HISTORY: A written account, photographs, or other such chronicle of the reunion is at the discretion of the host. If photographs are taken, they can be posted on the NCVA website: http://web.meganet.net/kman/ncva-ne.htm .

ATTENDEES: There is no requirement that an individual be a member of NCVANE or NCVA in order to attend and participate in the social aspects of the reunion.

PUBLICITY: It can be expected that by advising members of the details of the reunion they will be better able to plan their attendance. The reunion date should be coordinated with the chapter president. Appendix C is a sample letter to news media requesting publicity. The following may be considered as possible publicity outlets:

• NCVA website: http://www.usncva.org

• NCVANE website: http://web.meganet.net/kman/ncva-ne.htm
  (Note: website address is lower case sensitive.)

• CRYPTOLOG: CryptologEditor@usncva.org

• The Ellsworth American
  P. O. Box 509
  Ellsworth, ME 04605

BASE NEWSPAPERS:
• Public Affairs Officer
  Naval Station Newport
  Newport, RI 02841

• Public Affairs Officer
  Naval Submarine Base New London
  Groton, CT 06349

• Retirees Activities Office
  66th ABW/CVR
  20 Schilling Circle
  Hanscom AFB, MA 01731-2800

• Public Affairs Officer
  Portsmouth Naval Shipyard
  Code 100PAO
  Portsmouth, NH 03804-5000

• Marine Corps Cryptologic Association: http://www.mccaonline.org

• Naval Historical Center: http://www.history.navy.mil (provides link to a website that publishes reunion announcements)

• New England newspapers: Appendix D contains the addresses of newspapers in New England that may publish reunion notices.

REGISTRATION TABLE: The host should set the time when he/she will be available in the hotel/motel lobby to register members. The purpose of the registrtion is to confirm the arrival of the member/guest(s), ensure that each member's requirements are being met, and deliver the Welcome Aboard packages. The Welcome Aboard package may contain:

• Welcome Aboard letter - prepared by the host, or jointly with hotel/motel management

• Name tag for each member and guest

• Plan of the Day, giving day, time and location of scheduled activities

• Information regarding accommodations (other than that provided by the hotel/motel)

• Instructions on how to contact the host during other-than-registration hours

• Meal tickets

• Instructions on how to obtain emergency medical care, if not provided by the hotel/motel

• Local laws regarding smoking in restaurants, etc.

• Tourist information: local activities/events/entertainment/eating facilities

• Map of local area

ACTION CHECK-OFF LIST: Appendix E is a partial list to assist the host in completing tasks.

PERSONS WITH DISABILITIES: The Americans With Disabilities Act (ADA) was signed into law in 1990. It protects people with disabilities, including those who are deaf and hard of hearing, from discrimination in "...transportation, access to public and private facilities and services, and telecommunications." The scope of the law is very broad, as is its definition of "disability." It covers, among others, hotels and motels and restaurants. It mandates that TTY (Text Telephone), ALDS (Assistive Listening Devices and Systems), captioned television sets, visual alarms, CART (Communication Access Realtime Translation) Service and interpreter services be provided in many circumstances and situations.

When discharging duties, a host should ensure that hotel/motel facilities will benefit members with disabilities. See Appendix F. Through the Reunion Notice, members should be made aware of a hotel's/motel's ability to provide services to the disabled.

REUNION INFORMATION RESOURCES: The following websites provide information and ideas on holding a reunion:

• http://www.family-reunion.com

• http://www.reunionsmag.com (Reunions Magazine)

THE PERFECT REUNION:

Value: Many members will be traveling a great distance. The more attractive the details of the reunion, the greater possibility that a member will attend.

Cost: Special events, conventions, peak tourism periods - all can prevent the host from negotiting reasonable rates for the reunion site, food and beverages, room accommodations, etc. A host does not want to settle for second-rate choices. In order to avoid unnecesary competition from other organizsations, the host should check with the local visitor/convention bureau before setting the final dates.

Convenience: No date will be convenient for everyone. A host proceeds with the intent of attempting to draw as many members to the reunion as reasonably possible.