Chapter 1--Release Background and Responsibilities
General Background 1.1
Freedom of Information Act (FOIA) and Privacy Act 1.2
Public Affairs Responsibilities 1.3
Limits on Classified Information 1.4
Limits on Information Release Due to Policy 1.5
Release of Previously Published, Released, or Cleared Information 1.6
Releasable Information About Air Force People 1.7
Releasable Information on Operational Subjects 1.8
Contracts and Contractors' Releases 1.9
How To Release Technical Information 1.10
Communications With Industry and Governments 1.11
Copyright Material 1.12
Release of Information on Gifts 1.13

Chapter 2--Working With the Media
Prerequisites 2.1
Relations With Media 2.2
Media Access to Installations 2.3
Air Force Aircraft for Media Travel 2.4
Planning and Coordinating Nonlocal Media Travel (to Another
Base or Location) 2.5
Types of Media Releases 2.6
News Release 2.7
Response to Query 2.8
Media Interviews 2.9
News Conference 2.10
Informal Communication 2.11

____________________________________________________________________________________________________

Supersedes AFR 190-1, 30 August 1991. Certified by: SAF/PAR (Col Salvatore J. Giammo)
OPR: AMC/PAM (Maj Jereon Brown) Pages: 24/Distribution

Freedom of Information Act (FOIA) and the Privacy Act 2.12
PAO Attribution 2.13
Pooling Media 2.14
Nationally Significant Spot News 2.15
Plans for Releasing Information on Events or Accomplishments 2.16
Keys to Successful Communication With the Public and Control of
an Interview 2.17

Chapter 3--Magazine and Book Activities
General Background 3.1
Responsibilities for Magazine and Book Activities 3.2
National Magazine Stories 3.3
Payment and Honoraria for Writing 3.4
Writing Restrictions 3.5
Air Force Member's Responsibilities 3.6

Chapter 4--Air Force Civilian News
Civilian Accomplishments 4.1

Chapter 5--Public Affairs Visual Information (VI) Activities
Terms Explained 5.1
VI Support for News Media 5.2
Air Force Background 5.3
Responsibilities Assigned 5.4
Sources of Air Force Public Affairs VI Materials 5.5
Public Affairs Photography 5.6
Security Considerations 5.7
Photographic Record Disposition 5.8
Impact of FOIA and Privacy Act on Public Affairs Photography 5.9
Photography Guidance 5.10
Documentation Activities (News Film) 5.11
How To Request Coverage for Release Through the
DoD News Film Pool 5.12

Chapter 6--Public Affairs Support for Nongovernment, Nonentertainment VI Productions;
Contractor VI Productions; and Commercial Advertisements
Terms Explained 6.1
Air Force Background 6.2
General Background Guidelines 6.3
VI Support for Contractors 6.4
VI Support for Commercial Advertisements 6.5
SAF/PA, MAJCOM, and Local Responsibilities 6.6
Requests to SAF/PA for VI Support 6.7
SAF/PA Approval Procedures 6.8

Chapter 7--Public Affairs Support to Nongovernment, Entertainment-Oriented Motion Picture,
Television, and Video Productions
Scope 7.1
Background 7.2
General Background Guidelines 7.3
Responsibilities 7.4
Requests for VI Support 7.5
Script Review Procedures 7.6

Use of Air Force People as Extras 7.7
Air Force Background on Radio and Television Programs 7.8
Program Types 7.9
Approving Radio and Television Programs 7.10
Radio and Television News Coverage 7.11
Air Force Persons Participation in Radio and Television Programs 7.12
Special Considerations for Air Force Participation in Commercially
Sponsored Programs 7.13
Air Force-Produced Recordings and Films for Radio and Television 7.14

Form Prescribed
AF Form 39, Response to Query 7.15

____________________________________________________________________________________________________

1.2. Freedom of Information Act (FOIA) and Privacy Act. Federal statute and DoD policy requires prompt and accurate disclosure of information to the public. The FOIA (Title 5, United States Code (U.S.C.), Section 552), directs maximum release of information. This means full disclosure, subject to lawful exemptions.

• Present Air Force information professionally.
• Be accurate, prompt, factual.
• Confine it to our field of expertise.
• Avoid the hypothetical and speculative.
• Reflect Air Force policy.
• Present it simply and honestly.
• Comply in spirit and letter with the Secretary of
  

Defense's principles of public information.

• Consider rights of living relatives and associates of deceased Air Force people. The Privacy Act, and the privacy exemptions of the FOIA, do not protect the personal privacy of deceased persons. Records about the deceased, however, may be withheld under FOIA or the privacy act to protect the privacy of living relatives and associates if the records contain private, personal information about the family or other background of persons still living. Use good judgment.

• All military and civilian personnel must comply with Air Force "full disclosure/minimum delay" standards thereby assuring commanders and public affairs staffs of rapid, accurate and continuos flow of information (see paragraph 1.7).
  

1.4. Limits on Classified Information. Do not release classified information! Its disclosure damages US security. Know DoD 5200.1-R, Industrial Security Program Regulation, June 1986, with Change 1, and AFI 31-401, Information Security Program.
1.4.1. This does not mean denying the PAO access to classified information on a need-to-know basis. The PAO must understand all important operational matters affecting the organization. This permits early presentation of unclassified information to the media to prevent erroneous speculation. Such speculation can jeopardize missions. For continued credibility, the PAO must be able to refuse to answer "because that is classified" rather than "I don't know."
1.4.2. Do not classify or withhold unfavorable information to shield it from the public or to avoid criticism of the Air Force. When in doubt about the security classification of information, consult DoD Regulation 5200.1-R, AFI 31-401, or AFI 37-131, Freedom of Information Act Program. These publications tell:

• How to classify, downgrade, and declassify information.
• Who can release and receive certain information.
• What to do before telling the public about weapon systems.
• How to challenge the classification of material.
• How open publication affects classified material.

1.6. Release of Previously Published, Released, or Cleared Information:
1.6.1. Do not assume information about the Air Force has been officially released because it appears in the media. The appearance of classified information does not mean it is now unclassified. Do not use it or refer to it.
1.6.2. Operational or technical information combined from prior releases must meet the same release standards as the original information.
1.6.3. Do not use portions of previously cleared and published articles or speeches in another context without approval from SAF/PAS.

1.7. Releasable Information About Air Force People.
In the course of the PAO's normal duties, occasions may arise when special guidance controls releasable information about individuals under certain conditions. The most common situations are:
1.7.1. Accidents and Safety. See AFIs 35-102, Crisis Planning, Management and Response, and 91-204, Investigating and Reporting Mishaps.
1.7.2. Address. Do not release home of record, home address, or home telephone number.
1.7.3. Age (Date of Birth). Not releasable.
1.7.4. Assignment of General Officers. OATSD/PA announces general officer assignments in coordination with the White House and other agencies or departments. EXCEPTION: MAJCOM or FOA commanders can announce an assignment within a MAJCOM or FOA after HQ USAF publishes orders on the assignment.
1.7.5. Attendance at Technical, Scientific, or Professional Meetings. Generally releasable.
1.7.6. Biographies and Photographs of Key Persons. Unit public affairs officers prepare biographies and photographs of key Air Force members. Any public affairs office can release them.
1.7.7. Courts and Boards. Legal directives provide detailed guidance concerning the types of releasable information prior to a trial. In all cases, closely coordinate with your staff judge advocate (SJA) before releasing information on any of these subjects. Serious charges are newsworthy, especially those that directly or indirectly concern the public. These may include cases for flying violations, aircraft accidents, and nonmilitary offenses such as larcenies and assaults allegedly committed by Air Force people in the community. Air Force policy for releasing information on criminal proceedings is:

• Media representatives, as members of the public, may attend open sessions of Air Force courts or boards.
• Photographers, video or audio recording crews may also attend open sessions of Air Force courts or boards. Do not permit photography or any type of recording in Air Force courtrooms during either open or closed court sessions (see Manual for Courts Martial).
• All news releases on the military court system should stress the similarity between the military and civilian courts as both are based on the principle that the accused is considered innocent until proven guilty beyond reasonable doubt.
  

