Dining In

DINING IN AND DINING OUT 

The Dining In and Dining Out represent the most formal aspects of the Civil Air Patrol social life. The Dining In is a formal dinner solely for the officers of a Wing, Unit or other organization. The Dining Out is a relatively new custom which includes spouses and guests. This form is commonly used in Civil Air Patrol. 

PURPOSE 

The purpose of the Dining In is to bring together members of a unit in an atmosphere of camaraderie, good fellowship, and social rapport. The basic idea is to enjoy yourself and the company of other unit personnel. This evening event is also an excellent means of saying farewell to those departing and welcome to the newly arrived. Further, the Dining In provides an opportunity to recognize individuals and unit achievements. The Dining In, therefore is very effective in building high morale and esprit de corps. 

DRESS 

The dress must be stated in the invitation. It usually is the Mess Dress for officers and long dress or evening clothes for female guests when attending a Dining Out. Male guests should wear appropriate black tie dinner attire. At a Civil Air Patrol function, if cadets participate, they may wear a semi formal uniform of Blue Service Dress without name tags, white shirt, and black bow tie. Senior members who do not have a mess dress uniform will wear the Blazer Combination with white shirt and black bow tie, or a tuxedo or business suit at the discretion of the host. 

PLANNING 

Start early. Two or three months should be considered a safe time to start. Set a firm date, location and general action plan. It is a good idea to appoint a planning committee. If the Dining In is to be held on a military installation, make arrangements with the officers' club for room, date, and menu. Make the same arrangements with motel/hotel, restaurant or convention facilities if held off base. The menu usually consists of four or five courses, with Prime Rib of Beef and Yorkshire Pudding traditional, but not necessary. Two weeks to a month before the time for the dinner, send out invitations to the guests who are not members of the mess. The semi engraved card is often used for the invitation or they maybe hand written or printed. Since this is a formal occasion, formal wording is used. 

SEATING 

At a Dining In, the guest of honor sits to the right of the "President" at the head table with the next ranking guest to the president's left. Other guests are seated throughout the mess. The members of the mess are seated according to seniority, with Mr./Mrs. Vice being seated alone at the opposite end of the room. At a Dining Out, the guest of honor's spouse is seated to the right of the president, and the second ranking woman to his left. The presidents' spouse is seated to the right of the guest of honor. 

CONDUCT AND COURTESIES 

In an atmosphere of good cheer, each individual is encouraged to enjoy himself/herself to the fullest; however, as in all group gatherings, moderation is the keynote to enjoyment. All members are encouraged to pay his/her respects to the guest of honor and to meet as many guests as time permits without monopolizing the time of any one guest. 

PRINCIPAL OFFICIALS 

PRESIDENT: This person is the central figure of the Dining In. The president is charged with responsibility for setting the date and place of the event, introducing the principal speaker and honored guests, proposing the first toast, ensuring the rules of protocol are observed and closing the ceremony. 

MR. VICE/MADAM VICE: Usually this person is the most junior officer in the host organization (as recorded on the latest officer roster), or he/she may be selected for his or her wit and speaking ability. He/She assists the president by performing duties prescribed by the president. Members must be prepared to follow instructions given by either the president or Mr. Vice/Madam Vice. This official starts the cocktail party by opening the lounge, sounds the dinner chimes to summon the members and guests into the dining room, keeps the party moving and is the last person to leave. 

GUEST SPEAKER: The guest speaker's presentation is the highlight of the evening. By custom, the speaker should be distinguished as a CAP official, military officer, or official of the government. The speaker should be contacted well in advance and advised of the nature of the evening. Arrangements should be made for him/her as protocol and custom dictate. 

CEREMONIES: Members participate in three ceremonies of notable importance: 

PRESENTATION OF FLAGS. Flags are normally presented at the beginning of the Dining In. When the President raps the gavel three times to call the mess to order, the color guard enters and comes to "Present Arms." If desired, a bugler, may sound "To the Colors," or the National Anthem may be played. The color guard then places the flags in their stands and departs. If the ceremony is not observed, the Colors are positioned before the members enter the dining room. 

WINE POURING CEREMONY. If the wine pouring ceremony is observed, all members are seated after the invocation. Wine decanters are passed from hand to hand until all glasses are filled never letting the decanter touch the table. When a decanter is empty, the officer holding the decanter hands it to a steward (waiter) and receives a full one. After the initial toast, wine decanters may be placed on the table for subsequent toasts. (This Ceremony is generally too time consuming for a Dining In of large groups; therefore, wine may be poured prior to convening the mess and decanters placed on the tables). 

TOASTING. The custom of toasting is universal. It is believed this custom came into wide acceptance after the effects of poisons were discovered. When two persons, who might be antagonists, drank from the same source at the same time and suffered no ill effects, a degree of mutual trust or rapport was established. With this foundation laid, discussions could continue on a more cordial basis. Today, toasting is a simple courtesy to the person honored. It is not necessary to drain the glass at the completion of each toast or even to sip the wine; a mere touch of the glass to the lips satisfies the ceremonial requirements. Water is an acceptable alternative to wine; as a toast. In our modern day Civil Air Patrol, glasses are definitely not smashed against the fireplace, and drinking is done in moderation. 

Toasts should be proposed in sequence and at intervals during the evening program. The president proposes the first toast; Mr. Vice/Madam Vice proposes all other prepared toasts. Officers stand to toast, but guests remain seated to drink the toast unless it is considered a standing ovation. If still in doubt, the guests should take their cue from the president's spouse. The following is recommended: 

1. After the invocation, "To the Colors," "To the President of the United States," "To the United States Air Force," "To the Civil Air Patrol." See "Figure A" at the end of this chapter for appropriate responses. 

