grams and participation in public events requiring the support of the Military Departments.

§ 237.6 Records and reports.

The Assistant Secretary of Defense (Public Affairs) will be kept informed regarding all significant community relations programs. To insure proper national level planning and coordination of programs which involve other activities of the U.S. Government and foreign governments; to answer inquiries from the Congress, the press, and the general public; to provide a basis for recognition of outstanding command or individual accomplishments; and to evaluate program effectiveness, records will be kept, and a report will be submitted as follows:

(a) A semiannual report, to cover significant community relations programs accomplished during the period, and planned for the following 6 months, will be submitted to the Assistant Secretary of Defense (Public Affairs) as prescribed in § 237.8 (Semiannual Community Relations Report). This report, covering the periods January 1 through June 30, and July 1 through December 31, will be submitted directly to the Assistant Secretary of Defense (Public Affairs) by the Secretaries of the Military Departments and Commanders of the Unified and Specified Commands, not later than March 1 and August 31 respectively.

(b) Commanders of Unified Commands will include in their semiannual reports as prescribed in § 237.8 only those significant programs which are multiService, command-wide, or multinational in scope and interest; which required, or will require support from outside the normal resources of their command; or which require specific coordination and guidance from the Unified Commander or from the Assistant Secretary of Defense (Public Affairs). Reports by the Secretaries of the Military Departments as prescribed in § 237.8 will not include the types of programs which are reported by Unified Commanders, but will be limited to significant programs of singleService interest and significant local command activities.

(c) Information included in reports on Armed Forces Day, as required by DoD Directive 5400.5, "Armed Forces Day," will not be included in semiannual community relations reports.

(d) In addition to the semiannual reports on significant community relations programs as directed above, records of

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specific public events in support of community relations programs will be maintained by commanders at appropriate levels as determined by the Secretaries of the Military Departments, the Commanders of the Unified and Specified Commands and the Directors of the separate agencies of the Department of Defense. Records will be in sufficient detail to provide information to the Secretary of Defense if required. They will include, as a minimum, date and place of event; sponsor, names and titles of sponsor officials; names and titles of principal military officials participating; speakers, troop units, bands, exhibits, demonstrations, and administrative support provided; estimated size of civilian audience; and the total additional cost to the Government.

§ 237.7 Glossary of terms.

The following terms, which apply for purposes of this part, are furnished as an aid in determining the suitability, appropriate degree, type of financing of Department of Defense participation in public events, official civil ceremonies, community relations programs, and similar events.

(a) International, national, regional, State, and local events. (1) An international event is one which the audience and/or participation is drawn from the United States and at least one other nation.

(2) A national event is one in which the audience and/or participation is drawn from the United States as a whole.

(3) A regional event is one in which the audience and/or participation is drawn from two or more States of the United States.

(4) A State event is one in which the audience and/or participation is drawn from that State as a whole.

(5) A local event is one within a State which centers on and is of primary interest to a single community.

Corresponding classifications may be made in overseas areas by the Unified and Specified Commanders.

(b) Department of Defense participation. Includes any use of Armed Forces personnel as individuals or as units; facilities, and materiel to include aircraft, ships, exhibits, and equipment in support of community relations programs.

(c) Aerial demonstrations. Flight demonstrations. jumps, personnel, or equipment drops by Armed Forces per

sonnel or aircraft for public affairs purposes.

(d) Personnel, facilities and materiel utilization. The use or appearance of individuals or groups or units of military personnel, performing units and marching units, drill teams, drum and bugle (or drum and fife) corps; single-service or joint-service color details, honor and security cordons, military bands and choral groups or their components; use of Armed Forces facilities, to include aircraft, ships and installations; and the use of Armed Forces materiel and equipment to include exhibits and loanable or donable items for community relations purposes.

(e) Armed Forces exhibits. Any display for public affairs purposes of Armed Forces materiel. Specifically included are items of equipment, models, devices, and information and orientation materiel placed for public information purposes before audiences at conventions, conferences, seminars, demonstrations, exhibits, fairs, or similar events. Also included are general purpose displays in public buildings or public locations. cluded are operable aircraft.