• Names of persons charged with crimes.
• The date and nature of the alleged offense, as shown in the court martial order.
• The sentence, if approved.
• Type of discharge (if any) from the Air Force, and whether it was executed, suspended, or remitted (see paragraph 1.7.9).
• Confinement circumstances or date of release from confinement.
• Previous convictions or absence of them, provided the court finds the accused guilty in the present case.
• Acquittal, emphasizing it is commensurate with previously published accusations.
  

• Sensationalism and exaggeration.
• Slang, unless in a direct quote.
• The term "criminal."
• Editorial words prejudicial to the accused before trial, such as hit-and-run driver, deserter, or murderer. Before conviction, use "the accused is charged with the crime", or "alleged to have committed."
• Military terms, jargon, or clichés.
  

• Actions that affect groups--such as promotion boards or augmentation boards--generally are releasable.
• Administrative actions that affect individuals--such as administrative discharge boards or aviator flight boards--generally are not releasable. Selective early retirement boards and reduction in force boards affect individuals and are not generally releasable.
  

• Administrative. Administrative discharges are not releasable. Don't release whether it is honorable, under honorable conditions (general), or under other than honorable conditions, unless the affected person gives written consent. EXCEPTION: If a case has extensive publicity, this information may be releasable (ask your SJA advocate or SAF/PAM).
• Punitive. If the discharge results from a court martial, the record of trial is a public document. The sentence and subsequent clemency action, if any, are releasable.
  

• Information on DD Form 553, Deserter/Absentee Wanted by the Armed Forces.
• Additional facts of news interest not jeopardizing the confinement facility's control, discipline, and security.
  

1.8. Releasable Information on Operational Subjects. This listing of directives and policies applies to many common operational situations.
1.8.1. Disaster Preparedness. See AFPD 32-40, Disaster Preparedness.
1.8.2. Disaster Relief Documentation. See AFPD 32-40.
1.8.3. Environmental Matters. See AFPD 32-70, Environmental Planning.
1.8.4. Experiments Involving Laboratory Animals. See AFJI 40-401, The Use of Animals in DoD Programs.
1.8.5. Skyjacking, Terrorist Acts, Espionage, and International Incidents. OATSD/PA is the release authority. Contact OATSD/PA through normal public affairs channels except in emergencies. If the incident involves counter terrorism, use the following guidance:
1.8.5.1. Regardless of information in the public domain about the Counter Terrorism Joint Task Force (CTJTF), DoD does not discuss its capabilities, tactics, or equipment. It does not identify persons assigned to the CTJTF, release their photographs, or identify their individual military unit. It does not comment on plans or circumstances in which any counter terror forces might be used or confirm any other information. These restrictions prevent compromise by terrorists who could plan possible defensive actions against the CTJTF.
1.8.5.2. Comments from OATSD/PA will deal only with the CTJTF. Although MAJCOMs and installations may be involved in local counter terrorist exercises, such activities and units will not be identified with the CTJTF. If there is any question on terminology or subjects for release, check with OATSD/PA through channels beforehand.
1.8.5.3. Public affairs objectives are to speak with a single voice to thwart any favorable public attention gained by terrorists, and to identify them as performing criminal acts.
1.8.5.4. OATSD/PA policy on counter terrorism deviates from standard public affairs procedures for immediate release of unclassified information. Concern for the victim must take precedence over the public release of
details about the individual's life or career. Withholding such information, which may be made public at a later date, could save the victim from additional abuse or even death.
1.8.5.5. When US military personnel are identified as victims of terrorism, OATSD/PA limits releasable information concerning the victim, such as his or her biography, pictures, lists of family and friends, citations for awards, or anything which might place the victim, or his or her family in jeopardy.
1.8.6. Human Subjects in Research, Development, Test and Evaluation. See AFI 40-402, The Use of Human Subjects in Research, Development, Test, and Evaluation.
1.8.7. Clinical Investigation and Human Test Subjects in the Medical Service. See AFI 40-403, Clinical Investigation and Human Test Subjects in the Medical Service.
1.8.8. Unit Activations, Inactivations, Phase-Downs, or Movements. A significant change in unit level of operations is extremely important news for local communities. This change takes place after long deliberation at high levels of government. The first announcement comes from DoD. Public affairs personnel will not discuss these subjects until they have specific public affairs guidance.
1.8.9. Weapon Systems (Aircraft, Missiles, Munitions, Support Systems, Subsystems, and Space Vehicles). SAF/PAS reviews information about the existence, characteristics, potential capabilities of new systems, or improvements or modifications of existing ones before release. The same is true for military applications of nuclear energy, and the following warfare subjects: biological, radiological, chemical, electronic, and psychological. For announcements regarding weapon system selection seek guidance though normal PA channels.

1.9. Contracts and Contractors' Releases:
1.9.1. Unclassified Contracts. Companies or institutions with unclassified Air Force contracts may release information about them unless the contract states otherwise. DoD 5220.22-R, Industrial Security Regulation, December 1985, governs release of information by colleges and universities holding unclassified research and development contracts or letters of intent. Release the following without further DoD approval:

• A statement the contract, letter of intent, or supplement agreement was received.
• Certain types of contracts (such as proposals for a new electronic system, a high-altitude research study, etc.), if this information is not limited by the terms of the contract.
• Information of public or professional interest about the work being done, not limited by terms of the contract.
• Information previously approved for release.
  

1.10. How To Release Technical Information. This listing of directives and policies applies to many common technical areas:

• Material Cleared by Security Review. See AFI 31-401.
• Technical Documents. See AFI 61-204, Controlling the Distribution of Classified and Unclassified Scientific and Technical Information.
• Meteorological Information. HQ USAF/XOW authorizes the exchange of unclassified meteorological technical information and publications with countries hosting US forces. This information may be provided to host national government agencies or to nongovernment host nation scientific organizations. HQ USAF/CVAII grants authority to release this information and publications. Submit any requests for additional information or publications HQ USAF/CVAII for approval.

• Communications With the Congress. See AFPD 90-2, Inspector General--The Inspection System, and AFI 90-201, Inspector General Activities.
  
• Communications With Foreign Nationals. See AFI 35-201, Community Relations.
• Communications With the General Accounting Office. See AFI 65-401, Air Force Relations With the General Accounting Office.
• Legal Procedures and Litigation. See AFI 51-301, Civil Litigation.
• Patents. See AFI 51-303, Patents.
• Unclassified Records. See AFI 37-131.