2. After welcoming remarks: the president introduces the head table, and Mr/Madam Vice proposes a toast "To our honored guests," response, "Here, Here." 

3. After recognition or awards: as appropriate. 

4. After speeches by the Guest of Honor: Mr/Madam Vice proposes a toast, "To our Guest of Honor." Response, "Here, Here." 

5. Normally, toasts should be planned and approved in advance by the president. In order to avoid confusion, the toasts and responses should be printed in the Dining In booklet placed at the tables. However, if a member does desire to propose a toast, he/she should stand saying "Mr. President, I propose a Toast." Upon being recognized by the president, the member states, "I propose a toast to "The president then raises a glass, a signal to members to stand and repeat the toast: "To " with a response "Here, Here." 

RULES OF PROTOCOL 

The following are basic rules of protocol for a Dining In: 

1. Punctuality is mandatory. Each member should arrive at the bar not later than 10 minutes after the opening time to meet the guests before dinner. At the scheduled time or when the chimes sound for dinner, the members enter the dining room and stand at attention behind their chair at their appointed place at the banquet table. Drinks are not carried to the dining room. 

2. The guests and the president are the last to enter the dining room. The president formally calls the mess to order and continues according to the agenda. The president's welcoming remarks set the tone for the formal part of the agenda. Following a recess, the president introduces the guest of honor. 

3. If there is to be an informal portion of the Dining In, such as some form of entertainment, there should be a distinct break between the formal and informal activities. This can be readily accomplished by having the mess adjourn to the bar following the president's closing remarks. The dining room can then be cleared for the informal activity. 

4. Each time the mess is adjourned or reassembled, the members stand until the persons at the head table have left the room or have been seated. 

5. Use of the Gavel. The president gains attention by rapping the gavel one time which signifies complete silence. Two raps of the gavel signify a recess or the end of the Dining In. 

6. Once the mess is open, members are not to leave the table or return without permission. 

7. After the mess is adjourned, members remain at the Dining In until the president of the mess and the guest of honor have left. If there is a delay in their leaving, the president may allow members to leave. Some unobtrusive signal, such as having the unit flag cased, is an appropriate means of notifying the members the Dining In is over. Mr/Madam Vice is the last member to leave the Dining In. 

AWARDS 

If awards and unit achievements are presented, an appropriate ceremony needs to be arranged. The ceremony takes place during the formal portion. A convenient time, is immediately preceding the guest of honor's speech. Under no circumstances should any ceremony follow directly after the speech. 

SAMPLE DINING IN AGENDA 

Attachment 6 to this chapter provides a sample agenda to help you understand the basic flow of events. 

CONCLUSION 

Whether attending or organizing a Dining In, knowledge of the preceding information will be valuable to you. While a Dining In is a formal dinner for members of a unit and selected guests, a Dining Out on the other hand, is a formal dinner attended by spouses and guests of unit members. Attachment 7 is a protocol function checklist which should also prove helpful 

1900 Lounge opens. 

1945 Lounge closes. Mr/Madam Vice sounds the dinner chimes. Members and guests proceed to the dining room and stand behind their chairs. 

2000 The President calls the mess to order. The Color Guard posts the colors, the National Anthem is played, and the invocation is given. 

2005 President: "Ladies and Gentlemen, I propose a toast to the Colors" 

   Response: "To the Colors." 

   President: "To the President of the United States." 

   Response: "To the President." 

   Mr/Madam Vice: "Mr. President, I propose a toast to the United States Air Force." 

   Response: "To the United States Air Force." 

   Mr/Madam Vice: "Mr. President, I propose a toast to the Civil Air Patrol." 

   Response: "To the Civil Air Patrol." 

   Mr/Madam Vice: "Mr. President, I propose a toast to the Chief Operating Officer of Civil Air Patrol." 

   Response: "To the Chief Operating Officer." 

2010 The President seats the mess, makes welcoming remarks, and introduces the guests. 

2020 Mr/Madam Vice: Mr. President, I propose a toast to our guests. (Members stand; guests remain seated.) 

  Response: "Here, Here." 

2021 President invites members of the mess to be seated. Dinner is served. 

2050 If desired, smoking lamp is lit when directed by the President. 

2100 President announces recess. (Members stand quietly while head table departs.) 

2120 Mr/Madam Vice sounds the chime. Members extinguish smoking materials, return to the dining room and remain standing until seated by the President. 2125 Coffee and tea are served. Smoking lamp is lit at the discretion of the President. 

2130 Entertainment appropriate music. 

2205 President introduces Guest Speaker. 

2210 Guest Speaker addresses members and guests. 

         Following the address, Mr/Madam Vice: "Mr. President, I propose a toast to our distinguished speaker." 

  Response: "Here, Here." 

2230 Closing remarks by the President. Presentation to the Guest Speaker. Colors are cased. The mess adjourns and the lounge opens. 

8.1. Overview. Formal military dinners are a tradition in all branches of the United States Armed services. In the Air Force and Navy, it is the dining in; in the Army, the regimental dinner; in the Marine Corps and Coast Guard, mess night. The dining in and dining out represent the most formal aspects of Air Force social life. Most of the information also applies to a "combat" dining in and dining out. The dining in is a formal dinner for the members of a wing, unit, or other organization. The "Combat dining in" is less formal due to the dress requirements and informal atmosphere; however, the basic rules and format of the dining in apply. Dining in ceremonies should be conducted in a tasteful, dignified manner. A dining in should have a theme around which the decorations and ceremony are built. The dining out includes spouses and guests. 

