Guardian's Guide

GuardianGuide.doc 1 DateLastSaved: 13-Feb-2014

Villages Honor Flight

Guardians Guide


TABLE OF CONTENTSPurpose 3Introduction 5I Guardian Role and Responsibilities 6II Pre-Flight Requirements 11

Welcome Meeting 11First Preflight Meeting 11Second Preflight Meeting 13

III Flight Day Activities & Procedures 12Medical Issues, Restrooms &Wheelchairs 14

Flight Day Assembly 16Bus Loading & Unloading 16Orlando International Airport 17DC Airport 19Typical Wash DC Itinerary 20DC Airport to Wash, DC; lunch on thebus 21

DC Mall 21USMC Memorial 21Arlington National Cemetery, Tomb ofthe Unknowns, Changing of the Guard 21

Dinner At Airport 23Mail Call 23Return to OIA 24

IV Home Coming 24Appendices

A. Types of Guardians 26B. Squads and Squad Leaders Summary 29C. Oxygen Bottles and Concentrators 32D. Bus Loading and Unloading 34E. Vet/Guardian Matching 38F1. Orlando International Airport 39F2. BWI Airport 40F3. Reagan National Airport 41H. DC Mall 42I1. Local Accommodations 43I2 Local Transportation Coordination 45


J. Family Visits 46K. DD214 Replacement 47L. Flags Of Our Heroes 48M. Age, Medical & Physical Fitness 50N. Sickness 51O. Guardians Oath 51P. Cancellations 51Q1. Communications with VHF 52Q2. Talking With Your Vet 52Q3. Representing Villages Honor Flight 52R1. Required Preflight Meetings 53R2. What To Bring on the Flight 54S1 WWII Registry of Remembrances 55S2 Arlington National Cemetery Graves 56Y. Abbreviations 57Z. References 58

Purpose of this Guardian’s Guide

This guide serves several purposes1 Provide information on the roles and responsibilities of a Guardian2 Provide an introduction to Villages Honor Flight and an overview of a typical Honor

Flight Mission including2.1 Preflight activities2.2 Flight day activities2.3 A typical itinerary2.4 Special events

It is expected that a new guardian will read through this guide carefully before the firstpreflight meeting and then use it as a reference for the rest of the mission. The initialtraining guardians receive at the first preflight meeting will assume that each guardianhas read this guide before the meeting.

Do Not Share With VetsThere are some sections in this guide that should not be shared with vets. These areactivities (mostly flight events) that should be a surprise to the vets. The items aremarked {Do Not Share With Vets}

DisclaimerThis document is a continuous work-in-process. We learn something on every flightthat belongs in this document. 95% or more will apply to your flight but there will be afew things that will be tweaked a bit during the weeks leading up to the flight. Thosethings will be clarified at the preflight meetings.


Help Us Be Better:Please let us know about any errors or awkward wording you find in this document.


Introduction

The Honor Flight Network (HFN) is a national initiative that arranges for war-service1

US Armed Forces Veterans to visit Washington, D.C. memorials free of all charges.HFN consists of local “hubs” that are staffed by volunteers who arrange for and carryout trips from their respective geographical areas to the D.C. Veteran Memorials andback. The relationship between HFN and individual hubs is quite loose with most hubsbeing independent, incorporated organizations.

Villages Honor Flight, Inc (VHF) is the local hub that serves the Florida counties ofLake, Marion, Sumter, Citrus and Hernando, and some of the immediate surroundingareas. It is not formally affiliated with The Villages, the retirement community.

The Mission: VHF carries out multiple Honor Flight Missions each year during thespring and fall months. The actual flight to Washington, DC is the key event in theoverall Mission which consists of preflight activities, the actual flight and post flightactivities.

At present, a given mission consists of 50 veterans, 50 guardians (or escorts) and aflight staff consisting of a Flight Director, a Mission Executive Officer (MXO), a buscaptain, a Flight Medical Team Leader with three assistants, a photographer, avideographer, (on most flights) a representative from the local media and two DC tourguides

The Team: each veteran is paired up with a guardian and together make up a team.See Appendix E for more information on this pairing.

The Guardian is a volunteer who acts as the guide and escort for a specific vet for theentire mission. Most of this document is concerned with the role and responsibilities ofguardians.

The Squad: The 50 teams are organized into 10 color-coded squads of 5 teams each

The Squad Leader (SqL): the most experienced guardian (escort) in the squad is theSquad Leader who is in charge of the squad. All SqLs have flown at least once withVillages Honor Flight. See Appendix B for more information on the Squad Leader andthe SqL’s duties

Flight Director: The Flight Director (actually Mission Director) is in charge of the entiremission including the flight. The Flight Director will have flown several times and atleast once as an MXO

1 The national HF organization identifies 6 war periods (see Villages Honor Flight web site FAQsfor the precise list); vets who served at least one day of active service during any of thoseperiods are eligible for a free honor flight.


MXO: The MXO (Mission Executive Officer) is the “second in charge” of the Missionand works closely with the Flight Director to ensure that the mission and flight plans areexecuted appropriately.

Bus Captain: The bus captain acts as an assistant MXO. The MXO will be on one busand the Bus Captain will be on the other

Flight Medical Team Leader (FMTL): The FMTL is a medical professional whooversees the medical side of the mission. S/he watches over the entire flight

Medical Control Officers: The Medical Control Officers are medical professionals(physicians, paramedics or RNs) who assist the FMTL during the mission.


I Guardian Requirements and Guardian’s Role

I-1 Requirements to be a Guardian:

1. Each guardian candidate is required to apply for a Guardian position by filling out aGuardian application and submitting it to the VHF Guardian Coordinator.Applications are available on the VHF web site (www.villageshonorflight.org)

2. A Guardian must pass the age and physical ability requirements outlined inAppendix M and on the VHF web site.

3. Attendance at preflight meetings is required; Appendix R explains why attendance ismandatory. Attendance at post-flight sessions is expected but not mandatory

4. If accepted as a Guardian, s/he is expected to contribute an amount that covers theirflight costs ($400) for the privilege of escorting a Veteran on the flight.

5. Each guardian is required to have a cell phone, camera and a backpack for theactual flight.

6. Each guardian is required to have an email account and to use it frequently duringthe Mission1 period.

I-2 Role of the Guardian:

1 First and foremost, the role of the Guardian is to ensure the safety and well beingof the Veterans. At no time during the trip should the Veteran and their Guardianbe separated unless it is reasonable and sensible to do so; e.g., within bathroomfacilities. The Guardian is at all times, a friend, valet and caretaker for the Veteran.

2 Get to know your vet2.1 Spend time with your vet during preflight meetings and ad-hoc sessions

between meetings2.2 Engage your vet in conversation regarding military service, assignments,

military food, etc. Ask open-ended questions and listen, really listen, byparaphrasing back to the Veteran.

2.3 Explore (carefully) your vet’s medical condition. Your goal is to understandhis/her medical condition well enough to know his/her limitations and whenthings might not be quite right. Seek to understand how much “assistance”the vet actually needs. Ask about medications and when they should betaken.

1 Villages Honor Flight mounts “missions” of which the flight to DC is one part. The MissionPeriod starts 6 to 7 weeks before the flight date and ends at the reunion or 4 weeks after theflight date (whichever comes first).


2.4 Talk with your vet about his/her expectations for the trip. What memorials areof the greatest interest? What portions of the WWII Memorial does the vetmost want to see? Each vet receives a copy of “Jewel of the Mall”, a 100+page book on the WWII Memorial at the first preflight meeting

2.5 Guardians will be told about their vet’s service experience at the first preflightmeeting. Guardians are encouraged to do a little research so that they cantalk intelligently about the vet’s experiences.

3 Actively manage3.1 Manage your vet’s movements, restroom breaks, meals and medical issues.3.2 Assist your vet during bus loading and unloading (as appropriate)3.3 Encourage your vet to use the wheel chairs if circumstances dictate3.4 Balance diligence with deference

4 Maximize the Experience4.1 Your vet’s overall experience will, in large part, be due to how well you

connect with your vet and how well you perform your duties as guardian4.2 Make sure his/her reasonable needs are met4.3 Respect the dignity of our Veterans

5 Safety First5.1 Your vet’s safety is your #1 concern5.2 Whether your vet is in a wheel chair or just walking along, watch out for

slip/trip hazards particularly around areas of construction (constructionin/around the Reflecting Pool is now complete), the Vietnam Wall (path issloped and paved with cobblestones), and at the Iwo Jima Memorial

5.3 Encourage your vet to use the wheel chair if there are any signs of fatigue.Remember, they probably did not get much sleep the night before and it is along day.