1.13. Release of Information on Gifts. Gifts are a voluntary proffer of property to the Air Force by persons or organizations. Gifts must be desirable and useful, and contribute to the health, comfort, and morale of Air Force people.
1.13.1. The Air Force, and the command accepting the gift, does not publicly acknowledge it. The officer authorized to accept it acknowledges receipt, on behalf of the command's people, in an appropriate letter.
1.13.2. The donor may announce the gift through a news release, publicity, advertising or any other means. Such announcements should not imply the Air Force, or Air Force people, endorse the product. The Air Force must not give the donor any special concessions or privileges.
1.13.3. The US Government cannot furnish free transportation for gifts. Donors must consider the time and expense of commercial transportation, especially to overseas areas, before offering gifts. Gifts may be mailed to the commander of the unit receiving the gift, or to another specific individual.

• Their general structure and capabilities to include
  

organization, technology and deadlines.

• Individual capabilities for each medium to allow tailoring the Air Force message for maximum effectiveness.
• The media's need for rapid, accurate information. Consistent ability to produce it helps build good professional relationships with media representatives. This bridge of mutual respect and understanding is critical to credibility and essential to Air Force interests.

2.3. Media Access to Installations. Bona fide media representatives and freelance writers and photographers may visit Air Force installations with local public affairs office approval. If the installation has closed access, the PAO notifies security police. For open bases, arrange a convenient place to meet, and escort the media representatives from that point. In the interest of safety, security, and to make sure media representatives get the most accurate information, escort them at all times when on an installation.
2.3.1. The following events or requests should be coordinated through the appropriate MAJCOM
and SAF/PA prior to responding to the news media:

• Invitations for media to attend tests or displays of new or modified weapons or equipment.
• Stories which may be controversial, embarrassing, or of national interest.
• Visits or contacts by representatives of national-level news media (radio or television networks, or major print media). This does not include local representatives of national news-gathering agencies, such as network affiliates and wire services, unless the story may go national.
• Media requests for declassification of presently
  

classified material.

• Visits or contacts by foreign news media representatives.
  

2.4. Air Force Aircraft for Media Travel. DoD 4515.13-R, Air Transportation Eligibility, January 1980, with Change 1, authorizes media travel aboard DoD-owned aircraft. Media travel is one of the Air Force's most credible public affairs tools. Properly planned and coordinated, a media travel project can dramatically expand a media representative's understanding of the Air Force's mission, equipment, and people. Although there are no shortcuts to an easy travel project, the result is generally well worth the effort.
2.4.1. The two categories of media travel are local and nonlocal. In neither case will Air Force transportation compete with commercial carriers. Media travel on an Air Force aircraft must be integral to the news coverage (such as in demonstrating Air Force capability or to convey or enhance an Air Force position). Do not use Air Force aircraft to provide point-to-point travel if the trip is available with a commercial carrier with the same result. For example, media representatives requesting interviews or installation visits must provide their own transportation to those installations.
2.4.2. Do not commit Air Force transportation until obtaining approval from the proper authorities.
2.4.3. Travel is on a reimbursable basis when DoD industrially funded (Defense Business Operations Fund) aircraft are used.
2.4.4. Consider an orientation flight for a news media representative local travel and approve accordingly, unless circumstances dictate otherwise. For example, a flight for a national media representative requires coordination with SAF/PA; MAJCOMs may elect to retain approval authority, etc. NOTE: An orientation flight is a continuous flight in an Air Force-owned aircraft performed within the local flying area and returning to the point of origin; the purpose is to demonstrate an Air Force weapon system or capability.

2.5. Planning and Coordinating Nonlocal Media Travel (to Another Base or Location). Start with informal telephone coordination with locations involved. When appropriate, include higher headquarters, the MAJCOM owning the aircraft (if different from the command of the requesting individual), and the headquarters responsible for the area to be visited.
Country or theater clearance may take 30 to 60 days in overseas areas (check the USAF Foreign Clearance Guide). Political situations may postpone or cancel the project. During the first contact, list addressees for messages, determine passport and visa requirements, and seek other information that may prove helpful, such as the availability and cost of accommodations, etc.
2.5.1. Initiate a formal request for nonlocal media travel by sending a message to higher headquarters, with information copies to OATSD/PA, SAF/PAM and all intermediate and interested headquarters and units. For overseas travel, include the MAJCOM and the US unified command for the area. A complete list of addressees on the first message expedites approval process.
2.5.2. When MAJCOMs relay or initiate a nonlocal travel request, they should list SAF/PAM and other appropriate MAJCOMs as action addressees. For overseas travel, request SAF/PA obtain OATSD/PA approval, and the overseas command obtain appropriate country or theater clearances. This reduces processing time for the request. SAF/PAM usually replies with OATSD/PA approval, subject to host unit's ability to support, and, for overseas travel, pending theater clearance.
2.5.3. Make every effort to initiate travel requests to allow completion of all coordination and approval by letter or message. Requests for SAF/PAM approval must be received at least 14 working days prior to the flight. In rare cases when an unprogrammed requirement arises, MAJCOMs may telephonically request an exception to policy from SAF/PAM.
2.5.4. Sponsoring or designated units are responsible for:
2.5.4.1. Providing SAF/PAM with a complete list of proposed media representatives, along with their media affiliation, before departure (nonlocal travel only).
2.5.4.2. Making sure country or theater clearance is granted.
2.5.4.3. Making sure media representatives have passports, visas, and required immunizations well before the travel date. A last-minute request for a passport or visa could result in a delayed trip; last-minute inoculations might not allow enough time for a person to recover from an adverse reaction.
2.5.4.4. Advising media representatives of the approximate costs of meals, lodging, and incidental expenses. Advise reporters to prepare to return commercially at their own expense, if the military aircraft on which they are traveling must divert from or terminate the mission.
2.5.4.5. Preparing travel orders, meeting media representatives, and processing them for aircraft departure. If a public affairs representative is not accompanying the media, the PAO designates a crew member as an escort to assist, as required, en route. PAOs brief all crew members on their responsibilities when transporting media.
2.5.4.6. Making sure media representatives are aware of en route stops and final destination. At a minimum, the accompanying or designated escort should know the travel plans; what arrangements are made at each en route stop; who is meeting the media representatives at the destination; and how to contact a public affairs person at the destination.
2.5.5. Instead of processing numerous individual requests for nonlocal media travel for deployments and major exercises, MAJCOMs may request one-time authority from OATSD/PA (through SAF/PA) to approve nonlocal travel aboard aircraft supporting or participating in the exercise or deployment. If approval is granted, the MAJCOM is responsible for making sure the standard requirements for nonlocal travel are met; that is, media list to SAF/PA, theater clearance, etc.

2.6. Types of Media Releases. Air Force information goes to the media in many forms--written or oral release, response to query, interviews, news conferences or informal communications.

2.7. News Release. Information on news release policy is in chapter 1. The news release is the usual form of information disclosure. It may announce news or answer anticipated queries. The news release varies in length, but most often is a page or so of material the PAO considers newsworthy. Publicity is not news; nor is public affairs a publicity business. This damages professional credibility and acceptance with the media.