8.2. Background. 

8.2.1. Many of our customs, traditions, and procedures are traceable to the earliest warriors. The dining in is one such military tradition that has its roots in the shadows of antiquity. The pre-Christian Roman Legions probably began the dining in tradition. Roman military commanders frequently held great banquets to honor individuals and military units. These gatherings were victory celebrations where past feats were remembered and booty of recent conquests paraded. The second century Viking war lords stylized the format of the victory feast. With the exception of the lookout, or watch, the entire clan attended these celebrations. Feats of strength and skill were performed to entertain members and guests. The leader took his place at the head of the table, with all others to his right and left in descending order of rank. 

8.2.2. The dining in custom was transplanted to ancient England by Roman and Viking warriors. King Arthur's Knights of the Round Table practiced a form of dining in during the sixth century. The tradition eventually spread to non-military groups, such as the Saxon nobles of the tenth century and the medieval monasteries. The monks, who followed a more rigid regimen, had their form of dining in as an integral part of monastic life. The clergy spread the custom to the academies and universities. The British officer corps, with many graduates of these centers of learning, carried the tradition back to military units. The dining in became increasingly formalized after the first officers' mess was established. It is said that in early 1800s, when England was the reigning power in India, it was an English army post where the dining in received renewed impetus. 

8.2.3. The commander of this Indian outpost had officers under his command who lived on the post and had their own mess hall, but were never around for dinner. Since the local area was more interesting than the post officers' mess, the post commander found himself eating alone many nights. To bring the officers back to the mess and to create camaraderie, the post commander instituted a program whereby all officers would not only dine at least once a month in the mess, but they would dine in full military ceremony.

8.2.4. Many early American customs and traditions were British in origin and the military was no exception. British Army and Navy units deployed to the wilderness of America brought with them the social customs and traditions of their service to include the formal military dinner referred to as guest night. This pleasant custom provided an opportunity for officers to gather for an evening of good food, drinking, and fellowship. 

8.2.5. British naval, land, and air units are still active enthusiasts of the dining in. Many units reportedly hold at least one such function monthly. Some British messes still call the occasion guest night, while others refer to it as dining in night or band night. 

8.2.6. In establishing an independent nation, America's founders borrowed much of the military structure of their adversary, including social customs. The United States’ dining in tradition was borrowed from the English by George Washington's Continentals. Despite the colonists' aversion to anything suggesting the Redcoat, Continental naval and army officers must have fully realized the value of these occasions in the promotion of pride of service, high morale, and loyalty. 

8.2.7. In the pioneer era of military aviation, the late General H. H. "Hap" Arnold is reported to have held famous parties called Wing-Dings at March Field in 1933, inaugurating the first of these occasions. 

8.2.8. The long association of United States Army Air Force officers with the British during World War II surely stimulated increased American interest in the dining in custom. At Royal Air Force stations throughout Great Britain during World War II, the officers' mess was as popular with Army Air Force officers as it had been with the British for nearly a century and a half. As a place to seek leisure in off-duty hours, the officers' mess facilitated high spirits and practical joking. Through close association with British officers, the dining in increased in popularity among Army Air Force officers. 

8.2.9. While the association of British and American officers during World War II brought the format and protocol of the Army Air Force dining in custom more in line with the English tradition, the war years also proved to be the high point of dining in popularity. After the war, Air Force dining-in’s steadily declined in frequency until the late 1950s. The decline may have been caused by postwar demobilization, transition of the Army Air Force to the United States Air Force, the occupation and reconstruction of Germany and Japan, the Korean War, the deep economic recession following Korea, and other factors diverting attention from military social functions. Then, beginning in 1958, there was a conscious effort to rejuvenate the USAF dining in tradition. 

8.2.10. Despite the obstacles of the twentieth century, the tradition of dining in continues. The Navy and Air Force call this social affair the dining in. The Marine Corps and the Coast Guard refer to it as mess night; the Army refers to it as the regimental dinner. Veterans remember and revive the tradition at every opportunity. They recognize the important role these occasions play in preserving the traditions of the services. 

8.3. Purpose. The dining in is occasion for officers to meet socially at a formal military function. It enhances the esprit of units, lightens the load of demanding day-to-day work, gives the commander an opportunity to meet socially with subordinates, and enables military members of all ranks to create bonds of friendship and better working relations through an atmosphere of fellowship. The dining in also provides a means of saying farewell to departing members, welcoming newly arrived members and forum to recognize individual and unit achievements. 

8.4. Dining in. The dining in is a formal dinner for the members of a wing, unit, or organization. Although a dining in is traditionally a unit function, attendance by other smaller units may be appropriate. 

8.5. Dining out. The dining out is a relatively new custom that includes spouses and guests. It is similar in all other respects to a dining in. 

8.6. Combat Dining in. The combat dining in, the newest of the dining in traditions, is popular in operational units. The format and sequence of events is built around the traditional dining in. The atmosphere and dress requirements are far less formal (flight-suits, OCPs, etc.). 

8.7. Attendance. Traditionally, attendance at a dining in was mandatory and many commanders still consider this function a mandatory requirement, similar to a Commander's Call. The decision whether a dining in is voluntary or mandatory rests with the commander. 

8.8. Guests of the Mess. There are two types of guests, official guests and personal guests. Official guests are honored guests of the mess. The guest speaker is an official guest. All official guests are seated at the head table and their expenses are shared by the members of the mess. Due to costs and space at the head table, limit the number of official guests. 

8.8.1. Personal guests may be either military members or civilians (for dining-outs). They are not seated at the head table, and their expenses are paid by the sponsoring member. 