5.4 Ensure that you know what medications your vet takes and when they shouldbe taken. The vets will be excited and will forget about their medications –you cannot forget. Some guardians will program prescription times in theircell phones.

5.5 Watch out for signs of dehydration; some vets will reduce their fluid intake theday before the flight so they do not have to visit the restroom frequently.Keep water handy and ensure that both you and your vet have plenty to drink.

5.6 Other signs to watch for:5.6.1 Dizziness5.6.2 Disorientation / confusion5.6.3 Chest pains5.6.4 Shortness of breath

5.7 WWII vets are from a generation that does not complain; so keep your eyesand ears open for signs of problems


6 Photographs6.1 Bring your camera and take lots of pictures; make sure you take pictures that

include your vet and start taking pictures early in the mission.6.2 Vets are encouraged to bring their camera and take pictures.6.3 Offer to take pictures of your vet with his/her camera.

7 The Vet Pays For Nothing7.1 The flight is free for the vet; he/she pays for nothing except personal

souvenirs7.2 If the vet wants to purchase a snack, an ice cream, etc., the guardian should

step in an pay (guardian will be reimbursed)8 Media Interaction

8.1 The guardian or vet may be approached by local media either at the airport(s)or at one of the memorials. Remember that this is the vet’s day; he/she is therock star and you are the back up band

8.2 Refer any awkward questions or general questions about Honor Flight orVillages Honor Flight (that you feel uncomfortable answering) to one of thestaff

9 Offers of Donations9.1 Veterans who offer donations should be told that they have already donated

through their service9.2 For all others, refer them to the Honor Flight web site or the Villages Honor

Flight web site. Each guardian will be given a half dozen business cards withVHF contact info.

10 It’s Their Day10.1 Your vet should be the focus of attention for the whole day10.2 Remind them that All They Did Was Save The World

11 Check, Check and Double Check11.1 The vets are excited and may have poor eyesight or be hard of hearing11.2 Be your vet’s eyes and ears throughout the entire mission.11.3 Check the bus, waiting areas, TSA, airplane – WHEREVER they sit for their

wallet, glasses, cell phone, cameras, jackets, camera, ponchos, etc.11.4 Echo announcements that are made or ask veteran if they heard what was

said12 “But I Do Not Need A Guardian”

12.1 Some vets will claim they need no help. They might be right, but it is unlikely12.2 Trip is 20+ hours; we can not take the chance. It is hard to differentiate and

draw lines (who needs a guardian and who does not)12.3 Every vet gets a guardian; done correctly, the vet has a better experience

13 Do What Is Necessary


13.1 As an integral part of the flight, the Guardian’s role includes doing whatever isnecessary to make the flight work. This may mean going outside the normalduties in order to move things along smoothly.


II Pre-Flight Guardian Requirements & Activities

II-1 Preflight Meeting(s):

There will be one “Welcome to Villages Honor Flight” session and two pre-flightmeetings; typically one 6 weeks before the flight and one 2 weeks before the flight. AGuardian is required to attend all meetings and is expected to spend additional timewith his/her vet between the meetings.

At the Welcome Session:

1 You will be introduced to Honor Flight in general and Villages Honor Flight inparticular. The basic duties of a guardian will be explained and an overview of themission from initial contacts to the reunion will be presented.

At the First Preflight Meeting:

1 Your Guardian application will be reviewed for accuracy and completeness. Yourfull name (including middle name or middle initial) and date of birth will be checkedagainst the photo ID you will use on the actual flight.

2 Your medical history will be reviewed to ensure your ability to fulfill the Guardianrole and to ensure that any special issues are understood by the medical team

3 Your photograph will be taken. This will be used for your ID Badge4 Your shirt size will be recorded for the “official” flight shirt. Guardians who have

previously flown with VHF will turn in their flight shirt (it will be returned at the 2nd

preflight meeting with the additional flight date5 Your responsibilities as Guardians will be reviewed in a training session that may

include hands-on practice with wheel chairs.6 The details of the trip will be reviewed.7 You will meet your Veteran. During this meeting and at subsequent meetings it will

be necessary to familiarize yourself with your Veteran’s physical and mentalconditions. This is important so that during the trip you will be able to recognizeany change in your Veteran’s conditions and be prepared to take appropriateaction. It is strongly suggested that you meet your Veteran an additional time for aone-on-one meeting such as breakfast or lunch. This has been found to be veryvaluable in getting to know your Veteran and in developing a sense of trust andconfidence between you. If a Guardian cannot or does not attend the first pre-flightmeeting (very unusual) he/she must make arrangements to meet their Veteranwithin 1 week of the first meeting. See also Appendix S, Talking With Your Vet

8 The Guardians and Veterans will have been divided into color-coded squadscomposed of 5 Guardian/Vet teams.


8.1 One of the Guardians will have been assigned as a Squad Leader (SqL).(An overview of Squad Leader duties are explained in Appendix B of thisdocument.)

8.2 Each Guardian/Veteran team will be given a “sound-off” number that will beused to maintain the proper head count during the trip. A range of numberswill have been assigned to each squad, e.g., Blue: 1-5; Brown: 6-10, etc.

8.3 While socializing with your vet and other squad members at the squad table,several issues will be discussed and resolved:8.3.1 You will discuss how your vet will get to future sessions and to the

assembly point and back home again on the day of departure. It is notyour job to arrange transportation or to resolve transportation problems.Rather, the discussion should clarify how things will be done and ifthere are problems that the guardian can not easily solve, the SqLshould be notified

8.3.2 Also discuss his/her return transportation upon arrival back at the placeof origin – reminding the vet that it will be past midnight and he/she willbe tired. If appropriate, mention that VHF has made arrangementswith a local hotel for discounted overnight stays (see Appendix I). Theveteran should not drive to or from the send off point by themselves.

8.3.3 If your vet uses oxygen, discuss how that will be managed during thetrip; see Appendix C

8.3.4 Ask your vet if family members will meet him/her in DC. If so, refer toAppendix J for discussion guidelines

8.3.5 If your vet did not have a DD214 (or equivalent documentation) toshow at check in, refer to Appendix K for discussion guidelines.

8.3.6 If the vet and guardian are of different genders, they should discusshow restroom breaks will be managed. They should have a clear planthat likely involves one of the other guardians in the squad.

8.3.7 It is expected that the vet and guardian will meet at least one additionaltime between the first and second preflight sessions. This should bediscussed during the socialization session.

8.3.8 Squads will briefly discuss how they want to coordinate movement atthe DC Mall. Squads can move as a group or individual teams canmove independently. No hard decision is required at this point.

8.3.9 The squad will practice sound off.

Between the first and second preflight meetings:

Activities will depend on the outcome of the squad table discussions. The guardian maymeet with his/her vet individually, with a larger group, or the squad may decide to havea picnic or other squad event. A squad event is required.


At the Second Preflight Meeting

1 Selected information from your Guardian application (as updated at the firstpreflight meeting) will be reviewed for accuracy and completeness. Of particularconcerns is your name and date of birth as these are recorded on the flightmanifest and must agree with the photo ID you will use on the actual flight.

2 You will be given your official flight shirt3 Your responsibilities as Guardians will be reviewed in a training session that may

include hands-on practice with wheel chairs.4 The details of the trip will be reviewed.5 You will meet your Veteran at your Squad Table for a period of socialization and

problem solving. .5.1 Your Squad Leader (SqL) may have specific tasks for you and your vet.5.2 While socializing with your vet and other squad members at the squad table,

several issues will be discussed and resolved (repeated from first session):5.2.1 You will discuss how the Veteran will get to future sessions and to the

assembly point on the day of departure. It is not the Guardian’s job toarrange transportation or to resolve transportation problems. Rather,the discussion should clarify how things will be done and if there areproblems that the guardian can not easily solve, the SqL should benotified

5.2.2 Also discuss his/her return transportation upon arrival back at the placeof origin – reminding the vet that it will be past midnight and he/she willbe tired

5.2.3 If your vet uses oxygen, discuss how that will be managed during thetrip; see Appendix C

5.2.4 Ask your vet if family members will meet him/her in DC. If so, refer toAppendix J for discussion guidelines

5.2.5 If your vet did not have a DD214 (or equivalent document) to show atcheck in, refer to Appendix K for discussion guidelines.