2.8. Response to Query. When the media are working on an Air Force story, they usually call the nearest Air Force installation for facts or comment. The PAO must be prepared to respond to these queries.
2.8.1. The media may not know there is an installation public affairs office. They may ask for operator assistance or some agency appropriate to the query, such as the personnel office. Keep referrals to inappropriate offices to a minimum by periodically reminding telephone operators and functional staff to refer media callers to the public affairs office.
2.8.2. Media have absolute deadlines. The deadlines vary, depending on the type of medium and whether the query involves a hard news or feature item. When called for an Air Force answer, find out the deadline. Explain this is needed to get the best possible response on time.
2.8.3. When receiving media queries, you should write them down. Repeat them to the caller to ensure you understand the request exactly.
2.8.4. Media questions often involve information not available in the public affairs office and require answers from other staff agencies. They usually realize media queries require rapid response, but they also have other work to do. Be sensitive and diplomatic when requesting
their help; success depends on staff cooperation.
2.8.5. While working the response through coordination levels, you should be alert for easily available information on the subject. If it is releasable, offer it to the media.
2.8.6. Functional staffs may not realize the consequences of a missed deadline. If a query cannot be answered by the deadline, the story probably will appear without an Air Force comment, and the Air Force misses the opportunity to state its position.
2.8.7. If something delays response, tell the reporter before the deadline. If possible, offer partial information or an interim reply. If the information is not available locally, tell the media. Identify the source and offer the media the option to work it themselves, or have you continue working it.
2.8.8. If the answer to a query is classified, explain this to the media. Media people who work regularly with the Air Force must understand this. If possible, explain the reason for the particular classification.
2.8.9. If the query involves sensitive information, or comes from national-level media, consult the next higher headquarters public affairs office before responding.
2.8.10. If the query involves nationally significant material and a rapid response is critical, follow guidance in paragraph 2.15.
2.8.11. If the query involves a subject of local significance, coordinate the response through the host unit command section.
2.8.12. If the query involves a controversial or sensitive subject directly related to a associate unit that may result in unfavorable publicity to the Air Force or the associate, coordinate the reply with the tenant's command public affairs office.

2.9. Media Interviews. Interviews give reporters the chance to get in-depth information on the Air Force directly from primary sources. The ability to privately ask Air Force officials questions induces maximum information exchange. This also permits rapid correction of misconceptions. Reporters prefer individual interviews to protect exclusive stories from competitors. Usually, interviews are one-on-one between a reporter and the official, with a PAO monitoring. The following suggestions help guarantee effective interviews:
2.9.1. Make sure the news medium and the representative is reputable. If in doubt, ask higher headquarters for advice.
2.9.2. Determine precisely what the reporter wants to know and the intended use of this information. What kinds of stories does the reporter usually write? Are other interviews being done on the same subject (if so, with whom)? Could the Air Force be placed in an adversary relationship to a community interest? Answers to these questions will help you determine whether, and to what extent, you should cooperate by providing an interview.
2.9.3. After receiving a media interview request, determine the appropriate Air Force official to provide the requested information.
2.9.3.1. Find the appropriate official who can speak on the subject without further clearance and who expresses thoughts clearly and briefly. If the interview is for radio or television, the person selected should have the ability to express thoughts even more briefly.
2.9.3.2. If the interviewee is a general officer who has not attended a Speakers Training Seminar conducted by SAF/PAM (or at MAJCOM level), try to arrange such a session prior to the interview.
2.9.3.3. Prepare a memorandum to the interviewee including the news medium and the reporter involved, background on the reporter, samples of the reporter's work, other interviews on the same subject, and whether the interview is on the record, for background, or off-the-record (see paragraph 2.9.5).
2.9.4. Send the interviewee's biography to the reporter with details on the meeting. Confirm the time and place, who will escort the reporter, and who will attend the interview.
2.9.5. Before agreeing to the interview, establish the ground rules. Be absolutely sure everyone understands your definitions and agrees to the conditions in advance. There are no universally agreed on or standard definitions for interview terms, thus you will want to ensure that both parties agree on the exact conditions for the interview.
2.9.5.1. Whenever possible, interviews should be on the record.
2.9.5.2. You and the interviewee clearly must understand that nothing is off-the-record or for background. Even if the reporter agrees to this stipulation beforehand, misunderstandings are possible, especially later.
2.9.5.3. You should explain the following terms and specify the one that applies to the interview. Obtain interviewee's and reporter's agreement before continuing.

• Off-the-Record. The interviewee provides information which may not be used but is for a reporter's understanding of an issue. Use off-the-record rarely, if at all, and only when there are compelling reasons.
• Background. The reporter may use verbatim the material, but may not identify the interviewee by name or title. The reporter and the interviewee agree regarding attribution. An example is: A senior Air Force official said.
• Deep Background. The reporter may use verbatim the material, but may not identify the individual, his or her title or place of duty. There is only general attribution, such as, "Sources said..."
• Not for Attribution. Not attributed to anyone or establishment. An example is, "It was learned today that..."
• On-the-Record. The reporter may quote verbatim the interviewee by name and title. An example is: "Colonel Jones said,..."
  

• Open the interview professionally by introducing the participants.
• Clarify the purpose of the interview.
• State, explain, and get agreement on the ground rules (although these should be agreed to before the interview).
• Spot and prevent communication failure. The interviewee thinks mainly about the topic instead of the feedback. The reporter is partly preoccupied with the next question. The Public Affairs representative is the only one who is concentrating equally on everything. The public Affairs representative can see misconceptions on both sides and can correct them.
• Alert other interested Air Force people to potential public affairs problems as a result of questions asked at the interview.
  

2.10. News Conference. On rare, very important occasions, the news conference is a good way to release news simultaneously to many media. Be sure the news warrants a news conference. Media representatives resent a news conference which does not produce immediate, useful news copy. Talk to higher headquarters' public affairs officials if in doubt as to whether or not a particular topic merits planning a news conference.
2.10.1. You should consider a news conference when:

• A story or announcement is so important, sensitive, or complex both the Air Force and media benefit from face-to-face presentation
• A high level person visits or is assigned.
• Other types of releases cannot adequately convey the information.
  

• Be made by telephone as far in advance as possible. If time allows, follow up in writing. The day before the event, call again with a very brief reminder.
• Be friendly and informal.
• Briefly cover the subject and material the news conference will address. Do not disclose details, but tell editors enough so they can judge whether or not to send a reporter. Also, do not promise anything that cannot be delivered.
• Consider deadlines. Plan the conference for a day and time when coverage possibilities are best. An early afternoon news conference will satisfy the morning newspaper, but not the afternoon newspaper.
• Consider all media requirements. Plan the news conference for a location which can accommodate the acoustic and electric power needs of the electronic
  

media. If possible, get a location with telephones.

• Go to all local media, even those that do not usually cover your activities.
  

• A room or location of suitable size in an easy to find place. It needs enough electric power for broadcast equipment and lights. The power requirements for television lighting are substantial; make sure power lines have sufficient amperage. Network crews use more lighting than local crews. Generally, the first crew on the scene lights for everyone. If it is a large room, install public address equipment and a multiple outlet box, if available, for audio pickup.
• Nearby telephones.
• Information kits for each reporter. The kits may include background information, biographies, manufacturer literature, statistics, photographs, artists' drawings, television film clips, or anything else appropriate to the subject. Do not overload the kits with material of little use to the media. Include only those items that are of importance to the news media, and have more general information available for them to pick up.
• Graphics, photos, or models of the subject aircraft, missile, person, equipment, or building, if available.
• A visual background appropriate for photographs or television interviews. Avoid reflective surfaces, highly patterned or distracting backgrounds. Use background colors that contrast favorably with the Air Force uniform and any equipment models displayed.
• Coordinate with security police so reporters' entrance to the installation is smooth. Be sure front gate people can give directions to the news conference site. If necessary, prepare a simple map and post a public affairs representative at the gate.
• A thorough briefing of Air Force participants, so they will know the sequence of events and what to expect.
  