8.8.2. To enhance relationships, consider senior officers from other units and organizations and civic leaders from the local community when inviting guests. 

8.8.3. Mess members should arrive at least ten minutes before the hour of invitation in order to meet and talk with the guests of honor and get acquainted with others. Members do not leave until the guests depart unless excused in advance. 

8.9. Dress. Officers wear the mess dress uniform. Male civilians should wear appropriate black tie dinner dress or a dark suit. Clearly identify the proper dress for civilians in the invitation. Retired officers may wear the mess dress or civilian attire. For enlisted members, mess dress or the semi-formal dress uniform is worn. Refer to AFI 36-2903, for guidance on wear. 

8.9.1. Long dinner dresses or evening clothes for female guests are appropriate when attending a dining out. 

8.9.2. Pregnant military women should wear appropriate military attire. 

8.10. Key Players. 

8.10.1. President. This officer is the center figure of the dining in. Normally the commander of the organization hosting the dining in, the president is charged with the overall responsibility of the dining in. Specific duties of the president are as follows: 

8.10.1.1. Oversee entire organization and operation of the dining in. 

8.10.1.2. Appoint any or all of the following project officers: 

8.10.1.2.1. Vice President 

8.10.1.2.2. Arrangements Officer 

8.10.1.2.3. Mess Officer 

8.10.1.2.4. Escort Officers 

8.10.1.3. Secure an appropriate speaker, set the date, and determine location. 

8.10.1.4. Arrange for a chaplain to give the invocation. 

8.10.1.5. Greet all guests before dinner is served. 

8.10.1.6. Opening and closing of the mess. 

8.10.1.7. Many of the duties of the president are delegated to the arrangements officer who works closely with the president to ensure the success of the dining in. 

8.10.2. Vice President. The vice president serves as the president's principal assistant. The vice president is traditionally the junior officer of the mess; however, the president may select another member to serve in this demanding position. The success of the evening hinges largely on the imagination and humor of this individual who stimulates table conversation and keeps the program moving. The vice president also notes and makes special mention of the violations of the rules of the mess and breaches of protocol and etiquette. Traditionally, the vice president sits alone at the back of the dining room facing the president in order to observe the proceedings and monitor the flow of the program; the vice president is never seated near or at the head table. It is essential that mister/madam vice be very familiar with the customs and traditions of the mess. Duties of the vice president include: 

8.10.2.1. Open the lounge at the appointed time. 

8.10.2.2. Sound the dinner chimes at the appropriate time. 

8.10.2.3. Prepare appropriate toasts as directed by the president. Composition of appropriate poems or witticisms (in good taste) relating to personalities and (or) organizations present is encouraged. 

8.10.2.4. Keep the party moving and is the last person to leave. 

8.10.3. Arrangements Officer. The arrangements officer is directly responsible to the commander for the comprehensive planning of the dining in and for attending to the numerous details required for a successful event. The person selected for this task should be a top planner and supervisor. In small units, a junior officer may be capable of filling this role, but in large units, an officer with more seniority and experience may be a better choice. The arrangements officer works closely with the president to determine the date and location, and to identify and invite the guest speaker. He or she is also responsible for the menu, seating, decorations, music and entertainment, lodging and reservations, invitations, and the agenda. The arrangements officer consults with the president before making any final decisions on key aspects of the event. Other duties of the arrangements officer include: 

8.10.3.1. Establish the correct table and seating arrangement and arrange the necessary name and organization card; consider seating by organization, or by grade. 

8.10.3.2. Putting flags and any awards in place before the opening of the lounge, unless posting of the colors is part of the planned ceremony. 

8.10.3.3. Arrange for a suitable public address system (usually furnished by the club). 

8.10.3.4. Providing a lighted lectern with microphone for the guest speaker and chaplain. 

8.10.3.5. Place dinner chimes at mister or madam vice's location. 

8.10.3.6. Ensure all awards being presented available. 

8.10.3.7. Arrange for a photographer if photographs are desired. Usually this function is delegated to the public affairs office. 

8.10.3.8. Publish a detailed agenda and prepare a recommended guest list. Distribution and content are determined by the president. 

8.10.3.9. Brief the senior Allied military member scheduled to attend on the proper toast to be made to the President of the United States. 

8.10.3.10. Reproduce biographical sketches of guests as required. 

8.10.3.11. Ensure a hat/coat checker is available. 

8.10.3.12. After the dining in, prepare letters of appreciation to the guest of honor and others who rendered service for the president's signature. 

8.10.4. Mess Officer. The mess officer is an optional player in the dining in/dining out. Once the preliminary decision about event facility is made, the arrangements officer can delegate some or all of the responsibilities associated with the dining facility to the mess officer. 

8.10.5. Protocol Officer. 

8.10.5.1. Send formal invitations to all guests at least four weeks prior to the event. 

8.10.5.2. Establish procedures for taking R.S.V.P.’s 8.10.5.3. Make necessary lodging arrangements. 

8.10.5.4. Make necessary transportation arrangements. 

8.10.5.5. Assist with seating arrangements for the head table. 

8.10.5.6. Brief the escort officers on specific protocol requirements relating to the guests. 

8.10.5.7. Prior to the event, distribute biographical sketches of guests to the president, mister/madam vice, and other interested parties. 

8.10.5.8. Establish a parking plan. 

8.10.5.9. Assist escort officers as required. 

8.10.5.10. Advise and assist on flag arrangements. 

8.10.6. Escort Officers. Appoint one escort officer for each official and personal guest. Duties of the escort officer include: 

8.10.6.1. Contact the guest in advance to discuss dress, location, meeting point, and composition of the audience. 

8.10.6.2. If the guests are from out of town, meet them at their initial arrival point and arrange for transportation and accommodations during their stay. 

