DEPARTMENT OF THE AIR FORCE AIR INTELLIGENCE AGENCY PAMPHLET 60-101

DEPARTMENT OF THE AIR FORCE AIA PAMPHLET 60-101

AIR INTELLIGENCE AGENCY 31 MAY 1996

Standardization

SCHEDULING HQ AIR INTELLIGENCE AGENCY

CONFERENCE ROOMS

This pamphlet explains how to schedule, care for, and use the Bernard A. Larger Auditorium (BALA) and the HQ Air Intelligence Agency (AIA) Commander's Conference Room (CCR). The BALA is available to HQ AIA, Air Force Information Warfare Center (AFIWC), 67th Intelligence Wing (67 IW), Joint Command and Control Warfare Center (JC2WC), and the San Antonio-area subordinate units for conferences and briefings. This pamphlet also outlines the equipment and services available. Send comments on AF Form 847, Recommendation for Change of Publication, through channels, to AIA/CS or AIA/CSR, 102 Hall Blvd, Ste 201, San Antonio TX 78243-7009. This publication does not apply to AIA-gained Air National Guard or Air Force Reserve units.

SUMMARY OF REVISION

Revised to update requirements for presenting briefings in the BALA and CCR.

1. BALA. The BALA is located in Ardisana Hall, Building 2007, Room 206. When used as one full room auditorium, the BALA seats 225 people. When divided into two conference rooms, the front-half seats approximately 100 people and the back-half seats approximately 125 people. There are 10 tables available for use.

1.1. BALA Equipment (Front half or stage area). The BALA contains the following video projectionand audio equipment for full room or front-half use:

1.1.1. Single or dual 35mm media presentation capability.

1.1.2. Single audio cassette broadcast.

1.1.3. Single or dual vugraph presentation.

1.1.4. Single or dual digital presentation using any of the following medium:

NOTE: Dual presentation provided by external devises:

(1) 1/2 inch VHS format videotape.

(1) 3/4 inch format video tape.

(1) DOS-based 486 chip computer with PowerPoint 4.0 loaded.

1.1.5. Single compact disk (CD) audio broadcast.

1.1.6. Public address (PA) system includes podium microphone or lapel microphone.

1.1.7. One 9-pin EGA computer input to video projector.

1.2. BALA Equipment (Back half or Hall of Honor area). The back section of the BALA contains or may support the following equipment:

1.2.1. One 35-mm slide projector portable).

1.2.2. One front projection screen (permanent).

1.2.3. One vugraph projector (portable).

1.2.4. One lectern with light, microphone, and built-in speaker.

1.3. Scheduling the BALA:

1.3.1. Command Presentations (AIA/CSR) reserves the auditorium on a first-come, first-served basis; however, reservations may be canceled at any time due to higher priority tasking. If a cancellation becomes necessary, AIA/CSR notifies the affected office of primary responsibility (OPR) and reschedules the auditorium for a different time.

1.3.2. To reserve the BALA, contact AIA/CSR personnel at extension 6-2377 and provide the following information:

1.3.2.1. Date and time desired.

1.3.2.2. Purpose, audience size, and overall classification of the presentation or conference.

NOTE: Special Access Required (SAR) briefings require additional security measures. The following doors have access to the BALA and must be secured by the Action Officer (AO) or the OPR: front and rear BALA entrance, AIA Protocol kitchen, Command Section suppy room, projection room to the BALA, projection room to the CCR, and the Video Teleconference (VTC) room--managed by ISG/MSV, contact VTC Facilitator at 6-2718 to coordinate with VTC schedule.

1.3.2.3. Name and telephone number of the person to contact in case of changes.

1.3.2.4. Type of audio visual equipment required.

1.3.2.5. Persons who wish to reserve the BALA 3 months or more in advance will submit their request in writing to AIA/CSR.

1.3.2.6. Include whether the Commander (AIA/CC), Vice Commander (AIA/CV), or Technical Director (AIA/CA) will be attending.

1.4. BALA Support. AIA/CSR provides audio visual and projection room support when command section personnel are present in the BALA. For events taking place with no command section involvement, OPRs from major staff offices, centers, wing, and units must provide support and make arrangements with AIA/CSR for the briefer and or conference support personnel to receive proper training on using auditorium equipment.

2. CCR. The CCR is located in Ardisana Hall, Building 2007, Room 215. The CCR seats 40 people and is reserved primarily for the CC, CV, CA, and Chief Staff Support (AIA/CS). If personnel verify that all other briefing rooms are unavailable, they may reserve the CCR for meetings or briefings that do not involve the command section, contact Executive Services (AIA/CSE), at extension 6-2061 for reservations.