5.2.6 If the vet and guardian are of different genders, they should discusshow restroom breaks will be managed. They should have a clear planthat likely involves one of the other guardians in the squad.

5.2.7 The squad social is a standard part of activities between the twopreflight meetings and will be arranged by the squad leader. Inaddition, the vet and guardian will meet at least one additional timebetween the first and second preflight sessions. This should bediscussed during the socialization session.

5.2.8 Vets and guardians have had 4 weeks to think about how they want tomove about the DC Mall; the squad should now decide what they wantto do.

5.2.9 The squad will practice sound off.


III Flight Day Procedures/Responsibilities

III-1 Medical Issues and Related Guardian Responsibilities

Medical Support1 There will be four trained medical professionals on the trip whose sole

responsibility is to look after the medical needs of the flight participants. They willbe under the direction of the FMTL. He/she will have medical supplies for mostproblems that might be encountered (scrapes, cuts, etc) and will have reviewed themedical status of each vet and guardian to ensure that reasonable precautionshave been taken

Guardians Role1 Washington DC may be hot, so keep yourself and your Veteran well hydrated. The

Guardian should be aware of their Veteran’s and their own fatigue, dehydration orother reactions to heat.

2 A Medical team member should be immediately notified of any issues affecting thewell being of the Veteran. In case on an emergency, the Guardian should also call911 for local assistance. Therefore, each Guardian must have a cell phone. Eachguardian will be given a list of cell phone numbers for all staff. It is suggested thatthese numbers be programed in your call phones for more rapid access especiallyfor the Medical team.

3 Ensure that the Veteran is taking his/her medications at proper intervals.4 Encourage wheelchair use even if Veteran does not want to sit. “King/Queen for a

Day” is a good mantra.5 Veterans may have portable oxygen tanks with them; if so, they must be

transported in a wheelchair for safety and medical efficiency. Oxygen bottles,Oxygen Concentrators and procedures are explained in Appendix C of thisdocument.

6 Encourage bathroom breaks when opportunities arise at the airports and DCvenues. Buses will also have a restroom on board.

III-2 Rest Room Procedures:

The following should be the rest room procedure for the entire trip. Remember torespect the Veteran’s dignity as much as possible.

1 Based on your meetings with your Veteran and the medical history provided bythem, you should be aware of the level of assistance your Veteran will need. Thisassistance ranges from “no help needed” to a Veteran who needs completeassistance. Rubber gloves will be available from the Squad Leader for thoseneeding them.


2 Each Veteran must be accompanied to the restroom. Your knowledge of the vet’smedical condition will determine if you need to actually follow him/her into therestroom

3 For a male/female situation, the affected Guardian must arrange a trade off withanother appropriate Guardian. This should be discussed and sorted out by thesquad during one of the preflight meetings. Be sure all parties confirm this handoff.

III-4 Wheelchair Procedures:

It is VHF policy to have one wheelchair (w/c) for each vet plus an additional wheelchairfor the Flight Medical Team Leader. Veterans should be encouraged to usewheelchairs whenever feasible. Some may be too proud, but encourage it anyway. Youmay also use the chair to transport items when necessary and can also take your turn inthe chair (briefly) if it helps the atmosphere with your Vet.

The following guidelines should be practiced when operating a wheelchair:

1 When arriving at a destination via bus, the Guardians designated as WheelchairAssistants should help unload the wheelchairs ASAP and be ready for theVeterans when they disembark.

2 When you have your wheelchair in hand, open the wheelchair by pressing firmlydown on the seat sides or armrests

3 Always lock the wheelchair wheels before the Veteran enters or exits the chair.Veteran should step into the area just in front of the chair between the leg supportsand slowly be seated.

4 Use the wheelchair leg supports to prevent the Veteran from getting their feetcaught underneath as the chair moves forward.

5 Forward movement is fairly simple but the Guardian must be aware of “walkway”hazards like broken sidewalk sections, rocks, pebbles or other debris that canhinder operation.

6 Maneuvering over bumps or in and out of elevators, might best be done by turningthe wheelchair around and pulling the chair over the bump. This is a judgment callby the Guardian. (A large bump may stop the wheelchair short and “throw” theVeteran forward.)

7 Slopes can be deceptively steep and the wheelchair must be held back so itdoesn’t pick up speed and become unmanageable. Be aware of these slopes,especially at the Vietnam Memorial that is sloped toward the middle from both endsof the wall.

8 Veterans confined to wheelchairs or those who have difficulty with stairs will usethe lift on the bus that allows them to stay in the chair for embarking anddisembarking. The bus operator is the person responsible for this action. TheGuardian will assist the Veteran into position at the lift.

9 Hands on wheelchair training will be given at Pre-Flight2.


10 III-5 Flight Day Assembly:

1. Guardians and Veterans arrive at the designated place on time and check in. FlightID pouch and lanyard will be issued.

2. Each color-coded squad will be seated together.3. The squad leader will review the general and specific flight rules4. The squad leader will review the standard contents of the backpacks1 and advise the

Veterans that the guardians or squad leaders have sunscreen and sanitizing lotion(hand cleaner) for their use.

5. Each Flight ID pouch will contain a list of key telephone numbers and a map of theDC Mall. Each guardian will also have a complete list of pertinent telephonenumbers in case any issue arises.

6. Although this will already have been done when everyone checks in, the squadleader will double check that everyone has his or her photo identification in the FlightID pouch.

7. There will be a practice sound off conducted by HF staff prior to boarding.

III-6 Bus Loading/Unloading:

Loading and unloading buses safely and efficiently requires a procedure that everyonefollows. Many accidents occur during bus unloading as excited vets stumble on thestairs. The buses used for the trip from the Assembly Point (typically American LegionPost 347 in Lady Lake) to Orlando Airport (and back again at the end of the day) maybe quite different from the tour buses used in DC: Mobility levels are used to determineseating locations for the Veterans.

Mobility Levels: there are four levels of mobility relating to bus procedures1 Ambulatory Veterans are able to board and exit the bus by them selves and

require no assistance2 Fragile: Veterans will likely need some assistance in loading and unloading. The

can move along the aisle but should be assisted on the stairs. Level 2 vets will beseated at the front of the bus

3 Partial Wheel Chair: Veterans who use a wheel chair most of the time and/or cannot safely use the stairs; but they are not completely wheel chair bound and cantransfer in/out of a bus seat. For safety reasons, they will use the wheel chair liftinstead of the stairs. Level 3 vets will be seated in the back of the bus near thewheel chair lift

4 Wheel-chair-bound Veterans require a wheel chair (or scooter1), can not safelytransfer in/out of a bus seat and will remain in their wheel chair while on the bus.

1 Guardians are expected to bring their own backpacks for their flight gear and for the flight gearof their vet. Certain items are “standard” and will be handed out either at the 2nd preflightmeeting or the morning of the flight.


Local Transportation - Loading – See Appendix D-1

DC Tour Bus - Loading – See Appendix D-2

III-7 Airport procedure at Orlando International Airport (OIA):

1 As the buses approach the airport, watch out for the large “bill board” that says“Welcome WWII Vets” and point that out to your vet

2 Airport arrival is the point in the trip where you must be organized and cautious.After unloading, each squad will meet immediately outside the bus.

3 The Flight Director will have announced the pre-security assembly location whereall squads will meet prior to clearing security. This area will be adjacent torestrooms and anyone needing to use the restroom prior to clearing security can doso.

4 Squad groups will move from curbside to the pre-security assembly area as soonas they are able.

5 The MXO or Flight Director will give tickets, boarding passes and gate informationto the squad leaders who will hand them out to vets and guardians.

6 When everyone is ready, the group will move to security; special areas andprocesses have been arranged with Orlando TSA. In general, the normal securityprocess (shoes off, empty pockets, scanning, body scans, etc) will not be required

7 Stay with your vet and with your squad.8 Meet at designated area on the other side of the security checkpoint.9 Your squad leader may use a sound-off to ensure that the entire squad has

assembled.10 A gate location for breakfast will be announced by the FD/MXO.11 Individual squads can move to the gate and need not linger in the post security

area waiting for others to clear.12 To the extent possible, squads should stay together until they’re at the gate.13 If you have a wheelchair that is not required for your vet, it will be tagged at the

gate and loaded on the plane14 Each squad will do a sound off at the gate to ensure that every vet and guardian is

at the gate15 Follow instructions to board plane.16 Flight and Seating Considerations

16.1 Southwest

1 Vets who need a scooter all or most of the time will be considered Level 4 vets. Scooters areallowed at all mission events except the actual flight.


