are present at any time, including guests, security staff, caterers, press, musicians, technicians, general support personnel, and any others.  The following occupancy limits comply with General Services Administration and the Office of Facilities Management fire and safety criteria:

Benjamin Franklin Room:  Standing Events (350); Seated Events (250).

Henry Clay Room:  Luncheons/Dinners (18).

NOTE:  Room capacity limits are subject to change based on health and safety guidelines.

6 FAM 1033.6  Timing and Duration of Events

(CT:GS-241;   01-24-2023)

a. The Department does not permit weekend or holiday functions in the Diplomatic Reception Rooms, except for functions that the President, Vice President, or the Secretary of State host and attend, or the Assistant Secretary of State for Administration authorizes.

b. To avoid interrupting or delaying other events scheduled for the Diplomatic Reception Rooms, hosts must observe the following time limits:

(1)  Luncheons:  Two and one half hours maximum (between 11:45 a.m. and 2:30 p.m.); guests must depart by 2:30 p.m.;

(2)  Receptions:  Two and one half hours maximum (between 4:00 p.m. and 9:30 p.m.); guests must depart by 10:00 p.m.; and

(3)  Dinners:  Three hours maximum (between 4:00 p.m. and 9:30 p.m.); guests must depart by 10:00 p.m.

6 FAM 1033.7  Music, Entertainment, Dancing, and Other Activities

(CT:GS-241;   01-24-2023)

a. The host or designee of an event must discuss the proposed program with the DRR Branch Chief before scheduling or contracting with any musicians or entertainers for events in the Diplomatic Reception Rooms.

b. The host or designee, musicians, and any others attending an event may use the sound system in the Diplomatic Reception Rooms only for voice amplification.

c.  Musicians must provide their own amplification system and microphones if needed.  They must limit the music volume to avoid damage to the historically significant antiques and furnishings in the Diplomatic Reception Rooms or disturbing building occupants.  Musicians may not amplify brass instruments and drums.

d. Disc jockeys may not provide music in the rooms.

e. Diplomatic Reception Rooms staff does not permit dancing, including performances by dance troupes, and physical fitness activities in the rooms.

6 FAM 1033.8  Invitations

(CT:GS-241;   01-24-2023)

a. It is the Department's policy that attendance at any function shall be by invitation only.  The host of an event shall extend invitations in the name of the U.S. Government.  The host's name shall appear first on the invitation and may also include the name of any private organization co-hosting the event.  The Diplomatic Reception Rooms SharePoint site lists sample invitations.

b. The host shall establish a restricted guest list and shall not issue a general invitation to an event.

c.  The host or event organizer must provide a draft of the invitation to the Diplomatic Reception Rooms staff for review and clearance before issuing the invitation.  The host or event organizer shall use the Department of State seal on invitations for functions that a Department of State official co-hosts.

d. Hosts may distribute invitations electronically that the Diplomatic Reception Rooms staff have cleared.

6 FAM 1034  INELIGIBLE FUNCTIONS

(CT:GS-252;   01-18-2024)

Ineligible functions are:

(1)  Meetings, including panel discussions, except those that the President, the Vice President, or the Secretary of State host and attend;

(2)  Press and/or media activities that bureaus or external media outlets conduct, including filmed or videotaped interviews, pull-aside interviews, camera sprays, press “walk-ups,” “behind the scenes” video recording/photography, social media creator/influencer engagement, social media creator content, and similar events, except those for the President, Vice-President, or Secretary of State, who may conduct such activities in the Benjamin Franklin Room, the James Monroe Room and the James Madison Room.  The Chief of the Diplomatic Reception Rooms must approve the location for pooled press coverage of a scheduled event;

(3)  Functions of lobbying organizations or any lobbying activities;

(4)  Functions that users conduct directly or indirectly for profit;

(5)  Functions of fraternal or social organizations, alumni associations, and similar organizations;

(6)  Functions that have a partisan, political, sectarian, or similar nature or purpose;

(7)  Functions in which the host restricts attendance based on race, religion, gender, national origin, age, or disabling condition;

(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; and

(9)  Functions that do not meet hosting and eligibility requirements specified in 6 FAM 1032.

6 FAM 1035  SUBMITTING RESERVATION REQUESTS

(CT:GS-241;   01-24-2023)

a. As soon as the host or event organizer determines the need for a room but before submitting a formal reservation request, this individual  should submit the date, times, proposed event, and agenda to the Diplomatic Reception Rooms staff at DiplomaticReception@state.gov.  The staff will address any issues and provide guidance on how to proceed.

b. To allow adequate time for planning, the Diplomatic Reception Rooms staff strongly recommends that event organizers submit requests at least six weeks before the proposed date of the event.  Requests that the organizers submit with less lead time may be more difficult to accommodate.

c.  The Office of the Secretary or Office of the Chief of Protocol may request room reservations verbally on behalf of the President, the Vice President, or the Secretary of State by contacting the Branch Chief of the Diplomatic Reception Rooms.

d. The Diplomatic Reception Rooms staff will provide the host with a sample memorandum for requesting a room reservation.  Reservation requests must identify the host (and co-host, if applicable) and state:

(1)  The nature of the event;

(2)  The relationship of the event to the official business of the Department or the U.S. Government;

(3)  Whether the host or event organizer will charge a fee to guests, and, if so, the amount of the fee and an affirmative statement that the fee covers only actual costs of the event and does not include any amount for profit; and

(4)  That the host agrees to assume responsibility for paying all costs associated with using the rooms.

e. A U.S. Government host, who is listed in 6 FAM 1032, must make a formal written request, signed and dated, to use the Diplomatic Reception Rooms.  The host must send the request to the Diplomatic Reception Rooms Branch Chief at DiplomaticReception@state.gov for processing.

f.  Reservation requests involving other Government departments or agencies, quasi-official agencies, or private organizations must:

(1)  Provide the name and a brief description of the organization, including the organization’s mission statement, if available;

(2)  State that the function is either of direct and immediate interest to the Department or is affiliated with or in support of U.S. Government business;

(3)  Explain the nature of such interest, affiliation, or support;

(4)  State whether the organization has any business pending or likely to arise before the Department and, if so, the nature of that business; and

(5)  State that the function is not an ineligible function under 6 FAM 1034.

g. The Diplomatic Reception Rooms Branch Chief will notify the host in writing when the DRR staff has approved the reservation request and will schedule a walk-through of the rooms requested.

6 FAM 1036  DISPOSITION OF FEES COLLECTED

(CT:GS-241;   01-24-2023)

Amounts that A/OPR/GSM receives for use of the Diplomatic Reception Rooms under 6 FAM 1030, shall be available until expended as Section 54 of the Department of State Basic Authorities Act authorizes.  A/OPR/GSM shall handle such fees pursuant to Department collections requirements.

6 FAM 1037  THROUGH 1039 UNASSIGNED

 

UNCLASSIFIED (U)