Ex

(f) Public events. Programs held in the civil domain to include all ceremonies, demonstrations, exhibitions, expositions, athletic contests, fairs, trade or air shows, conventions, meetings, symposia or similar programs not connected with the military functioning of the Department of Defense and intended primarily for nonmilitary audiences. Exercises, movements or maneuvers conducted as a part of military training, even though incidentally observed by the general public, are not considered public events.

(g) Fraternal Groups. Societies whose members are banded together for mutual benefit or for work towards a common goal. They include, but are not limited to, such organizations as the Fraternal Order of the Eagles, Benevolent and Protective Order of Elks, Loyal Order of the Moose, Free and Accepted Masons (Scottish Rite, York Rite, and Shrine), Knights of Columbus, Knights Templar, Independent Order of Odd Fellows, and Order of the Eastern Star. Service or luncheon clubs, such as Rotary International, Kiwanis International, Lions International, Optimists, Toastmasters International, or Junior Chambers of Commerce, are not considered fraternal groups.

(h) Official Civil Ceremonies. Those public events sponsored and conducted by Federal, State, county and municipal governments, to include, in overseas areas, corresponding authorities of the host nation. Official civil ceremonies include inaugurals, dedications of public buildings and projects, ceremonies for officially invited governmental visitors, and the convening of legislative bodies. Community or civic celebrations such as banquets, dinners, receptions, carnivals, festivals, opening of sports seasons, and anniversaries are not considered official civil ceremonies even though sponsored or attended by civic or governmental dignitaries.

(1) Holidays. (1) National holidays are those prescribed by Federal Law, 1.e., New Years Day (January 1); Washingtion's Birthday (February 22); Memorial Day (May 30); Independence Day (July 4); Labor Day (1st Monday in September); Veterans Day (November 11); Thanksgiving Day (4th Thursday in November); Christmas Day (December 25).

(2) Armed Forces Day (3d Saturday in May) will be treated as a national holiday for purposes of this part.

(3) State holidays are those officially proclaimed by an individual State as holidays to be observed in that State.

(4) Primary, general, and special election days are not considered holidays.

(5) A corresponding classification of "host nation" holidays may be made in oversea area by Unified and Specified Commanders.

(j) Additional cost to the Government. That cost financed from the operation and maintenance type appropriation available to the Department of Defense component furnishing the Government resources for a public event of mutual benefit to the Department of Defense and the sponsor of the event. Additional costs normally include but are not necessarily limited to the following items: Travel and transportation of military personnel, meals, or lodging or per diem allowances payable under the provisions of the Joint Travel Regulations, and the transporting, handling, and cost of aviation fuel if such fuel is not available at military contract price at the staging base.

(k) DoD share of costs. The Department of Defense share of costs for events of mutual benefit will normally include those continuing-type costs to the Government which would exist if the De

partment of Defense component did not participate in the event, such as: Regular pay and allowances of the Armed Forces, small incidental expenses of an installation (e.g. local transportation, telephone calls, etc.), and other minor expenses as may be determined by the Department of Defense component participating in the event. The use of routine training flights or military aircraft for the transport of military personnel, if requested by a Department of Defense component, approved, and determined to be available, is also considered to be a Department of Defense share of costs for an event of mutual benefit. See DoD Directive 5122.8, December 13, 1963, and DoD Instruction 5435.2, December 13, 1963.

(1) Community relations area. That geographical area wherein Department of Defense facilities and/or personnel have a social or economic impact on the populace.

(m) Washington, D.C., area. The District of Columbia, the City of Alexandria, Va., the Counties of Arlington and Fairfax, Va., and the Counties of Montgomery and Prince Georges in Maryland, together with incorporated municipalities lying within these borders.

§ 237.8

Semiannual DoD community relations report.