16.1.1 Honor Flights generally board first; Southwest has open seating so youand your vet can sit anywhere you want except the Exit Rows

16.1.2 The vet should take a window seat and the guardian should sit in themiddle; let other passengers sit on the aisle

16.2 USAir16.2.1 Honor Flights generally board first; USAir has assigned seats16.2.2 We will have worked things out so vets and guardians sit together with

the vets mostly on the window17 Orlando Airport Ground Services often arranges for a water cannon salute. Look

out the window and if you see a fire truck getting ready for a salute, notify your vetso he/she does not miss it.


III-8 Arrival at DC Airport

1 A water cannon salute by the DC Airport ground crew is possible; watch for it and ifpresent tell your vet

2 Honor Flight passengers will disembark last; follow instructions for disembarking theairplane

3 If you had a wheelchair tagged at MCO, get it at the jet-way and push it along asyou move up the jet-way and into the gate area.

4 As you and your vet enter the gate area there will be “greeters” to greet you, wishthe vets well, shake their hands, etc. Stay with your vet as you move through thegate area and the greeters.

5 Gather in squads after the greeting and follow the local guides (BWI Green Shirts orReagan Green Shirts) to a designated meeting location.

6 Keep squads together.7 Follow Green Shirt guides to bus loading area.8 If your vet uses oxygen:

8.1 If BWI, a BWI Green Shirt person will take your O2 concentrator and providean O2 bottle and necessary accessories. The fully charged O2 concentratorwill be returned to you when we return to BWI in the PM.

8.2 If Reagan, arrangements will have been made for O2 concentrator chargingand O2 bottle and necessary accessories

8.3 See also Appendix C9 Follow bus-loading procedure (Appendix D-2). Bus seats will be pre-assigned in an

attempt to minimize confusion and seat people according to mobility.10 Be aware that the itinerary may change due to unforeseen circumstances.


III-9 Typical Itinerary

For most honor flights, the itinerary is pretty standard. Changes in weather or traffic,changes in flight times, flight delays and other events may require that the itinerary bechanged but it will mostly likely be:1 Assembly at American Legion Post 3472 Bus to Orlando International Airport3 Commercial Flight to BWI or Reagan4 Tour bus to USMC Memorial5 Short bus ride to Arlington National Cemetery for Changing of the Guard6 Short bus ride to USAF Memorial7 Lunch at USAF Memorial8 Short bus ride to DC Memorial9 Tour DC Mall Memorials (WWII, Korea, Vietnam)10 Short tour of downtown DC sites, e.g., White House, Capitol, …11 Bus ride back to BWI or Reagan12 Eat Dinner13 Mail Call {Do Not Discuss with Vets}14 Flight back to OIA15 Bus back to Am Leg Post 34716 Home Coming


III-10 Washington DC Travel (Typical Itinerary) and Venues

1 USMC Memorial1.1 After loading the bus at BWI or Reagan, the group will travel to the USMC

Memorial1.2 Stop at USMC Memorial will vary from little more than a drive by to about 30

minutes1.3 Restroom facilities at USMC are not good (chemical toilets about 100 yards

from the memorial) so make sure you and your vet visit the restroom beforeloading the bus or while on the bus

1.4 Unloading will be as per Appendix D1.5 Wheel chairs will be used only for those vets who need them; bus will always

be close1.6 Many accidents (slip/trip) occur at the USMC Memorial. Pay attention1.7 Load bus at designated time as per Appendix D

2 Arlington National Cemetery and Changing of the Guard2.1 After loading the bus at the USMC Memorial, bus will proceed to ANC with

drive by of the Pentagon2.2 Arrival at Tomb of the Unknowns is planned for 20 minutes before the

Changing of the Guard ceremony to give people time to unload the bus andget to the viewing location

2.3 People in wheel chairs get the best seats so encourage your vet to be in awheel chair

2.4 Be back at the bus by the designated time2.5 Load bus at designated time as per Appendix D

3 USAF Memorial and Lunch3.1 After loading the bus at ANC, bus will proceed to USAF Memorial3.2 Stop at USAF Memorial will be about an hour; there is a great view of DC

from this memorial3.3 Restroom facilities at USAF Memorial are very good.3.4 Unloading and loading will be as per Appendix D3.5 Lunch will be a box lunch from Arby’s

4 DC Mall (WWII, Korean War and Vietnam Memorials)4.1 After loading the bus at USAF Memorial, bus will proceed to DC Mall4.2 Flight Director or MXO will announce unloading particulars, location of the

restrooms, where we will meet up for the group photo, where and when thebus will pick us up (most likely where we unloaded)

4.3 Unload the bus as per Appendix D


4.4 All wheel chairs will be unloaded; each team will have a wheel chair. TheGuardians are responsible for ensuring that the wheel chairs are returned tothe Chair Assistants.

4.5 Make sure you take an extra bottle or two of water4.6 Restroom break; restrooms are about 25 yards from where the bus drops us

off4.7 MXO may direct you to meet for group photograph at location designated by

the Flight Director.4.8 Stop by the main kiosk and pick up a map of the mall4.9 WWII Registry terminals are also at the main kiosk4.10 There will be approximately two hours to visit the WWII Memorial, Korean

Memorial and the Vietnam Wall. You should have previously discussed thepriority and timing for these memorials with your Veteran and squad mates.Defer to Veteran’s preferences for visiting memorials. Be aware that the timeframe may change if necessary.

4.11 At this point it may not be possible or necessary to keep squads together. If atall practical, try to keep some other teams in sight in case of an emergency.

4.12 Typical path will be from WWII Memorial along the south side of theReflecting Pool to the Korean War Memorial, then in front of the LincolnMemorial to the View Nam Memorial and then to the pick up point. However,construction at the Mall never seems to end and access changes daily. Anannouncement as to the most logical path will be made on flight day.

4.13 Paths may be new/smooth or under construction with broken concrete. Payattention.

4.14 Meet back at the designated area in the time frame allowed5 Bus to BWI or Reagan

5.1 After loading bus at DC Mall, bus will proceed to BWI or Reagan Airport.Route will depend on time available and may include drive by of places ofinterest

5.2 MXO and Bus Captain will hand out return boarding passes to SqLs.5.3 Unload bus at BWI or Reagan as per Appendix D; any wheel chairs provided

by BWI Green Shirts are left on the bus5.4 If your vet uses O2, a BWI Green Shirt or Reagan staff will return your O2

concentrator6 DC Airport Security

6.1 Group will escorted by Green Shirts to rest room area6.2 Group will be escorted by Green Shirts and assemble in front of TSA security6.3 When everyone is there, group will be escorted through security6.4 Green Shirts may continue to escort group to dinner and to the gate

depending on available manpower


7 Dinner at Airport7.1 Two dinner options (what will be done for a given flight will be announced

before the flight)7.1.1 a sit down dinner catered by airport restaurant

7.2.4.1 group will be escorted the designated eating area7.2.4.2 seating arrangements can be whatever the group wants

7.1.2 “Get What You Want” approach7.2.4.1 Guardians will be given $ for dinner (vet and guardian) while

on the bus on the way to the airport7.2.4.2 group will be escorted to the food court where there are

several sit-down restaurants and a dozen or so take outrestaurants

7.2.4.3 if you opt for a sit down dinner, be sure to tell your server thatyou are on a time budget. You will be told when you need tobe to the gate

7.2.4.4 If you opt for take-out food, vets will find tables and guardianswill “take their orders”

7.2.4.5 Remember Mail Call is one of the most important events ofthe day for the veteran so it is necessary that you expeditedinner in order to be at the gate at the announced time.