• Distribute information kits as the reporters arrive. If you are in an area where the volume of news may require reporters to leave immediately after getting your information kit, make distribution before the news conference.
• Begin on time. Media have deadlines and other obligations.
• Introduce the commander or senior military representative, the subject, and state ground rules. Everything should be on the record.
• Have the commander make the announcement, introduce the distinguished visitor or visitors for remarks, make a statement, and introduce various specialists or other principals for remarks, in turn.
• After the announcement, invite questions. Respond as fully and frankly as possible. If needed to answer
  

questions, have specialists present and briefed in advance. Limit the specialists to only those most needed.

• Quickly summarize and close the news conference.
  

• Rapidly prepare a news release and distribute it to media not represented. For radio stations, try to provide audio taped actuality comments. Telephone or fax the release to the media. Provide a copy of the transcript if requested.
• Do an interim report for principals and higher headquarters public affairs offices, so they know who attended, questions asked, and what coverage to expect.
• Prepare a final report when newspaper clippings and broadcast summaries are available. Assess impact of this coverage.

2.12. Freedom of Information Act (FOIA) and the Privacy Act. The FOIA and Privacy Act are important to public affairs. They explain, at the Federal level, information that may be released or is protected. As
discussed in paragraph 1.2, FOIA requires the Air Force to give maximum information to the public within the bounds of security and lawful privilege. The Privacy Act determines how much information about Air Force people is part of this lawful privilege.
2.12.1. To find out what information the Air Force considers releasable under these statutes, see paragraphs 1.4 through 1.10.
2.12.2. FOIA gives the media a different way of obtaining information. They can completely bypass public affairs by contacting the unit Freedom of Information (FOI) office (office symbol IMD).
2.12.3. FOI channels are not as rapid as public affairs service to the media; frequently they are not as responsive to actual media needs. This is due to administrative procedures and the document orientation of FOI operations. Media get only what they ask for with no helpful explanation. For that reason, PAOs should cooperate with the unit FOI office to identify media requests and determine whether public affairs provides better media service. In addition to faster service, the PAO can find out exactly what the media are trying to locate, and can try to provide it in an understandable form. Occasionally, documents requested by media under FOI procedures do not provide the facts or explanations the media really need. The PAO can be of genuine service to all by acting as go-between.
2.12.4. If the requested documents are releasable under AFI 37-131, provide them through public affairs channels if it better serves media interests. Don't make media go through FOI procedures to get them.
2.12.5. Make the documents available free of charge unless they involve excessive costs to the government.
2.12.6. To determine how FOIA and the Privacy Act affect public affairs photography, see paragraph 5.9.

2.13. PAO Attribution. In official contacts with media, public affairs people announce corporate policy for the Air Force. Therefore, ask media to attribute your statements to the Air Force, an Air Force spokesperson, or something similar. If this does not suit the event or media needs, they may quote you by name. In some cases, attribute statements to the commander or a senior staff officer or specialist with their permission. These statements show the commander's personal concern and involvement in a serious situation, and lend a specialist's authority to the subject matter.

2.14. Pooling Media. Consider pooling when circumstances such as limited space absolutely preclude physically accommodating all interested media. Keep in mind most news media dislike pool arrangements and prefer to do their own reporting. A news pool, as usually understood, involves having a representative from the media (or one representative from the various mediums,
such as print, television and radio) cover the story and then feed reports to all media taking part in the pool. Let media decide procedures, such as selection of representatives and distribution of stories.

2.15. Nationally Significant Spot News. Most local-level Air Force news is routine. Occasionally, however, a local story attracts national attention. Because of its national interest, time is crucial. Here's what to do:

• If it involves an accident, do not use Spot News procedures.
• Make sure it is unclassified.
• Coordinate the release with unit principals.
• Coordinate the release by telephone with higher headquarters public affairs offices, including SAF/PAM.
• Release it, with concurrence of your commander and above.

2.17. Keys to Successful Communication With the Public and Control of an Interview:

• Your positive attitude.
• Knowledge of your subject.
• Your familiarity with the media.
• Candor, honesty.
• Concise, simple talking points on the subject to remember:
• You are the Air Force when doing an interview. Keep personal opinions to a minimum.
• Take the attitude the reporter represents the
  

public and the public has a right to know.

• Do not use technical jargon or military acronyms. Talk the public's language.
• Put your conclusion first; then expand.
• Use short quotes; long answers are seldom used.
• When you have made your points, stop!
• Do not make off-the-record statements. Do not say anything outside the interview you would not want to see or hear the next day.
• Keep "cool" under fire.
• Know the up-to-the-minute breaking news stories.
• Do not accept a reporter's facts or figures, or answer hypothetical questions.
• If you do not know the answer, admit it; but, offer to find out.
• Most reporters are generalists; you are the expert on the subject.
• Do not try to impress the reporter.
• Arrive early; talk to the reporter; offer subjects, points you want to discuss.
• Do not use "no comment"--you will sound and look guilty. Tell why you cannot answer.
• Have prepared points you want to make.
• Know why you were asked for the interview.
• Establish ground rules and subjects to be covered.
• Be prepared; even in your specialty a brush-up is wise.
• Question your own position; play devil's advocate. Justify your position.
• The reporter is probably as biased as you; and, as professional.
• Relax--an interview can be fun.
• Anticipate the questions and draft and coordinate proposed answers.
  

3.2. Responsibilities for Magazine and Book Activities. SAF/PAM and SAF/PA regional offices are the points of contact between the Air Force and magazine and book representatives. These responsibilities include:

• Responding to requests for available material on Air Force subjects.
• Referring requesters to MAJCOMs, FOAs, Air Force record centers, and depositories.
• Coordinating and approving requests for interviews, base visits, and media orientation flights with OATSD/PA, Air Staff, MAJCOMs, and FOAs.
• Marketing Air Force stories about unit or MAJCOM and FOA missions, activities, or people.
• Screening manuscripts, articles, and photographs for technical accuracy, security, and Air Force policy.
  

3.3. National Magazine Stories. Placement of solid, mission oriented stories in the national magazine market are a critical part of the public affairs mission.
3.3.1. Without assigning production goals, MAJCOMs and FOAs encourage PAOs to develop original story ideas for proposal to national and regional magazines. These include the consumer group as well as trade, technical, fraternal, and industrial publications, and to a lesser extent, industrial and business house publications articles to Air Force-related experiences within the author's area of expertise. Stories receive official support when they satisfy Air Force public affairs requirements; that is, the topic selected must relate to one of the operational or support missions of a unit, base, MAJCOM or FOA; or it must directly support official Air Force programs.
3.3.2. On a voluntary basis, writers may prepare articles while on official duty and be credited in print with a by-line. Air Force people may not accept payment for these articles. Stories prepared by Air Force people while off duty are subject to legally binding publisher agreements involving copyright and payment of fees and DoD restrictions on the acceptance of honoraria. Do not confuse off-duty stories with public affairs initiatives performed in an official capacity. PAOs at every level may support unofficial Air Force authors as they would support civilian writers, and may review manuscripts at unit MAJCOM, or FOA level for policy and technical accuracy, if requested.
3.3.3. SAF/PAM, MAJCOM, and FOA PA offices can approve national magazine story ideas. To process story ideas developed as part of the public affairs program, these agencies will screen for duplication, staff coordination, and selection of the best markets for story ideas. MAJCOMs and FOAs forward selected story ideas to SAF/PAER, SAF/PAMR, and SAF/PAWR for marketing when appropriate.
3.3.4. MAJCOM and FOA public affairs offices screen story ideas from their units for accuracy, quality, security and policy. In addition, MAJCOM and FOA PAOs are responsible for quality control to ensure the final manuscript presents a professional image.
3.3.5. All public affairs personnel are encouraged to write for national publications as part of their official duties.
3.3.6. Unit PAOs should:

• Develop Air Force-related story ideas and send them through channels to their MAJCOM or FOA headquarters.
• Recommend possible markets for their story ideas.
• Review completed articles for quality, accuracy, security and policy, and send them through channels for release. Individual units or authors must not contact or send story ideas or articles to national magazine representatives. If contacted directly, refer the representative to MAJCOM or FOA PA office.