Semiannual Department of Defense community relations reports will be submitted in format and substance as follows:

(a) Programs. List in brief narrative form the major community relations programs conducted during the reporting period, with special attention to:

(1) Exceptional accomplishment and results. List major community relations programs that have been particularly successful, giving reasons for success. Inclose pictures, press clippings, if available.

(2) Problem areas. Include problems such as a shortage of personnel, facilities and equipment; base closures or reductions; law enforcement; public housing; racial issues, military noise problems; and public criticism of specific programs, actions or policies.

(3) Solutions. Programs to solve problems listed above, including successes and failures. Enclose pictures, press clippings or other materials as appropriate to illustrate problems or to demonstrate success.

(4) Recommendations for improvements. Include specific recommendations concerning any steps which the Assistant Secretary of Defense (Public Affairs) might take to help solve specific community relations problems.

(5) Forecast. Include brief outline of significant community relations programs to be conducted in next 6 months which have potential national, international or wide regional interest, or which are likely to have major impact, either favorable or unfavorable, on public opinion. All activities which involve more than one Service or more than one major command should be included.

This part establishes (a) guidance for preparation of the Defense Industry Bulletin, and (b) includes guidance and procedures governing Department of Defense cooperation with industry on (1) public affairs matters in general, (2) industry-sponsored events, and (3) advertising defense themes and products.

§ 237a.2 Applicability.

The provisions of this part apply to all components of the DoD.

§ 237a.3 Objective and policy.

(a) It is important that American industry-particularly defense contractors-understand the plans, programs, and activities of the DoD. Such understanding can be achieved by (1) wide dissemination of information to the business community, consistent with national security, and (2) cooperation with industry in public relations activities which are not contrary to the national or DoD interests.

(b) As outlined in Part 237 of this subchapter, DoD components shall cooperate with industry at local and regional levels. However, they will notify the Assistant Secretary of Defense (Pub

(a) Defense Industry Bulletin. The bulletin, authorized by Part 237 of this subchapter to apprise defense contractors, trade associations and other business organizations of DoD policies, plans, programs, and procedures which have an impact on business or industry, achieve widespread awareness and understanding of DoD policies, plans, programs, and procedures governing research, development and production, and the procurement of goods and services, and serve as a guide to and stimulate ideas throughout the industrial community concerning solutions of problems arising in fulfillment of DoD requirements, will be published and distributed by the Directorate for Community Relations, OASD (PA).

(1) DoD components may submit any of the items listed below to the Editor, Defense Industry Bulletin, OASD(PA), by the 20th day of each month. If no significant information exists, a negative report will be submitted.

(1) Articles, preferably by-lined, with supporting photographs or illustrations. (Suggested length is 2,000-2,500 words, but may be shorter or longer as coverage of subject requires.)

(ii) Material covering subjects that are timely and of particular interest to those organizations oriented toward defense contracting, including, but not necessarily limited to, (a) research and development; (b) procurement; (c) contract management; (d) small business opportunity; (e) DoD policies affecting industry; (f) management improvement programs, such as Zero Defects; (g) programs successfully conducted by industry and the DoD working together; (h) explanations of new DoD issuances affecting industry; and (i) major organizational changes.

(iii) Key personnel appointment and reassignment announcements, for the "About People" section.

(iv) New or revised official directives, instructions, regulations, and other publications, for the "Bibliography" section.

(v) Scheduled technical meetings and symposia sponsored by DoD organizations, projected at least forty-five (45)

days, for the "Meeting and Symposia” section.

(vi) Announcements of meetings, conferences, briefings, demonstrations, exercises, etc., projected at least forty-five (45) days, for the "Calendar of Events."

(2) Each DoD component will designate one action officer and one alternate to assist the Directorate for Community Relations, OASD(PA), in carrying out responsibilities defined in subparagraph (1) of this paragraph.