7.2 When dinner is finished, group will move to the gate8 Mail Call {Do Not Share With Vets}

One of the surprises for the vets on each flight is Mail Call. Early in the mission,just after the vets have been notified that they are on the next flight, we contacttheir family and ask that they write letters to their vet thanking them for their serviceand not let the vet know that they are doing this. We also ask that they contactother friends and family and ask them to write letters. We also contact localschools and ask students to write letters.All letters are sent to the VHF PO Box in Lady Lake, FL with the vet’s full name andflight date on the back. By flight day, we have at least a dozen (often many more)letters from friends and family. We take these on the flight with us and just beforethe flight back from DC have a Mail Call ceremony at the departure gate. Most ofthe vets have no idea this is coming and the impact is quite significant. Some vetshave said that it was the high light of the flight.You can participate by writing a letter to your vet and asking others to do the same.Do not contact the vet’s family, we have a process for that. All letters shouldbe sent to:

Villages Honor FlightPO Box 490Lady Lake, FL 32158-0490

Make sure vet’s full name and flight date is on the back of the envelope


9 Flight to Orlando9.1 The procedure for boarding the flight at BWI is quite similar to boarding the

flight at Orlando. We have a Sound Off to ensure that everyone is presentand then board as per airline rules:

9.2 wheel chair-bound vets and their guardians first (and encourage them to sit inthe front rows; vet at the window)

10 Orlando Airport / PM10.1 The procedure for disembarking the flight at OIA is quite similar to

disembarking process at BWI in the AM.10.2 Honor Flight passengers will disembark last; follow instructions for

disembarking the airplane10.3 If you had a wheelchair tagged at BWI, get it at the jet-way and push it along

as you move up the jet-way and into the gate area.10.4 As you and your vet enter the gate area there may be “greeters” to greet you,

wish the vets well, shake their hands, etc. Stay with your vet as you movethrough the gate area and the greeters.

10.5 Gather in squads after the greeting and follow Flight Director / MXO / SquadLeader or the local guides (MCO Green Shirts) to a designated assemblyarea for a rest room break.

10.6 Keep squads together.10.7 There may also be greeters in the airport lobby.10.8 Follow guides to bus loading area.10.9 Follow bus-loading procedure used at Assembly

11 Bus Trip to Home ComingThe bus trip from Orlando back to the American Legion post is essentially the reverse ofthe AM trip. The same buses and bus loading processes will be used. We may make abrief stop at Legacy of Leesburg to allow the residents there to honor the Veterans. Thepolice motorcycle escort will pick up the buses at the Lady Lake city line and escort thebuses to the American Legion post. Side roads will likely be blocked by police cars withlights flashing. Point out the escort and the police activity to your vet. The NomadsMotorcycle Club may provide an escort as well. If so, they will meet the bus at or nearthe Walmart on 441/27 north of the 441/27 split. There may be as many as 30motorcycles – quite nice for the vets.

12 Home Coming {Do Not Share With Vets}The buses will park in a designated area to facilitate unloading and for the vets to bewelcomed and cheered. It is not unusual for there to be multiple fire trucks with watercannon salutes (make sure you vets sees this), police cars with sirens and flashers,bands, cheerleaders, twirlers, and hundreds of well wishers. Guardians will assist vets


to the rest room and then to their Home Coming Seats. Seats are numbered withSound Off numbers so it will be easy to find the right seat.

The specific activities for Home Coming will vary from flight to flight and depend on theweather. The typical formal program is kept to a minimum – everyone is pretty tired –but a large number of well wishers will want to line up to shake hands with the vets sobe prepared.

Asking the vet about his/her ride from Home Coming to their home should have beendone during the preflight sessions. However, it is wise to confirm that your Veteran hasa ride home. If the vet does not have transportation and the guardian can not remedythe situation, VHF staff should be notified immediately.


APPENDICES

Appendix A – Types of Guardians

Regular GuardianVolunteer who is no more than 75 years old and has been deemed by Honor Flight Staffto be physically and mentally able to act as a escort and companion for a Veteran forthe entire mission including the trip to and from Washington, D.C.

Special GuardiansVillages Honor Flight presently limits normal Guardians to able-bodied individuals whoare no older than 75. There are cases where a 60-year-old person is not capable andcases where an 80-year-old person probably is. We must have a cutoff and 75 seemsreasonable. All Guardians will be evaluated for their physical ability to perform as aGuardian at the first preflight meeting.

Special Guardians are people who would like to be a normal Guardian but can not dueto age or physical limitations or other issues. These people can volunteer as “SpecialGuardians” to perform several important flight-related tasks:

1. Red Hat Preflight meetings can be confusing particularly for people in their late 80sor 90s. Red Hats are special Guardians who help everyone understand what ishappening and direct the flow of people. They wear a red hat so that they standoutin the crowd (meetings typically have 60 to 75 people in attendance). Red hats mayassist in car parking, directing people to the session room(s), helping people stay “inline” during check in, answer general questions during one of the sessions, …

2. Stand In Guardian (SIG) At every preflight meeting there are Guardians whocannot attend for one reason or another. To ensure that their vet does not feel leftout, and has someone to talk to and ask questions of, we assign a Stand InGuardian (SIG) to the vet for the meeting. The SIG knows about our organizationand flight model so he/she can easily help the vet understand the basics, answerquestions, etc. The SIG may be an experienced regular guardian or an experiencedSpecial Guardian. Not a perfect solution, but a lot better than an orphan vet..


Appendix A-1: Mentor Guardians

Every Honor Flight will likely include a mix of experienced and novice guardians.Experienced guardians can help the less experienced during the trip but we should alsoconsider what experienced guardians can do to help novice guardians before the flight.

Mentor Guardians (MG) are experienced guardians who work with novice guardians tohelp them understand guardian duties and responsibilities. Novice guardians receive acopy of the Guardian’s Guide (which they are required to read), attend training and(hopefully) take away some key messages, but some do not realize what being aguardian really is. The person conducting the training (the Flight Director or other staff)is one of “them”. An experienced guardian working one-on-one with a new guardian isone of “us”.

The use of MGs for a particular flight will have been worked out in advance by the FlightDirector, MXO, Guardian Coordinator1 and squad leaders. In general, squad leaderswill be asked if they wish to have one or more MGs assigned to their squad for a givenmission. No squad or squad leader is required to have or use MGs.

The integration and use of MGs will likely differ from flight to flight and from one squadleader to another; so the following are guidelines:1. A MG will be assigned to a squad2. The SqL and MG will work out how the MG will assist during the mission. This could

be as an “assistant” squad leader on the ground or more focused on getting noviceguardians up to speed.

3. The SqL may wish that the MG not be involved until the first preflight meeting or maywish the MG to contact one or more novice guardians in the squad earlier

1 The Guardian Coordinator will have the best understanding of new guardian capabilities earlyin the mission


Appendix A-2 Stand By Guardian{Work In Progress}As a relatively new hub, Villages Honor Flight does not have the long list of waitingguardians some other hubs have. Our one vet/guardian model improves the experienceof both the vet and the guardian, but also means that we need more guardians for agiven number of vets. For a variety of reasons, we may approach a flight date withoutenough guardians or we may have a guardian drop out at the last moment.

To minimize the impact of these events, we will maintain a list of experienced guardianswho have volunteered to be on the Master StandBy List (MSL). Being on this listactually obligates the guardian to nothing. For each flight, we will work our way downthe MSL (8 to 10 weeks before the flight date) and ask guardians if they wish to be onthe Flight Specific Standby List (FSSL). We will likely select 2 or 3 guardians to be onthe FSSL for a given flight. If the guardian agrees, they go on the FSSL and areagreeing that they could step in as a full guardian (work with the vet, go on the flight, etc)if the need arose. If a need arises for a replacement guardian early in the process for aspecific flight, we will likely look at the regular guardian list and see if any “next in line”guardians are available for the flight. If a need arises later in the process, we will workour way down the FSSL trying to find an experienced guardian who knows the scoreand can step in quickly. This approach has several advantages over a single listapproach:1. This two tier concept mirrors the “regular” guardian master list and flight-specific list.2. It clarifies if any guardian on the MSL will likely be available for the specific flight if

the need arises.3. It provides a time cushion for FSSL guardians to prepare for a possible need and

allows them to annotate/adjust their calendar4. It allows guardians on the FSSL to attend preflight events (optional) and to review

guardian documentation (which may have changed since they last flew)5. It minimizes the anxiety on the part of VHF staff trying to contact people on the MSL

at the last minute.


Appendix B – Squads and Squad Leader Guidelines

Definitions and Relationships:

Guardian/Vet Relationship: VHF assigns one Guardian for each vet. This improvesthe experience for both the vet and the Guardian. Vets/Guardian teams meet frequentlybefore the flight to ensure that the Guardian knows the vet well.

