OFFICIAL VISITS AND ENTERTAINMENT
(CT:GEN-558; 05-11-2020)
(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 President’s 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 President’s 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 President’s 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-558; 05-11-2020)
(State Only)
Contact the Office of the Chief of Protocol (ProtocolHelp@state.gov) for guidance on submitting a request for official entertainment.
2 FAM 1435 THROUGH 1439 UNASSIGNED