• The writing must be done during off-duty time. The author may not use Air Force materials or equipment.
• Treat Air Force people the same as all other writers when they write for profit. They must not have access to technical or operational military information not available to all.
• They must not receive payment for materials their duties require them to provide at no cost.
• Air Force people must not receive honoraria or payment for a written article. Payment, however, may be received for a book, editing, poetry, lyrics and scripts.
  

• Moneys or honoraria Air Force people receive for published articles or books written as an official duty are earnings in excess of regular pay and allowances. As their employer, the US Government is entitled to the payment.
• When the US Government is entitled to the payment, Air Force people may not suggest that an honorarium be donated to charitable organizations.
• Air Force people, under limited circumstances, may receive pay for privately done writing (see paragraph 3.4.1).

3.6. Air Force Member's Responsibilities. Air Force members must:
3.6.1. Safeguard classified information. Conform to local directives on classified matters. Avoid statements and writing, official and unofficial, that would release classified information to unauthorized persons.
3.6.2. Avoid public discussion of political, diplomatic, or legislative matters and subjects which prejudice discipline.
3.6.3. Ask the public affairs office to help deal with any question concerning spoken or written information.

5.2. VI Support for News Media. We support all bona fide print and electronic media (which include media organizations and their accredited representatives) requests to release audiovisual material when such release meets our responsibility to inform the public, and when it does not compromise national security. Releasable materials are equally available to all interested media. Air Force stock audiovisual materials or location photography on Air Force facilities is provided to news media without charge when they are used for news projects.

5.3. Air Force Background. The Air Force uses public affairs VI materials to inform the American people about its activities. Adequate planning is necessary to produce and market such VI materials effectively to inform the public.
5.3.1. Coverage of Air Force events using VI media (such as motion pictures, still photographs, audio tapes, and videotapes) can be tasked as part of a general public affairs plan, as a public affairs annex to an operations or contingency plan, or published in orders or test directives.
5.3.2. Combat Camera crews cover events with news potential, if possible. Use base film crews if Combat Camera can not support the request.

5.4. Responsibilities Assigned:
5.4.1. SAF/PA. SAF/PAM is the office of primary responsibility (OPR) for public release of VI materials. SAF/PAS is the OPR for security review of these materials. SAF/PAM:

• Approves or disapproves proposals for public affairs use of each VI production request.
• Approves or disapproves final script and advance copy of all VI materials intended for public affairs use.
• Approves or disapproves public affairs proposals for getting and releasing VI materials except those of local interest only.
• Reviews other Air Force VI materials to determine their value for public affairs use.
• Requests public affairs VI documentation.
• Requests public affairs VI productions through HQ USAF/SCMV.
• Gets approval from OATSD/PA to release Air Force VI material.
• Designates one command, when several are involved in an VI production or documentation, to coordinate all requirements and arrange coverage. The command's VI OPR assumes this responsibility.
  

• Establishes a VI OPR in the command to be the focal point for public affairs activities.
• Validates requests for producing command public affairs VI materials.
• Recommends to SAF/PA whether VI coverage is appropriate for national release through DoD or for local release only.
• Sends, with each proposed release, photographs and video clips that require clearance in advance of public release.
• Gets a DoD news release number from SAF/PAM when release is to be made at locations other than Washington, DC.
• Expedites delivery of video products to the media.
• Asks for Combat Camera documentary coverage of special events, humanitarian efforts, disaster relief, exercises, contingencies, combat operations, weapons tests, and other news events through the command VI OPR.
• Through the command VI OPR, asks for Combat Camera coverage of events that are closed to the media, or that the DoD wants to release.
• Plans VI coverage during the first phase of a project with the command VI OPR.
• Sends original negatives or positives to the Defense VI depositories.
• Coordinates each VI support plan.
  

• Provide ways to get, process, reproduce, and distribute VI materials.
• Respond to requirements for documentation photography according to AFI 33-117.
• Respond to VI targets of opportunity in keeping with its mission outlined in AFI 33-117.

• Production or procurement (see AFI 33-117).
• Documentation (see AFI 33-117).
• Cooperation with industry (see chapter 6 and paragraph 1.11).
• Use of VI material produced by other US Government IV groups or commercial firms (see AFI 33-117).

5.7. Security Considerations. Do not photograph
classified materials for public release except when the photographs are being submitted for clearance under security review procedures, or will be downgraded by the time they are released. When taking photographs in operational areas, do not inadvertently include classified weapons, maps, or charts in the background.

5.8. Photographic Record Disposition. Detachment 9, lst Combat Camera Squadron/DOV, 3720 Fetchet Avenue, Andrews Air Force Base MD 20331-5157, is the central point for photographs destined for the Air Force Still Photo Depository.

5.9. Impact of FOIA and Privacy Act on Public Affairs Photography. Official photographs of military and civilian DoD employees generally are releasable under FOIA. However, a photograph is not releasable if it depicts matters that, if disclosed to public view, would constitute a clearly unwarranted invasion of personal privacy. Generally, photographs of Air Force activities and people, chain of command photographs, and similar photographs are releasable. They are not a collection of information as outlined by the Privacy Act.

5.10. Photography Guidance:
5.10.1. Still photographers and cinematographers assigned to Combat Camera or installation Audiovisual Service Centers are responsible for documentation of activities, including public affairs. PAOs arrange with the service center for a photographer to be especially trained and available for news and feature photography assignments.
5.10.2. Where such photographic services are not readily or fully available, PAOs should procure necessary photographic equipment from Table of Allowance (TA) 629.
5.10.3. Newsflash. When a spot news event of national interest occurs, PAO's should immediately telephone SAF/PAM or the SAF/PA duty officer. Overseas, coordinate through channels with the unified command. Give all known details. If possible, get journalist-quality photographs. SAF/PAM will provide processing and shipping instructions so you can send the photographs rapidly to SAF/PA. SAF/PAM will take care of national distribution.
5.10.4. If you have feature events of national interest, you should call SAF/PAM (Press Desk) in advance to discuss release and photographic requirements. Overseas, coordinate first through channels with the unified command.
5.10.5. When sending photographs to SAF/PAM, you should ensure they meet policy requirements. Completely identify all prominent aspects shown, such as people and equipment. Provide a cover story when appropriate, and cutlines for each photograph.