Squads: each vet/Guardian team is assigned to a squad of 5 teams (10 people) led bya squad leader (usually the most experienced Guardian in the squad). The squads arecolor- coded: Blue, Brown, Gold, Green, Lime, Orange, Purple, Red, Teal and Yellow.

Squad Leader: the Squad Leader (SqL) is “in charge” of a given squad. It is the SqL’sjob to be the administrative and communications “head” of the squad and to ensure thatthe squad members are doing what they are supposed to do when and where they aresupposed to be doing it.

Flight Medical Team Leader: each flight has a Medical Team consisting of a FlightMedical Team Leader and three assistants (Medical Control Officers). The FMTL andone MCO are on one bus, the two remaining MCOs are on the 2nd bus. They meetbefore the flight to review and agree on procedures and protocols.

Master Squad Leader: the Master Squad Leader (MSL) is a staff position withinVillages Honor Flight. The MSL is the most experienced squad leader and has flown onnumerous previous flights. The MSL role is to help less experienced squad leadersduring the preflight phase of a mission. The MSL develops orientation and trainingmaterials for squad leaders and presents these materials at preflight meetings and otherTBD events.


Squad Leader Duties:

A complete explanation of Squad Leader Duties can be found in the Squad LeadersGuide. The information directly below is a brief summary

Prior to First Preflight SessionSquad leaders will be selected, contacted and will have agreed to be a squad leader atleast one week before the first preflight meeting. Squad leaders will be asked toperform certain duties prior to the first preflight session:1 Discuss with the Flight Director or MXO or Master Squad Leader any special needs

including how to deal with Out-of-Town Guardians who may not be attending oneof the Preflight meetings

2 Contact each guardian in their squad to briefly talk with them (introductions)

Pre-Flight MeetingsSquad leaders perform many important functions at preflight meetings:1 Squad Leader Briefing/Orientation at each preflight meeting2 Resolve any “Admin Problems” in their squad.3 Ensure that all squad members are at the squad table during relevant times and

understand what information (handouts) is available to them4 Lead the discussion about squad activities and problem solving:

4.1 individual transportation4.2 Squad event4.3 How to handle gender problems at restrooms4.4 To what degree will the squad stay together at DC venues, e.g., the Mall4.5 Which wheel chair will be designated the “squad wheel chair” for carrying

squad materials (e.g., water, medical supplies, etc.) during time when thesquad is walking.

4.6 If any vet wants his/her own backpack, the vet and guardian need to discusswho carries what.

4.7 Introduce the Squad Medic and have her/him provide a little background5 Explain and practice Sound Off

Between Pre-Flight Meetings1 Follow up with Guardians to ensure that they are communicating with their vet2 Follow up with Squad Medic to ensure that he/she has met with Medical Team3 Ensure that the squad event actually happens

Flight Day / Send Off1 Arrive at assembly point 15 minutes before general arrival time for Guardians and

Vets2 Ensure that proper materials are laid out on squad table (will be discussed with

squad leaders by VHF staff)3 Ensure that each Guardian and Vet get relevant materials (will be discussed with

squad leaders by VHF staff)4 Check that everyone has their ID Pouch and their photo ID


5 Practice Sound Off

Flight Day / Actual Flight1 Assist in bus unloading and loading by ensuring that squad is paying attention and

is loading or unloading in squad order when possible2 Assemble squad to move to designated areas, for example:

2.1 After unloading at MCO and moving to restroom break area near Starbucks2.2 Movement into Security2.3 Assembly after Security2.4 Movement to tram2.5 Movement to gate area2.6 Assembling for movement onto aircraft

3 Ensure that squad moves as a group if the squad agreed to do that at DC venues4 Oversee designated squad wheel chair if one is used for transport of squad

materials

Flight Day / Home Coming1 Unload bus by squad (when possible)2 Get squad to restrooms and then to seats3 Any other items TBD by-squad activities


Appendix C Oxygen Bottles and Oxygen Concentrators

Vets who require oxygen all/most of the time will typically use an oxygen bottle. Thesebottles are not allowed on aircraft. Rather, a battery-powered oxygen concentrator willbe used. If your vet normally uses an oxygen bottle:1 The Medical Flight Team leader will arrange for the oxygen concentrator2 The Medical Coordinator will arrange for the proper forms to be filled out (required

by the airline) and the proper authorities notified3 The Medical Coordinator or Flight Director will inform you that your vet uses

Oxygen4 At the DC Airport

4.1 BWI: The BWI Green Shirts will take ownership of the O2 concentrator atBWI, provide necessary O2 bottles for use during the day in DC, recharge theO2 concentrator during the day and return the O2 concentrator to the vet atthe departure gate.

4.2 Reagan National: Arrangements will have been made with US Air andRoberts Home Medical Services. USAir will take ownership of the O2concentrator at Reagan, recharge the O2 concentrator during the day andreturn the O2 concentrator to the vet at the departure gate. Roberts willprovide necessary regulator and O2 bottles for use during the day in DC andpick up the items at the end of the day.

5 You should discuss oxygen use with your vet during the first preflight meeting.6 Those guardians with veterans requiring oxygen will receive training at the second

pre-flight meeting.

Oxygen concentrators have a useful battery life of 4 to 10 hours depending on themodel. The O2 concentrators used by VHF are from AirSep and are at the 10 hour end.However, if we have more than 2 vets on a flight who need O2, we will rent additionalO2 concentrators and may get one with a 4 to 5 hour battery life. The flight from MCOto BWI or Reagan is about 2.25 hours. A significant tarmac delay departing or on arrivalcould add an hour to the flight. It is unwise to assume that the O2 concentrator will beused other than on the flight so arrangements must be made for O2 prior to departurefrom MCO in the AM and after arrival back at MCO in the PM

If your vet uses O2, talk through his dependence at the preflight meeting and discussthe appropriate use of the bottle and the concentrator. The recommended approach isfor the vet to “be on the bottle” during assembly and transportation to the Orlandoairport and switch over to the O2 concentrator at the gate. Arrangements will be madeto recharge the vet’s O2 bottle during the day and return it to him/her upon arrival backat Orlando Airport in the PM

Bottle size is important as is the O2 flow required by the vet. The size and number ofbottles required for the vet in the AM must be determined. O2 bottles add complexity totransportation (particularly bus loading and unloading) and clearing security. Ensure


that you fully understand what needs to be done; when in doubt, talk with the FlightMedical Team Leader or Flight Director.


Appendix D: Bus Loading and Unloading

Basic Strategy Bus loading/unloading procedures will be explained in detail in the second pre-flight

meeting. Vets and guardian teams will load and unload together Guardians sit with their vet; one team per row Vets sit next to window; guardians sit on the aisle

Definitions:

Wheel Chair Assistants (WCA): two or three guardians assigned to assist with loadingand unloading of wheel chairs

Flight Medical Team (FMT): the medical support team for the flight; consists of FlightMedical Team Leader and three assistants. Two of the assistants will act as TransferAssistants.

Flight Medical Team Leader (FMTL): in charge of medical support team for the flight

Transfer Assistant: works with the bus driver loading and unloading vets who will usewheel chair lift. Transfer Assistant works inside the bus cabin helping vets transferto/from their seats to wheel chairs positioned in the cabin.


Appendix D-1: Bus Loading and Unloading

Scenario 1:

50 Veterans/50 Guardians: Two 56 passenger wheelchair accessible buses in both TheVillages and Washington. The busses are loaded as follows.

1. The front seats are reserved for staff.2. Wheelchair assisted veterans are loaded on the wheelchair lift and will be seated

in the rear of the bus near the lift.3. The MXO/Bus Captain, the Transfer Assistant and the two wheelchair assistants

are seated in and near the seats that are moved to allow access to thewheelchair lift.

4. More mobile Veterans will use the steps and will be seated toward the center ofthe bus. Less mobile Veterans will use the steps and be seated toward the frontof the bus.

5. Each seat will be identified using the individual team sound off number and willbe used throughout the day.

Loading the Bus:1 At each loading/unloading, instructions will be given by staff.2 Driver works the w/c lift if required; otherwise driver works with WCAs organizing

and loading wheel chairs. The WCA Veterans will remain on the ground inproximity to their guardians

3 MXO or Bus Captain is positioned at the top of the stairs; FMTL or MCO is at thebottom of the stairs.

4 The Transfer assistant will be first on the bus to receive the Veteran and assistthem to their seat.

5 Guardians with wheelchair Veterans will deliver their veteran the lift and when theVeteran is on the lift will enter the bus to meet the Veteran in their seat.

