Protocol offices across base take care of the ‘little’ details

  • Published
  • By Kimberly Woodruff
  • Staff Writer
TINKER AIR FORCE BASE, Okla. --  Who do you call when you have an event and you don't know what to wear, what to say or where to sit?

The protocol officers at Tinker AFB can answer myriad questions one might have concerning ceremonies, invitations, etiquette, tradition, customs and courtesies.

There are several Protocol offices across Tinker, representing the Air Force Sustainment Center, Oklahoma City Air Logistics Complex, 72nd Air Base Wing, 552nd Air Control Wing and Strategic Communications Wing ONE.

The AFSC Protocol office is the umbrella over protocol offices at Tinker, Hill AFB, Utah, Robins AFB, Ga., the 635th Supply Chain Operations Wing at Scott AFB, Ill. The AFSC Protocol office is the headquarters-level on all things protocol throughout the Air Force Sustainment Center. It provides three tiers of support -- directing, assisting or advising when distinguished visitors are on base.

Protocol officers generally are "jacks of all trades" with coordinating distinguished visitors, itineraries, scripts, seating charts, receptions and overseeing special ceremonies.

"Flexibility is the key to the success," said Rhonda Lugo, AFSC chief protocol officer.

"We accomplish the difficult immediately, but the impossible may take a little longer!"

"With any event there is a great deal of planning, but you have to prepare for anything to happen -- like Murphy's law," said Kathy Smith, 72nd Air Base Wing Protocol.

Ms. Smith said sometimes things go wrong, but it is important to remain calm and deal with the issue quickly and discreetly.

"Protocol doesn't have to be uptight, stressful or rigid," she said. "There are so many challenges with the job, I personally like to handle the challenges with a dose of humor; it relaxes the event committees and enables us to overcome issues that could hinder success."

On occasion, Protocol personnel can advise individuals or groups on event etiquette.

Recently, Jennifer Collins, 72nd ABW Protocol, recalls advising a group of Team Tinker award winners on dining etiquette when they went to their major command for an awards banquet.

Ms. Collins believes the most important thing to remember when planning an event is to plan early and contact the protocol office as soon as possible to ensure a smooth event.

Abraham Martinez, a protocol officer with the OC-ALC, explained they also do the same types of protocol with an additional element of community involvement.

"In addition to handling changes of command, and those types of ceremonies at the complex, we also conduct the history tours for Bldg. 3001 for various groups such as high schools and vocational schools to explain what happens here at Tinker," said Mr. Martinez.

"No one realizes what it takes to take care of the complex and all the demands," he said. "It is an interesting job and, like anything, it comes with good and bad days. But when we're dealing with many distinguished visitors, there are usually issues that come up. The key is to remain like calm water above the storm beneath."

Carla Bove, chief of Protocol for the 552nd Air Control Wing, said working Air Force protocol is definitely one of the best opportunities a person can have.

"It can be very challenging, and it can be extremely rewarding, keeping it exciting all the time," she said.

Ms. Bove said the 552nd ACW Protocol Office helps wing personnel understand the rules and guidelines of protocol and to serve in conducting official ceremonies or when hosting distinguished visitors.

The 552nd ACW is the only CONUS (Contiguous United States) base that has AWACS aircraft on station and, understandably, people often request to see the plane and visit the simulator.

"Protocol follows very strict guidelines, procedures and coordination that must be accomplished for obtaining permission to bring groups and distinguished visitors through the aircraft static display tour," said Ms. Bove.

Jerry Helton, chief of protocol with the Navy, describes the protocol between the Navy and Air Force to be very similar.

"There are guidelines for how people interact and when someone leverages Protocol, that's how you make a successful event," said Mr. Helton. "Of course, there is always a wrench so we have to be prepared to handle those things when they come up."

If there is one thing that really throws a wrench into perfectly laid plans for protocol, it is when someone fails to respond to an invitation.

"It is so important to R.s.v.p. to invitations because it affects the seating, and more importantly, how much food to order," said Mr. Helton.

At the end of the day, Protocol is called to make that special event even more special.

"I really enjoy my job," Ms. Collins said.  "I get to work with people from all organizations across the base, and I get to be a part of someone's celebration, whether it is a promotion, an award or a retirement."

"I couldn't do this job without the terrific team," Ms. Lugo said. "These [AFSC] ladies are my heroes--they make it happen."

"As installation protocol, we are somewhat of a 'ceremony machine,' we orchestrate so many different types, yet the objectives remain," Ms. Smith said.

"We carry out the host's direction, and keep to Air Force traditions and customs," said Ms. Smith. "While working with event committees, you're either having fun or you're having fun!"

Whether planning a special event, a DV visit, a tour, or just needing some etiquette advice, call on Protocol, they know it all.