5.11. Documentation Activities (News Film). There are two types of VI news film documentation (defined here as including still and motion picture photography and videotape)--
perishable, in which timely release is critical; and feature, where the time element is less important.
5.11.1. Newsflash is an immediate requirement to get and give VI materials to a VI news pool. These materials are time perishable. Newsflash requires fast shipment, processing (when required), and editing. It also needs fast distribution in limited quantities for immediate media use.
5.11.2. If time is not a factor, or if media deadlines permit, satisfy Air Force news release requirements by producing and distributing copies of the VI materials of interest. When the requirement is for instrumentation or documentary coverage, time is critical in deciding whether the material can be produced and used to satisfy media requirements.
5.11.3. The Air Force does news film photography of key activities unless:
5.11.3.1. VI coverage is being planned by national media. In this case, support to the media is the prime objective. Media coverage does not eliminate the need to record such activities.
5.11.3.2. The physical environment or technical limitation allows only one recording source. Instrumentation or documentation recording has priority. PAOs should arrange with the recording agency to take film from the instrumentation or documentation material.

5.12. How To Request Coverage for Release Through the DoD News Film Pool. When spot news occurs, the nearest PAO should quickly decide either to ask for Combat Camera help or use installation resources for coverage. The PAO should:
5.12.1. Determine if the event is pictorially newsworthy for still, motion picture, or videotape (if available) coverage.
5.12.2. Contact SAF/PAM (or the SAF/PA duty officer if the event occurs after normal SAF/PA duty hours) to discuss the event and how to cover it. If there is enough time, go through public affairs and VI OPR channels. If not, call directly to SAF/PAM and back brief your major command.
5.12.3. Cover it with local base resources if that is the only way to get it. Call SAF/PAM to consider follow-up coverage.
____________________________________________________________________________________________________

6.2. Air Force Background. Per DoD Instruction 5410.15, DoD Public Affairs Assistance to Non-Government, Non-Entertainment-Oriented Print and Electronic Media, March 28, 1989, Air Force assistance in the form of access to installations, equipment,
personnel for interviews, photo and video opportunities and the use of unclassified VI material may be provided when such assistance is considered beneficial to the Air Force and DoD or is in the national interest. The following factors are used to make this determination:
6.2.1. Accuracy in its portrayal of Air Force people, places, equipment, military operations and events.
6.2.2. Information value and enhancement of public understanding of the Air Force, DoD and defense issues.
6.2.3. There should be no explicit or implied Air Force or DoD endorsement of any person, product, partisan or political cause or solicitation of any direct contributions to the selective benefit of any person or organization.

6.3. General Background Guidelines:
6.3.1. Classified information is not disclosed, nor classified equipment shown.
6.3.2. Do not impair operational readiness. Use of people, equipment and other resources will not interfere with military operations or training.
6.3.3. There will be no deviation from established Air Force safety standards.
6.3.4. Activities of persons being videotaped, filmed or photographed will be within the scope of their normal duties.
6.3.5. No additional cost will be incurred by the government to provide assistance.
6.3.6. Footage shot with Air Force assistance (or by Air Force members) and released to support a specific production must not be reused for or sold to other productions without Air Force consent.
6.3.7. Air Force VI material cannot be provided exclusively to a particular group, nor can any organization be given preferential treatment or selective benefit.
6.3.8. Since the Air Force cannot compete with commercial sources, Air Force support may be provided only when similar civilian assets are not reasonably available.
6.3.9. Except for news organizations working on news-related productions, VI requesters are charged established user fees for Air Force stock footage and photography. Check with VI for exemptions.

6.4. VI Support for Contractors. Government contracts often include VI productions which address the contract program. When HQ USAF must approve the contract, SAF/PA must also approve it if the contract VI production requires review.
6.4.1. Contractors are responsible for clearing their produced print and electronic promotional, marketing and advertising material before public release. Clear material not requiring ATSD(PA) or SAF/PA clearance at the lowest level competent to evaluate the information.
6.4.2 Contractors seeking VI material for a production must certify in writing that funding of the production will not be billed to the government unless the production itself is being done pursuant to a government contract that authorizes such costs.

6.5. VI Support for Commercial Advertisements. DoD is prohibited from endorsing or appearing to endorse or selectively benefit any particular product, company or commercial concern. Because of this, the Air Force generally does not support commercial advertising. The requester must show a specific tie between the Air Force and the advertised item. Proof can be via valid contract numbers or other verifiable information which shows their company does provide the advertised goods or services to the Air Force.
6.5.1. In all cases, a proposed advertisement must meet the policy guidelines listed above and the following:

• Must be factual and in good taste.
• Must be of some benefit to the Air Force (informational value, enhancement of public understanding, etc.).
• Must not state or imply Air Force endorsement or preference of one product over another. Such terms as "government approved" or "Air Force certified" must not be used.
• Must not compare the relative merits of current
  

weapons or weapons systems.

• Must not refer to the economic impact of a proposed continuation or cancellation of a defense contract.
• Must not reproduce the Air Force seal or any of its parts, except as authorized.
  

• Endorse commercial products, services or activities.
• Assume responsibility for advertising claims.
• Obtain personal gain.
  

6.6. SAF/PA, MAJCOM, and Local Responsibilities:
6.6.1. SAF/PA is usually the Air Force's agent for approving support for national-level, nongovernment, nonentertainment VI productions. SAF/PA determines if the VI production meets Air Force and DoD policy guidelines and coordinates with the Assistant Secretary of Defense (Public Affairs), ATSD(PA).
6.6.1.1. SAF/PAM has responsibility for assisting "breaking" or "investigative" news or national news magazine shows such as "60 Minutes" or "Nightline," as well as all other national-level productions.
6.6.1.2. When a national production involves more than one MAJCOM, SAF/PAM coordinates assistance to obtain or produce the VI material.
6.6.2. MAJCOMs approve regional and local requests. MAJCOMs are responsible to:

• Review, evaluate, and determine support for VI productions judged as having regional and local impact only.
• Keep SAF/PA apprised of MAJCOM-approved projects.
• Review and approve requests for SAF/PA and DoD approval which originate both up and down the chain of command.
• Provide assistance for national-level VI productions, after coordination with SAF/PA, when only one MAJCOM is involved.
• Withhold approval until support is coordinated with SAF/PA if it is believed interest may expand beyond a regional audience.
  

• Advise the requester of the proper approval level and submission procedures.
• Forward requests through channels with a unit recommendation, if appropriate.
• Provide normal public affairs assistance in the form of advice or guidance. Do not commit resources without proper approval.
• May approve requests for assistance from Air Force contractors when the support relates to contract
  

requirements. Confirm contract-associated support with the contract administrator. (Forward requests relating to contractor-sponsored photography outside the scope of the contract through channels to SAF/PA.)

• Anticipated specific support requirements (such as military manpower, equipment, etc.).
• Projected production schedule including filming dates and proposed filming locations.
• A synopsis or explanation of the end product in which the Air Force VI material will be used. Include a treatment, outline, script, and/or storyboard for the project.
• A description of the use of the end product to include distribution mode and target audience (e.g., national TV advertisement, 30-minute TV documentary to air
  

nationally on PBS, etc.).

• A statement that the requested VI support cannot be reasonably obtained from commercial or private sources.
• A statement that the finished product will not imply Air Force or DoD sponsorship, approval or endorsement of the organization or company, its products or services, nor will it state or imply Air Force or DoD support of any viewpoint expressed in the product.
• A statement that SAF/PA (or appropriate level) will be given the opportunity to review the final product before release.