6 Concurrent to the wheelchair Veterans being loaded the remaining more mobileVeterans will enter the bus under the direction of the FMT member at the foot ofthe stairs. Their guardians will follow them up the stairs when directed by staff atthe top of the stairs after the stairs have been cleared.

7 WCAs help organize and load wheelchairs.8 When chairs are loaded the WCA and their Veterans will enter the bus.9 Any remaining staff will enter.

Unloading the Bus:

1. First the bus driver and the staff in the front will exit.


2. Driver works the w/c lift if required; otherwise driver works with WCAs organizingand unloading wheel chairs

3. Before anyone else moves, the WCA and their Veterans exit the bus. WCAs mustposition their Veterans in an area where they can be observed.

4. The MXO will go to the top of the stairs to manage flow and the FMT member willgo to the bottom of stairs to assistant the Veterans.

5. Transfer Assistant is in the back of the bus assisting vets who will use w/c lift.6. Then the guardians with wheelchair Veterans will exit the bus to meet their Veteran

at the lift. These guardians will get wheelchairs from the WCA and take to lift.7. Alter that area is cleared, the driver or Transfer Assistant moves seats to access

w/c lift8. All remaining vets and guardians will the, at the direction of the MXO/Bus Captain

unload in an orderly fashion one team at a time

Scenario 2:

25 Veterans/25 Guardians: One 56 passenger bus and one smaller wheelchairaccessible bus between The Villages and Orlando International. One 56 passengerwheelchair accessible bus in Washington. The busses are loaded as follows.

Loading the buses at sendoff and at Orlando International;

1. Announcement will be made at sendoff for loading2. Wheelchair Veterans and their guardians will proceed to the small bus.3. The driver will operate the lift.4. When the veteran is loaded the Guardian will give the chair to a WCA and then join

their vet in the bus.5. Concurrently the remaining teams will enter the large bus.6. The MXO will be at the top of the stairs and a FMT member will be at the bottom to

assist in the loading.

Unloading the busses at Orlando International and the American Legion:

1. The MXO will be at the top of the stairs and a FMT member will be at the bottom toassist in the unloading.

2. The MXO will direct the unloading form front to back with the FMT memberassisting at the bottom.

3. Concurrently the wheelchair Veterans will be unloaded form the small bus.4. Ground staff will manage the wheelchairs.5. Guardians will lead the Veterans to the chairs which will be identified with sound off

numbers.

Loading/unloading the busses in Washington:

1. Will be the same as in Scenario 1.


Seating LimitationsPrior to flight day, the VHF staff will have determined the mobility level of each vet. Forlogistical reasons, the total number of level 3 and level 4 vets will be limited for any oneflight:

The DC tour bus is limited to two Level 4 vets, i.e., vets in wheel chairs (in the buscabin) based on physical bus constraints and DC law. Further, each level 4 vet takesat least one row of seating (two rows on some buses) so there is a net loss ofbetween 1 and 3 seats for each level 4 vet. This does not mean that the totalnumber of participants must be reduced, but it does mean that some guardians orstaff will have to stand on the DC bus.

The small, wheel chair lift bus used locally can take a limited number of wheelchairs.

Wheelchair Assistants

As part of the preflight activities, two or three guardians per bus (preferably experienced)will be designated as “Wheel Chair Assistants” (WCA). Only guardians with very mobilevets can be a WCA. The WCAs will assist the Flight Medical Members, airport staff andbus driver if available, in loading and unloading wheelchairs. WCAs will typically loadlast and unload first.


Appendix E: Vet / Guardian Matching

The process of assigning a guardian to a particular vet (matching a guardian to a vet) ismore complicated than just picking names. In some cases, the vet has asked that aparticular guardian be assigned to him/her; this is most common when the guardian is ayounger family member or the guardian is the health care worker already familiar withthe vet. To the extent possible, VHF will honor these requests. But the final decision isbased on many factors.

For all cases, the Flight Director, Flight Medical Team Leader and Guardian Coordinatorconsider several factors:1. The vet’s overall health and mobility – some vets will need more care than others

and the assigned guardian should be up to the task. VHF may decide that aparticular vet needs more oversight than, say, a family member can provide.

2. The vet’s mobility and weight – if the vet will need a wheel chair most of the day, theassigned guardian will be pushing that wheel chair. It does not make sense toassign a 100 pound women guardian to a 250 pound, wheel-chair-bound vet.

3. Gender: it is easier on everyone if the vet and guardian are of the same gender.However since 30 to 40% of the guardians are women and women make up lessthan 5% of the vets, many male vets will have female guardians.

4. Military service: if possible, a guardian with a similar military service branch will beassigned.

5. Local residence – if a vet lives more than 30 to 45 minutes from Lady Lake and apotential guardian lives near the vet, this will be considered during the matchingprocess.


Appendix F-1: Orlando International Airport

Legend:A unload busB presecurity assemblyC securityD gate area

Security

A

B

C

D


Appendix F-2: BWI Airport


Appendix F-3: Reagan National Airport


Appendix H: DC Mall

Legend:32 Korean War Memorial33 Lincoln Memorial38 WWII Memorial39 Vietnam MemorialA drop off pointB1 pickup point on Henry BaconB2 pickup point on Constitution Avenue

The path from A to B1 or B2 is the approach we will use if weather is not too hot, wevisit the mall early (no one is tired, and walk along the reflecting pond is reasonable.

NOTE: reconstruction of Reflecting Pool means that paths may be closed. May flightwas able to walk along as per above but the lower path was closed in June and groupwalked along the upper path. Information about routes and paths will be available onflight day.

A

B1B2


Appendix I-1 – Local Accommodations

VHF serves the local tri-county area (Lake, Sumter and Marion counties) plus some ofthe surrounding areas. Assuming assembly and home coming in/around Lady Lake, thelongest drive is probably less than an hour. If the drive is longer or the vet (or guardian)wants to be closer, local accommodation should be sought. VHF has arranged with

Holiday Inn Express, 1205 Avenida Central,Lady Lake, FL 32159 (352) 750-4550 for adiscounted rate for the evening before andthe evening of the flight. The discountedrate varies depending on the season fromabout $59 to about $75.

VHF has also made arrangements with the Hampton Inn on Route 466 (11727 NE 63rd

Drive, Lady Lake,FL, 32162) fordiscountedaccommodations

Other local accommodations (no arrangements or discussions with these hotels) Microtel Inn & Suites, 850 S US 27/441, Lady Lake, FL La Hacienda Hotel, 1201 Avenida Central, Lady Lake, FL 32159


Town Place Suites, 1141 Aolonzo Ave, The Villages, FL Melody Motor Inn, 530 N Us-441, Lady Lake, FL 32159


Appendix I-2 – Transportation Coordination

All WWII vets are in their mid to late 80s or early 90s. They should not be driving atnight and certainly not after a 22 hour trip. VHF encourages each vet to makearrangements for local transportation that is something other than them drivingthemselves. As the distance from the vet’s home to Post 347 increases, so too doesthe danger.

One of the preflight activities is to sort out any transportation problems. Guardians areasked to talk with their vet at the first preflight meeting about transportation to/from theAmerican Legion post on flight day. If there are problems and the guardian can notsolve them, the squad leader should be informed. If the problems can not be workedout at the squad level, the issue should be elevated to VHF Staff and the TransportationCoordinator

Transportation Volunteers are VHF volunteers who are willing and able to providetransportation to vets (or others) on flight day. Normally this would mean a ride to theSend Off / Homecoming location and a ride back after Homecoming. A list of thesevolunteers is maintained by the VHF Transportation Coordinator and will be provided toany Squad Leader or guardian on request.

The VHF Transportation Coordinator has worked out these types of problems in thepast and may be a useful contact. We can not guarantee that we will find a solution toany problem, but we will try.


Appendix J Family Visits in DC

Many vets travelling to DC have family members who live in and around DC. Thosefamily members may wish to visit with the vet while he/she is in DC. That is fine with us.However, there are a few rules that we must follow: Family members will need their own transportation. The bus is full and DC law does

not allow any one to stand on a moving bus. Family members will need to sort out parking. Our bus is escorted by National Park

police and is able to do things and park in places not generally available to others. The guardian is in charge. Given the circumstances, we will allow a little latitude,

but the guardian has to be with the vet at all times and we cannot allow the vet toleave the general area. The vet will be under our care and we are responsible forhim/her during the trip.