(b) Participation in special events(1) Industry-sponsored events. (i) DoD components are encouraged to cooperate with and assist industry in activities and events beneficial to the Government, provided such cooperation and assistance is not in conflict with the provisions of Part 40 of this chapter which authorizes participation in:

(a) Luncheons, dinners and similar gatherings when the host is an industrial, technical, or professional association, not an individual defense contractor or other commercial firm;

(b) Public ceremonies of mutual interest to industry, local committees, and the DoD (examples-ship launchings, rollouts, and first flights);

(c) Industrial programs which are in support of Government policy (example-international exhibits which offer the opportunity to promote U.S. scientific and technical leadership); and

(d) Civic and community projects in which industry relationship is remote from the purpose and tenor of the event (example-Armed Forces Day event sponsored by an individual firm).

(ii) Participation in events which benefit a particular firm (examplesopen houses and ceremonies dedicating new facilities) will be limited, normally, to speaker participation (see Part 238 of this subchapter).

(2) DoD-sponsored events. Generally, DoD public affairs programs will be performed within authorized resources. Contractor participation in DoD-sponsored events involving a firm's product or service may be authorized, provided such participation is in the Government's interest.

(3) Jointly sponsored events. Joint DoD-industry sponsorship may be desirable in certain instances (examplesseminars, conferences, and symposia). Industry assistance is normally provided by a trade, technical, or professional association. Requirements for clearance of DoD official information prepared for

disclosure (see Part 159 of this chapter and DoD Directive 5230.9, "Clearence of Department of Defense Public Information" 1) will be adhered to when applicable.

(4) General. Participation in industrial events of national and international interest must be approved by the ASD (PA) in advance. Detailed proposals, including cost estimates, will be submitted to the ASD(PA) through the headquarters of the DoD component concerned. Requests for approval involving industry participation in either DoD or DoDindustry sponsored events will specify the nature and extent of industry-furnished assistance, if any.

(c) Use of DoD insignia, themes, and products in advertising-(1) Insignia. Use of insignia is governed by Part 237 of this subchapter.

(2) Themes and products. Requests for use of DoD themes and products in commercial advertising and other promotions will be evaluated in terms of their benefit to the DoD. A determination as to whether cooperation should be extended will be made by the ASD (PA) (except in the case of DoD component-controlled insignia), in accordance with the provisions of Part 237 of this subchapter. The DoD will bear only those advertising costs authorized by section XV of the Armed Services procurement regulation in Part 15 of this chapter.

(3) Filmed material. Participation in the production of motion pictures and TV programs, including filmed commercials, will be governed by provisions of DoD Instruction 5410.15,1 "Delineation of DoD Audio-Visual Public Affairs Responsibilities and Policies," and DoD Instruction 5410.16, "Procedures for DoD Assistance on Production of NonGovernment Motion Pictures and Television Programs."

(d) Use of contractor product identification. DoD components may identify contractors in their information activities whenever the major responsibility for a product (example-an aircraft) can be clearly and fairly credited to an identifiable contractor. In these instances, DoD information releases will include both the manufacturer's name

1 Filed as part of the original. Copies available from U.S. Naval Publications and Forms Center, 5801 Tabor Ave., Philadelphia, Pa., 19120, Attn: Code 300.

and the DoD component's designation of the product.

(e) Solicitation. (1) DoD representatives will not solicit, or authorize others to solicit, from contractors for advertising, contributions, donations, subscriptions, or other emoluments. Where there is a legitimate need for industry promotion items, such as scale models-for example in recruiting programs-the headquarters of the DoD Component concerned may authorize procurement of such items as required.

(2) Defense contractors wanting to distribute items through official DoD channels should be advised to contact the headquarters of the DoD component concerned for guidance.

(f) Briefings. (1) Advanced planning briefings for industry are governed by DoD Instruction 5230.14,1 "Advanced Planning Briefings for Industry."

(2) Classified meetings are governed by DoD Directive 5200.12,1 "Security Measures, Approval and Sponsorship for Scientific and Technical Meetings Involving Disclosure of Classified Information."