8.10.6.3. Meet and escort the guest into the lounge. 8.10.6.4. Brief the guest on the customs, courtesies, and procedures of the dining in. 8.10.6.5. Make sure that the guest is properly introduced to the president of the mess, other guests, the guest speaker, and members of the mess. 8.10.6.6. Ensure the guest is always in the company of several members of the mess; ensure no individual or group monopolizes the guest. 8.10.6.7. Upon departure, escort the guest to point of departure and bid farewell on behalf of all members of the mess. 8.10.7. Guest Speaker. The guest speaker's presentation is the traditional highlight of the evening. By custom, the speaker should be distinguished as either a military officer or official of the government. Contact the speaker well in advance and advised of the nature of the evening. When introducing the guest speaker to the mess, leave no doubt in the guests' minds whether they are to acknowledge the introduction to preclude possible embarrassment. Keep the introduction of the guest speaker simple; the speaker's ability will be evident. 

8.11. Planning Considerations. Start early, three to four months in advance, set a firm date, location, and general action plan. Appoint a planning committee chaired by the arrangements officer. 

8.11.1. Committee Membership. The size of the committee depends on the magnitude of the function. Committee members must be motivated and action oriented. Select committee members with expertise in their area of responsibility. Potential committee members include: 

8.11.1.1. Recorder. 

8.11.1.2. Finance. 

8.11.1.3. Invitations and Reservations. 

8.11.1.4. Food and Beverage. 

8.11.1.5. Decorations. 

8.11.1.6. Publicity. 

8.11.2. Date and Location. Selecting a date and location for the dining in is step 1. First, set a tentative date. If the committee has a guest speaker in mind, informally check the individual's availability. Make sure the date does not conflict with other military commitments, such as deployments, inspections or major base social function. Once a tentative date is set, choose a tentative location. Location is usually the officers' club for a dining in and dining out. Depending on circumstance, another location may be suitable, such as an aircraft hangar for a combat dining in. If the preferred location is available, book it immediately. If considering off base sites, ensure the prospective caterer is willing and able to meet requirements. Have a thorough understanding of all provisions of any contract before signing it. Pay particular attention to the cancellation clauses and cost factors (i.e. whether or not quoted prices include tax and gratuity). 

8.11.3. Choosing a Guest Speaker. Carefully choose the guest speaker. Traditionally, the speaker is a high-ranking military officer or government official. The arrangements officer usually prepares the letter of invitation for the president's signature; include the date, location, describe the audience and other pertinent facts about the occasion. It is appropriate to suggest suitable topics and desired length for the speech. Identify a potential alternate speaker in case the speaker of choice cancels. 

8.11.4. Invitations to Senior Officials. Coordinate with the appropriate level commander before sending invitations to senior officials, such as the Secretary of Defense (SecDef) and Principal Deputies, Service Secretaries, and Service Chiefs, including the Chairman of the Joint Chiefs of Staff and other high ranking military and government civilian Distinguished Visitors. 

8.11.5. Other Invitations. Send formal invitations to all guests, official and personal, extended in the name of the president. Invitations are not usually sent to members of the mess. 

8.11.6. Place Cards and "YASA" (You Are Seated At) Cards. Place cards are required only at the head table; organization identification cards are appropriate at other tables. Use one card for each table (uniform in size, color, and lettering). With assigned seating, utilize "YASA" cards with accompanying seating arrangement board to help members find their seat. Remove table numbers after the mess is assembled and first dinner course is served. 

8.11.7. Music. Schedule the band (consider a military band or ensemble) through the installation public affairs office. If a suitable band is unavailable, consider either a taped program or no music at all. 

8.11.8. Menu. The traditional menu consisted of four or five courses, with roast prime rib of beef and Yorkshire pudding. In recent years, the standard dinner at a dining in includes salad, entree, and dessert. While appetizers and soups may be easily added, a larger menu means increased costs; portions of large meals often go uneaten. 

8.11.9. Wine. Wine is an integral part of the dining in both for adding to the meal and for toasting. The wine is served in carafes by wait staff or simply placed on the table and passed around, from left to right (counterclockwise). Provide an alternative non-alcoholic beverage for those not wishing to drink wine, with refills readily available. 

8.11.10. Seating. Table arrangements for a dining in include straight banquet style, “T”, “U”, or modified “E” formations; consider ease of passage and space between place settings when choosing the best arrangement; avoid crowding tables. To allow the president and mister/madam vice to face each other when speaking, place mister/madam vice’s table at the opposite end of the banquet hall directly facing the president. Seat the head table according to protocol, with the senior honored guest to the right of the president, the next senior person to the left of the president, etc. The senior honored guest is usually the guest speaker. If this is not the case, it is customary to informally ask the senior honored guest if he or she will cede that position to the guest speaker. Do not seat guests at the ends of a table. Table seating for a dining out requires a man woman-alternating pattern within protocol restraints. Seat spouses in precedence determined by their military member's grade; spouses are not seated together. If seated at the head table, the chaplain often sits on the far left of the president. At a dining out, the guest of honor's spouse is seated to the right of the president with the second-ranking woman to his left. The president's spouse is seated to the right of the guest of honor. Seat other guests throughout the mess and seat members of the mess according to seniority. Seat organizations at tables arranged in accordance with local protocol or custom; consider the ability of the head table to clearly see all members of the mess. Do not just consider the mess member's ability to see the head table. Refer to Attachment 2 for depictions of seating arrangements. 