2.1. CCR Equipment. The CCR contains the following video projection and audio equipment:

2.1.1. Single or dual 35mm presentation.

2.1.2. Single audio cassette broadcast.

1.3. Single or dual vugraph presentation.

2.1.4. Single or dual digital presentation using any of the following medium:

NOTE: Dual presentation provided by external devises:

(1) 1/2 inch VHS format video tape

(1) 3/4 inch format video tape

(1) DOS-based 486 chip computer with PowerPoint 4.0 loaded

2.1.5. Single compact disk audio broadcast.

2.1.6. One 9-pin EGA computer input to video projector.

2.2. Scheduling the CCR:

2.2.1. AIA/CSE reserves the CCR on an as-available basis; reserving the CCR does not guarantee availability at the scheduled time. Therefore, reservations for briefings or meetings that do not involve the command section may be canceled. If cancellation is necessary, AIA/CSE notifies the affected OPR and reschedules if possible.

2.2.2. For briefings and meetings not involving command section principals, contact AIA/CSE at extension 6-2061 to reserve the CCR and provide the following information:

2.2.2.1. Date and time of desired presentation.

2.2.2.2. OPR's office symbol, name, rank, and telephone number.

2.2.3. For briefings and meetings involving command section principals, notify the appropriate secretary. The secretary coordinates the CC, CV, or CA schedules and reserves the CCR.

2.2.4. Notify AIA/CSR after coordinating with the appropriate secretary and provide the following information:

2.2.4.1. Purpose and overall classification of the presentation.

NOTE: SAR briefings require additional security measures. The AO or the OPR must coordinate with CSR to ensure proper security controls are in place prior to the presentation.

2.2.4.2. If audiovisual support is required during the presentation.

2.3. CCR Support. AIA/CSR provides audiovisual and projection room support for command section personnel. If CC, CV, or CA are not scheduled to attend the briefing or presentation, the OPR provides the support and contacts AIA/CSR to make arrangements for the briefer and or conference support personnel to receive proper training on using CCR audiovisual equipment.

DANIEL A. McCUSKER, Lt Col, USAF

1 Attachment Chief of Staff Support

Checklist for Scheduling the Bernard A. Larger

Auditorium and the Commander's Conference Room

Checklist for Scheduling the Bernard A. Larger Auditorium

and the Commander's Conference Room

A1.1. Responsibilities of all Proponents. The following checklist includes the responsibilities of each party scheduling the Bernard A. Larger Auditorium (BALA) or Commander's Conference Room (CCR). Did:

A1.1.1. AIA/CSR:

A1.1.1.1. Coordinates use of the BALA?

A1.1.1.2. Ensures the projection equipment in the BALA and CCR is in operating condition at all times?

A1.1.1.3. Provides audiovisual support for briefings received by command section?

A1.1.1.4. Provides training on all audiovisual equipment and lectern AMX controls in the BALA and the CCR as required?

A1.2. AIA/CSE. Coordinate the use of the CCR?

A1.3. The Host Offices (OPRs):

A1.3.1. Request AIA/CSE to schedule the CCR and AIA/CSR to schedule the BALA?

A1.3.2. Coordinate with the appropriate secretaries to ensure meetings are on the appropriate calendar when scheduling meetings involving CC, CV, or CA?

A1.3.3. Arrange prebriefing practice sessions with AIA/CSR personnel?

A1.3.4. Immediately notify AIA/CSP (Protocol), CSR, CSE, and all other interested parties when canceling conference or briefing?

A1.3.5. Provide coffee supplies (filters, cups, napkins, sugar, Sweet-n-Low, cream, coffee, etcetera) when hosting conferences not involving distinguished visitors in the BALA?

NOTE: Protocol provides supplies for conferences involving distinguished visitors.

A1.3.6. Arrange the BALA and or CCR as required:

A1.3.6.1. Clean and return the room to its original condition?

A1.3.6.2. Remove and safeguard any classified material remaining in the conference area?

A1.3.6.3. Conduct a security inspection of the conference area at the end of each day the conference area is used?

A1.3.7. Notify AIA/CSR if command section personnel will attend briefings in either the BALA or the CCR and provide:

A1.3.7.1. Overall classification of the presentation?

A1.3.7.2. Audiovisual support required for the presentation?

A1.3.7.3. Date and time of event?

A1.3.7.4. Name, office symbol, and telephone number of the point of contact?

A1.3.8. Provide all visual aids used for presentation to AIA/CSR at least 30 minutes prior to briefing the command section?

A1.3.9. Digital format visual aids require virus scan prior to CSR loading presentation in the BALA or CCR.

A1.3.10. Upon request, provide CSR with a written script of the briefing or the name of a person familiar with the material to assist CSR-support personnel during the briefing?