7.2. Background. DoD Instruction 5410.16, DoD Assistance to Non-Government, Entertainment-Oriented Motion Picture, Television, and Video Productions, January 26, 1988, authorizes assistance to an entertainment oriented motion picture, television, or video production when cooperation benefits DoD or when this would be in the best national interest, based on consideration of the following factors:
7.2.1. The production must be authentic in its portrayal of actual persons, places, military operations, and historical events. Fictional portrayals must depict a feasible interpretation of military life, operations, and policies.
7.2.2. The production is of informational value and considered to be in the best interest of public understanding of the US Armed Forces and DoD.
7.2.3. The production may enhance the US Armed Forces recruiting and retention programs.
7.2.4. The production should not appear to condone or endorse activities by private citizens or organizations when such activities are contrary to US Government policy.

7.3. General Background Guidelines. In addition to guidelines already listed, the following policies apply to entertainment projects.
7.3.1. The production company must reimburse the Air Force for any additional expenses incurred as a result of assistance rendered. The Air Force organization that owns the resources expended or equipment involved during assistance should present its bill to the production company through the SAF/PA project officer.
7.3.2. Diversion of equipment, personnel, and material resources from normal Air Force locations and operations must be kept to a minimum and must not interfere with military operations.
7.3.3. All government property and facilities used in the production shall be restored by the production company to the same or better condition as when they were made available for the company's use.
7.3.4. Before filming, the production company must provide proof of adequate industry standard liability insurance. A certificate of insurance provides evidence of insurance by studios for damages to the Air Force. Minimum of $1 million is standard.
7.3.5. The production company must also sign a "Hold Harmless Agreement" (sample in DoD Instruction 5410.16, enclosure 3) which releases the government from liability in case of accident, injury or loss of property in connection with Air Force assistance to the project. Before filming, "Hold Harmless Agreements" must be signed for each installation or command used as a location.

7.4. Responsibilities. The Assistant Secretary of Defense (Public Affairs), ATSD(PA), is the sole authority for approving DoD assistance to nongovernment motion picture, television and video productions.
7.4.1. SAF/PA is the OPR for obtaining final approval on cooperation and support to be provided. SAF/PA reviews the request, coordinates with MAJCOMs, and makes a recommendation to the Office of the ASD(PA), OATSD/PA (SAVI). Before a producer officially submits a project to OATSD/PA, SAF/PA may provide advice and assistance which might ultimately qualify the project for support. However, no premature commitments may be made. SAF/PA also sends the producer a copy of DoD Instruction 5410.16.
7.4.2. MAJCOMs review requests and make recommendations to SAF/PA, to include MAJCOM and local unit ability to support. MAJCOMs ensure accomplishment of required documents for their units before filming begins.
7.4.3. Unit Responsibilities:
7.4.3.1. If initially contacted by a representative from the entertainment industry (to include TV/motion picture companies and city/state film commission offices), the unit contacts SAF/PA-WR before agreeing to anything.
7.4.3.2. If contacted by SAF/PA or MAJCOMs concerning projects already under SAF/PA review, units should advise MAJCOMs of their ability to support.
7.4.4. Pending final approval of Air Force cooperation, PAOs at all levels may provide producers with information or suggestions and access for unclassified technical research. PAOs must make it clear that interim help does not commit the Air Force to final cooperation or
approval of the project.

7.5. Requests for VI Support. The producer's formal letter requesting support is directed to OATSD/PA (SAVI), The Pentagon, Room 2E789, Washington DC 20301-1400. OATSD/PA coordinates review with the appropriate services. The request should include:

• A letter describing the proposal to produce a specific motion picture, television program, or video product, stating the project objectives and identifiable benefits for DoD.
• A statement acknowledging that the producer has read and agrees to abide by DoD Instruction 5410.16.
• Five copies of the script for review and evaluation.
• A detailed list of requirements. If not yet known, state requirements in general terms.

7.7. Use of Air Force People as Extras. Air Force people who appear in nongovernment VI productions (non-news) must do so voluntarily, whether on duty or off duty.
7.7.1. If they are performing normal duties during the time of the production, the airmen are on duty and cannot be paid by the producer, but they are not required to participate.
7.7.2. If they are not performing normal duties while taking part in the production, they must be off duty. They may then negotiate with the producer for pay for their services. Payment should be consistent with current industry standards.
7.7.3. The producer is responsible for resolving any disputes with unions governing the hiring of nonunion actors and extras.

7.8. Air Force Background on Radio and Television Programs:
7.8.1. PAOs must make timely, accurate information and
materials available to electronic media. This includes releasing VI material, arranging interviews, and responding to queries.
7.8.2. PAOs should support electronic media programming needs by:

• Making sure program cooperation does not interfere with essential duties of Air Force personnel.
• Making accuracy, propriety, good taste, and compliance with security considerations mandatory.
• Keeping relationships with competing radio and television outlets, and with other media, fair and impartial.

7.10. Approving Radio and Television Programs:
7.10.1. National Programs. All official contacts with representatives of national radio and television media must be by (or through) SAF/PA.
7.10.2. Regional Programs. MAJCOMs are approving authority for cooperation in regional radio and television programs, and scripts for such programs. NOTE: Air Force Academy student athletic programs are exempt and operate according to policies issued by the Academy superintendent.
7.10.3. Local Programs. MAJCOM or FOA public affairs offices are the approving authorities for cooperation in local radio and television programs, and for scripts for such programs. Approval authority may be delegated to lower levels.
7.10.4. Special Programs:
7.10.4.1. The theater commander (or designated representative) approves participation in broadcasts on foreign stations or networks according to theater directives.
7.10.4.2. SAF/PA approves local, regional, or national radio and television programs that:

• Are produced in the United States for broadcast in foreign countries.
• Concern foreign nationals.
• Involve the first release of information on nuclear weapons.
• May not be suitable for Air Force participation.

7.12. Air Force Persons Participation in Radio and Television Programs:
7.12.1. Air Force members may appear on radio or television programs when such appearance does not detract from the dignity and prestige of the Air Force.
7.12.2. Authorize appearance of Air Force personnel on entertainment programs when:

• Endorsement of commercial products or services by Air Force persons is neither given nor implied.
• The program is devoted entirely to observing a national holiday, or is dedicated to the armed forces or a particular service.
• The program is local and originates entirely from a military installation.
• The appearance of Air Force personnel is for a purpose that has no commercial counterpart, or that contributes to a specific Service interest.
• The program supports national interests.
  

7.13. Special Considerations for Air Force Participation in Commercially Sponsored Programs:
7.13.1. Air Force members must not endorse commercial products, services, or activities, either directly or by implication. However, a formal disclaimer of endorsement is not necessary in a radio or television broadcast.
7.13.2. Exercise care to make sure a sponsor's product or business practices do not reflect adversely on the Air Force.

7.14. Air Force-Produced Recordings and Films for Radio and Television:
7.14.1. Air Force members may record, transcribe, or film musical selections (vocal or instrumental) only when they are for Air Force-approved broadcasts or as auditions for proposed Air Force broadcasts. Exceptions to this rule are only by written authorization from SAF/PA.
7.14.2. PAOs should use on-the-spot recordings, actualities, or film materials of Air Force activities for radio and television broadcasts as often as possible. If recordings and films are outstanding, send them to SAF/PA for possible national release.
7.14.3. Films already listed as cleared for television release, or those not listed but that have been specifically cleared by SAF/PA, may be used for public service programming. SAF/PA may approve sponsorship by responsible businesses.

7.15. Form Prescribed. AF Form 39, Response to Query.

WALTER S. HOGLE, JR., Brig General, USAF

Director of Public Affairs