8.11.11. Decorations. Decorations fall into two categories, tables and the dining room/lounge. Limit table decorations to floral centerpieces and silver candelabra; formal organizational decorations may also be appropriate. The silver is provided by the caterer (club) while the centerpieces must be ordered from a florist. Order flowers at least one week in advance. Identify a budget and allow the florist to work around that amount. Dining room and lounge decorations include seals, emblems, flags, and colors tastefully displayed. When in doubt, keep the theme of the decorations patriotic. 

8.11.12. Program. A printed program booklet is not required, but may provide the dining in with a touch of class. The printed program is usually 5¼ by 8½ inches in size. Consider dressing up the booklet with quality paper stock, graphic art and variations in typeface. The president of the mess should approve a sample prior to printing. One booklet is usually positioned at each place setting. Contents of the program may include: 

8.11.12.1. Welcome letter from the commander. 

8.11.12.2. History of the dining in. 

8.11.12.3. Background, tradition, or explanation of locally originated ceremonies held as part of the dining in. 

8.11.12.4. Agenda. 

8.11.12.5. Schedule of, and proper responses to, toasts. 

8.11.12.6. Biography and photograph of the guest speaker. 

8.11.12.7. Biography and photograph of the commander. 

8.11.12.8. History of the sponsoring organization. 

8.11.12.9. Menu. 

8.11.12.10. "Rules of the Mess." 

8.11.12.11. Words to the Air Force Hymn or Air Force Song. 

8.11.12.12. Brief description of awards and recipients. 

8.11.13. Financial Planning. Estimating all costs and determining the pro-rata cost charged to each member of the mess is critical for a successful event. Consider the following: 

8.11.13.1. Unit military personnel customarily pay their own way and share the expense of all formally invited guests. Clearly designate the funding status of personnel outside the sponsoring organization in the invitation. Wording such as "come join us" followed with an estimate of the cost connotes a paying member. Use of the word "guest" in the invitation indicates a formal guest of the sponsoring unit without a requirement to pay. As a formal guest, the guest speaker does not pay. To defray the cost for junior enlisted personnel, consider donations from private organizations or a multi-tiered price structure applied according to grade. Consult the legal office before accepting funds from private organizations. 

8.11.13.2. A dining in at reasonable cost to each member is usually more enjoyable than an expensive extravaganza. 

8.11.13.3. Once tentative costs are determined, develop an operating budget. 

8.11.13.4. Establish a procedure for collecting and depositing money such as a separate bank account specifically for the function. For a large function, identify POCs in elements of the unit to take reservations and collect money or club card numbers from their assigned unit. 

8.11.14. Bartenders. During the cocktail hour, ensure a sufficient number of bartenders are available. To eliminate a long bar line, consider starting the evening with extra bartenders at each bar, but be aware that this may increase the cost. Discuss options with club management or the caterer. Suggested number of bars required: 

8.11.14.1. 1-50 people: 1 bar 

8.11.14.2. 51-100 people: 2 bars 

8.11.14.3. 100-500 people: 3 or more bars 

8.11.14.4. Non-alcoholic beverages should available at each bar. 

8.11.15. Chaplain. Invite a chaplain to give the invocation. If a chaplain is not available, a member of the mess may give the invocation. 

8.11.16. Photography. Brief the photographer on the agenda of events in advance. Identify the specific photographs desired and clarify any requirements. The photographer should not detract from ceremonies or activities. If necessary, stage photos before or after the event. If desired, arrange a private professional photographer for personal photographs of the members of the mess. 

8.11.17. Memento for the Speaker. The memento for the guest speaker, if provided, should be of nominal value (i.e. value not more than $10). A plaque commemorating the occasion or the gavel used by the president of the mess is acceptable. 

8.11.18. Site Inspection. Check the site thoroughly on the day of the event with assistance from committee members and make adjustments or corrections as appropriate. 

8.12. Conducting the Dining in. 

8.12.1. Conduct and Courtesies. Urge members to meet as many guests as time permits without monopolizing the time of any one guest. The following is a step-by-step sequence of the dining in, from arrival to adjournment. 

8.12.2. Cocktails. Member of the mess should arrive in the lounge within 10 minutes of opening time and prior to the senior honored guest. The cocktail period usually lasts between 30 and 60 minutes. This time is intended for members to assemble before dinner and meet the guests. Escort officers should remain with guests while members rotate between guests. Light snacks such as nuts, chips, and pretzels may be strategically located throughout the lounge. Soft, classical or semi-classical background music is appropriate (recorded or live). 

8.12.3. Assembling for Dinner. At the end of the cocktail period, mister/madam vice sounds the dinner chime and directs the mess to proceed to the dining room. Members and guests assigned to the head table remain in the lounge or assemble in an anteroom. All others proceed in an orderly fashion to assigned seats and stand quietly behind their chairs. By tradition, drinks are never taken into the dining room. There are several entry options for members of the head table. 

8.12.3.1. The president and guest of honor enter first with the president on the left and the honored guest on his/her right. Continue with the next ranking individual on the left and next ranking official guest on his/her right-hand and so forth. 

8.12.3.2. Table members file in to the dining area in the order they will be seated at the table, far end of the platform from entrance steps first, with those seated closest to the platform steps last. This order of entry works well when the platform the head table is placed on is narrow and does not allow members room to pass behind one another. 

8.12.3.3. The president and guest of honor enter the mess last after everyone is assembled. 

8.12.3.4. Once the head table is in place, "Ruffles and Flourishes" and the "General's March" are played as appropriate if the senior member is a general officer. All members of the mess stand at attention during the playing of “Ruffles and Flourishes.” 

8.12.4. Calling the Mess to Order. Immediately following the sounding of "Ruffles and Flourishes," the president raps the gavel once to call the mess to order. The president then directs the color guard to post the colors. The color guard marches into the dining room and posts the colors. The national anthem is then played or sung. If the colors are in place, or there is no color guard, the national anthem is played or sung immediately following the president's call to order. A bugler may sound "To The Color" instead of the national anthem. Following the national anthem, the color guard departs the room. Since protocol does not require that the colors, once posted, must be retired, some commanders elect to dismiss the color guard at this time. After the color guard departs, the president asks the chaplain or an appointed member of the mess to deliver the invocation. After the invocation, the members of the mess and guests remain standing for the toasting. 

8.12.5. Wine Pouring Ceremony. Usually, wineglasses are already filled; but if a wine pouring ceremony is observed, members of the mess and guests will be seated immediately following the invocation. The president removes the stopper from the decanter placed before him/her; the senior officer at each table does likewise following the president's lead. Decanters are passed from hand to hand to the right, with each member filling his or her glass. Decanters never touch the table until all glasses are filled and the president replaces the stopper and places the decanter on the table. Club service personnel should be ready to replace decanters as they are emptied, and to fill wine goblets with a non-alcoholic beverage as appropriate. According to tradition, port wine is used for toasting while another wine is used for dinner. The choice of wines is a commander's prerogative. When all glasses are charged, and the president has replaced the decanter on the table, all members of the mess and guests rise for the toasts. 

8.12.6. Other Ceremonies. Other ceremonies may be used instead of, or in conjunction with, the opening ceremony (i.e. a sword ceremony). Keep ceremonies simple, well-rehearsed and limit to no more than one or two, to keep the evening's events on schedule. 

8.12.7. Toasting. In addition to general rules covered in Chapter 15 of this publication, the following apply specifically to a dining in or dining out. 

8.12.7.1. Informal toasts are an important part of the occasion. They should be humorous, but in good taste. Utilize "plants" to make some impromptu toasts to set the tone of the evening. 

8.12.7.2. After the welcoming remarks, the president introduces the head table, and mister/madam vice proposes a toast, "To our honored guests." The guests respond, "Here, Here." 

8.12.7.3. Normally, toasts are planned and approved in advance by the president. To avoid confusion, print the toasts and responses in the dining in program booklets placed at the tables. However, at any time after the toast to the Chief of Staff, a member may ask to be recognized by saying, "mister/madam vice, I have a point of order." Mister/madam vice recognizes the member by saying, "Sir/Madam, state your point of order." The member will, in a polite and forthright manner, advise the president that the toast required by courtesy or protocol has not been proposed. The president then requests the member who has the floor to propose the toast or asks mister/madam vice to propose the appropriate toast. (This is an opportune time for the president of the mess to explain the POW/MIA table and propose his last toast ("One more roll") before his/her opening remarks.) 

8.12.8. President's Opening Remarks. The president's remarks provide the opportunity to officially welcome guests and set the tone for the evening. After the head table is introduced, the president either personally introduces the remaining guests or polls the escort officers. Once all guests are recognized, mister/madam vice proposes a toast to the guests. Members of the mess stand, guests remain seated. The response to this and all future toasts is, "Hear, Hear!" The president then seats the mess and invites the members to eat. Courses are served to the head table first. At other tables, the highest-ranking individuals are served first. Mister/madam vice is served immediately after the head table. Before serving the entree, the president may wish to add some humor to the meal by asking mister/madam vice to sample the meal. The vice president may choose to compose an ode or poem to the meal. 

8.12.9. Recess. At the scheduled time, the president raps the gavel three times to gain attention. When the mess is silent, the president raps twice and announces a short recess allowing dishes to be cleared and dessert served. Members stand by their places until the head table departs. Everyone then proceeds to the cocktail lounge where the bars have reopened. 

8.12.10. Reconvening the Mess. At the end of the recess, mister/madam vice sounds the dinner chimes and directs everyone to proceed to the dining room. Traditionally, drinks are not brought into the dining room following the recess. When members reach their places, they stand directly behind their chairs. The president leads the head table party into the dining room. The president then seats the mess with one rap of the gavel. Coffee and tea are served and dessert is eaten. 

8.12.11. Awards. If individual or unit achievements are recognized, an appropriate ceremony is arranged. The ceremony takes place during the formal portion, often immediately preceding the guest of honor's speech. A toast to those recognized is appropriate. It is inappropriate to plan a ceremony directly after the guest speaker's speech. 

8.12.12. Guest Speaker's Address. After recognition and awards, and any scheduled entertainment, the president introduces the guest speaker. The speaker's address (usually patriotic or entertaining in nature) typically lasts 15 to 20 minutes. After thanking the speaker, the president presents a memento to the speaker. The president then asks the vice president to propose an appropriate toast to the guest speaker. Mister/madam vice proposes a toast, "To our guest of honor."

 8.12.13. Closing the Mess. After the toast to the guest speaker, the president recognizes those who organized the dining in and thanks mister/madam vice. If desired, the colors are retired by the color guard. The president encourages everyone to stay and enjoy him or herself, if postdinner entertainment is planned, and then adjourns the mess with two raps of the gavel. After the mess is adjourned, members remain at the dining in until the guest of honor and the president depart. If there is a delay in departure, the president may allow members to leave at their discretion. Traditionally, mister/madam vice is the last member to leave the dining in. 

8.12.14. Post Dinner Entertainment. Post dinner entertainment depends upon the imagination of the sponsoring unit, the arrangements officer and the vice president, within the guidelines set by the president. At the close of a dining out, an orchestra, band, or DJ for dancing may be appropriate entertainment. 

8.12.15. The Grog Bowl. 

8.12.15.1. The grog bowl is an "accessory" traditional to a dining in, although not required. If a grog bowl is not utilized, consider some other means of punishment for infractions. 

8.12.15.2. The planning committee determines the contents of the grog bowl. It is recommended to have two grog bowls, one alcoholic and one non-alcoholic. Note: Use of the grog bowl is not to encourage alcohol consumption or public intoxication. Ensure execution of the Grog is in-line with the rules of the mess and spirit of comradery and tradition. 

8.12.15.3. Consider a grog mixing ceremony where the contents of the grog are combined along with a humorous narrative by mister/madam vice. 

8.12.15.4. Certain members of the mess seem to be frequent violators, such as mister/madam vice. It is not uncommon for the president and the guest speaker to be charged with at least one violation. If the president leaves his/her position at the head table, he/she must appoint another individual to assume his/her position. 

8.12.15.5. The arrangement officer or mister/madam vice, should brief the president on the rules beforehand (refresh his/her memory) and determine the "rules of engagement" to keep this portion of the program from getting out of hand. 

8.12.15.6. Infractions warranting a trip to the grog bowl are noted at any time by the president, vice president, or any member of the mess. Members bring infractions to the attention of the president by raising a point of order. If the validity of the charge is questioned, members vote by tapping their spoons on the table. 

8.12.15.7. When the president directs a violator to the grog bowl, the individual proceeds to the bowl promptly. The bowl is usually located on mister/madam vice's table. Upon arriving at the grog bowl, the violator does the following: 

8.12.15.7.1. Does an about face and salutes the president 

8.12.15.7.2. Turns to the bowl and fills the cup. 

8.12.15.7.3. Does another about face and toasts the mess. 

8.12.15.7.4. Drains the contents of the cup without removing it from the lips, then places it inverted on his/her head signifying it is empty. 

8.12.15.7.5. Replaces the cup, again salutes the president, and returns to his/her seat. With the exception of the toast, "To the Mess," the violator is not permitted to speak during this process. 

8.12.15.8. At various points during the evening, a member may be sent to the grog bowl as punishment for violating the “rules of the mess”. 

8.12.15.9. Common Violations of Protocol Warranting a Trip to the Grog Bowl. 

8.12.15.9.1. Wearing an ill-fitting or discolored mess jacket. 

8.12.15.9.2. Wearing non-issue suspenders. 

8.12.15.9.3. Starting a course before the president. 

8.12.15.9.4. Applauding a particularly witty, sarcastic, or succinct toast (unless following the example of the president).

8.12.15.9.5. Loud and obtrusive remarks 

8.12.15.9.6. Discussing business, referred to as "opening the hangar doors." 

8.12.15.9.7. Leaving the dining area without permission from the president (excluding pregnant attendees). 

8.12.15.9.8. Talking while another person has the floor. 

8.12.15.9.9. Quibbling. 

8.12.15.9.10. Haggling over date of rank. 

8.13. Rules of the Mess. The following outlines rules under which the mess is conducted. They are designed to conform to tradition and promote levity. Violators of these rules are subject to the wrath and mischievousness of mister/madam vice. All assigned penalties are carried out before the membership. 

8.13.1. Thou shalt arrive within 10 minutes of the appointed hour. 

8.13.2. Thou shalt make every effort to meet all guests. 

8.13.3. Thou shalt move to the mess when thee hears the chimes and remain standing until seated by the president. 

8.13.4. Thou shalt not bring cocktails or lighted smoking material into the mess. 

8.13.5. Thou shalt not leave the mess whilst convened. Military protocol overrides all calls of nature (excluding pregnant attendees). 

8.13.6. Thou shalt participate in all toasts unless thyself or thy group is honored with a toast. 

8.13.7. Thou shalt ensure that thy glass is always charged when toasting. 

8.13.8. Thou shalt keep toasts and comments within the limits of good taste and mutual respect. Degrading or insulting remarks will be frowned upon by the membership. However, good natured needling is encouraged. 

8.13.9. Thou shalt not murder the Queen's English. 

8.13.10. Thou shalt not open the hangar doors. 

8.13.11. Thou shalt always use the proper toasting procedure. 

8.13.12. Thou shalt fall into disrepute with thy peers if the pleats of thy cummerbund are not properly faced. 

8.13.13. Thou shalt also be painfully regarded if thy clip-on bow tie rides at an obvious list. Thou shalt be forgiven; however, it thee also ride at a comparable list. 

8.13.14. Thou shalt consume thy meal in a manner becoming gentlepersons. 

8.13.15. Thou shalt not laugh at ridiculously funny comments unless the president first shows approval by laughing. 

8.13.16. Thou shalt express thy approval by tapping thy spoon on the table. Clapping of thy hands will not be tolerated. 

8.13.17. Thou shalt not question the decisions of the president. 

8.13.18. When the mess adjourns, thou shalt rise and wait for the president and head table guests to leave. 

8.13.19. Thou shalt enjoy thyself to thy fullest. 

8.14. A Final Word. Various forms of skits or entertainment may also be included to add to the evening. The decorations, ceremony, humor, and wit contribute to the memory of the evening. A memorable event does not need to be excessively costly or lengthy, prepare an agenda and stick to the schedule. A formal program that lasts between 2 and 2 1/2 hours is ideal, allowing sufficient time for informal entertainment.