It is requested that family members contact Villages Honor Flight about their plans [email protected] or by phone at (352) 432-1382. This will allow theguardian to be informed and will allow us to contact the family if there is a change initinerary.


Appendix K DD214 Replacement

VHF asks that each vet provide proof of service by showing a DD214 or equivalent atcheck in. Some vets have lost their DD214. The information below should be helpful insecuring a replacement.

When the Department of Defense was formed after WWII, many separate forms fromindividual service branches were merged into a single Dept of Defense (DD) form.From 1941 to 1950, there were dozens of forms from the separate military branchesthat provided service and discharge information. From 1950 on, the single form used isthe DD214 or DD215 (corrections to DD214).

Any one who served in the US military can obtain a replacement DD214 at no charge.How long it takes depends on how old your records are, where your records are and ifthey were involved in the 1973 St Louis Archives fire. It can be a little as a few weeksor as long as several months

OnLine: go to https://vetrecs.archives.gov/VeteranRequest/home.asp and initiate asession. It will take you about 10 minutes to fill out the paperwork on line. When youare done, follow the instructions to print out the short form for your signature, sign it andFAX it to the number indicated or mail it to the address indicated. Note: the processseems to work better with Internet Explorer than with Firefox.

All paper process: Complete Standard Form 180 and mail it in as per instructions (inmost cases to address #14: National Personnel Records Center, 9700 Page Ave, StLouis, MO 63132-5100)

In Person Process: You can go to the St Louis Records Center and work directly withthe people there. Assuming that you have the necessary information, you can probablyget a replacement DD214 in a day. However, travelling to St Louis is not trivial andthere is a way to get service almost that quickly for a modest fee.

Service Bureau Process: If you want fast service, you can pay one of the severalservice bureaus to expedite the records search for a fee of about $75 - $125. Thesesearch service bureaus have personnel physically at the records centers who can getthings done quickly. One such service is Touchstone (800-283-3214). They offer a oneweek service for $89


Appendix L Flags of Our Heroes

It is Honor Flight’s goal to take every WWII, Korean War and terminally-ill Vietnam Warveteran to Washington, DC, to see their memorials. Unfortunately, many vets die beforethey can make the trip. We honor those vets and their families with a special programand ceremony at the memorials referred to as “Flags of Our Heroes”. It is our desire toshow the respect so richly deserved to the deceased WWII, Korean War, and VietnamWar veterans who never had the opportunity to visit THEIR memorials and to thefamilies of those veterans.

For those who would like to participate inthis endeavor, Villages Honor Flightrequests the name of the veteran, his/herbranch and dates of service and a 5 x 7photo of the veteran, preferably of theveteran while in the service. As part ofthe ceremony, Villages Honor Flight willbring an American flag of a deceasedveteran or a VFW flag or AmericanLegion post flag. The American flag andthe deceased veteran’s picture will bephotographed at the WWII Memorial, theKorean War Memorial, or the VietnamVeterans Memorial capturing the event.

After the trip, the family will receive an 8 x 10 color photo (example at WWII Memorialabove) along with a certificate from Villages Honor Flight honoring your veteran. The 5 x7 photo taken to Washington, DC will also be returned to the family after the trip. Thereis no charge for doing this. This is Villages Honor Flight’s way of showing our respectand appreciation to your deceased family member or friend.

Specific items we need from you: Name of vet, branch of service and dates of service If vet served during multiple conflicts, which memorial should be used for the

background? 5 x 7 photo. Photos a bit larger or smaller are fine. Black and white or color. If it is

difficult to convey the physical photo to us, you can scan it and send us the jpeg file.Use a 300 dpi scan density to ensure that the result is a decent picture

Mailing address to send the original photo, the picture taken at the memorial and thecertificate.

If you are interested in participating or request further information, please contactVillages Honor Flight at [email protected] or by phone at (352) 432-1382


Korean War Memorial Example

Vietnam Memorial Example


Appendix M: Age, Medical and Physical Fitness Requirements

A guardian must be physically fit and mentally alert. The activities on flight day will runclose to 24 hours from the time the guardian leaves home until he/she returns.Travelling is tiring. Guardians may be required to push a wheel chair for over an houron uneven and possibly slippery surfaces (it does rain in DC), may have to assist a vetwho has fallen, and may be asked to help load and unload wheel chairs from the bus.

The age limit for guardians is 70. However, any applicant who is over 70 but no olderthan 75 and can present documentation from their physician indicating that they are “fitto fly”. If you are over 70, please contact our Flight Medical Team Leader (see web siteContacts page for contact information) for specific instructions.

All guardians, regardless of age, must pass a medical review by our Medical Staffbefore they are accepted. This review will be conducted at the first preflight meeting.


Appendix N Sickness

Anyone (vet, guardian or staff) could be sick on the day of the flight. VHF has StandByvets and standby guardians who can step in up to 5PM the day before the flight If a vetor guardian is sick and can not fly, they are moved to the next flight. Obviously, thesooner VHF is informed of an illness, the easier it will be to find a replacement.

If anyone arrives at the assembly point the morning of the flight and is deemed to besick and pose an infection risk to the rest of the flight, they will be asked to go home.We will “fill holes” as best we can.

Appendix O: Guardian’s Oath

Guardian Oath: “I do solemnly swear that I will support and protect my Veteran againstall hazards or mishaps while in the Washington, D.C. area and that I will well andfaithfully discharge these duties and accept this responsibility freely without reservationand with utmost conviction, so help me God.

Appendix P: Cancellations

For various reasons, a vet or guardian may cancel, i.e., indicate that they can notparticipate further in a mission and not go on the flight. Possible reasons include: illness or even death family emergency change in the weather

Guardians should realize that such things can happen. If your vet cancels: Guardian will be notified ASAP VHF will contact the next vet on the standby list and ask him/her to step into the

vacated slot. The guardian will be asked to spend time with the new vet. Depending on when the

original vet cancels, there may be weeks to get acquainted or just a few days.Guardians should work with their squad leader to sort out what needs to be done.

It is also possible that the flight might be cancelled: Significant weather problem, e.g., major storm airline cancels the flight VHF will contact all those impacted as quickly and as early as possible.


Appendix Q-1: Communications with VHF

It is essential that guardians keep in contact with VHF during the entire mission. Assoon as the guardian encounters a problem, he/she should contact their squad leaderor VHF

Similarly, VHF will communicate any changes to mission schedules in as timely amanner as possible. Significant changes to the mission schedule will be posted to theweb site and to Facebook

Appendix Q-2 Talking With Your Vet

As a guardian, conversations with you vet will initially be focused on getting to knoweach other. Later they will be the kinds of conversations travelling companions andfriends have.

It is possible that your vet will be accompanied by a wife, spouse, or significant other orby a family member to preflight meetings and to the “squad event” held betweenpreflight meetings. Without meaning to, these family members can impedeconversation and “get in the way” of you fully understanding your vet’s situation. Makesure that some of your conversations are truly 1 on 1 with you vet with no familymember there to “interpret” or “help out”. On the flight it will be just you and your vet, soyou need to understand the true situation.

Appendix Q-3 Representing Villages Honor Flight

As a guardian, you are a representative of the Honor Flight Network and Villages HonorFlight. There are some rules that must be followed: As a matter of national and local policy, we do not give out any information on

mission participants except as approved by our Marketing and Media Coordinationofficer, John Driscoll (contact particulars can be found in Appendix Z). Any requestsfor information on VHF, the mission, mission participants, etc., should be redirectedto John.

During the course of the mission, you will receive information on other flightparticipants, email addresses, phone numbers, etc. This is for communicationswithin the mission team and can not be shared with people outside the mission.


Appendix R1: Required Meetings (WIP)

Villages Honor Flight mounts missions, not flights. The mission starts 6 to 8 weeksbefore the flight and ends 4 weeks after the flight. VHF puts a lot of effort into therelationship and bond between the guardian and the vet. Everyone benefits from thiseffort. Thus it is important that guardians participate in the whole mission, not just theflight. Otherwise: the vet is cheated out of a portion of the experience the guardian does not get the full experience additional effort is required by VHF staff to shore up the holes created by the absent

guardian additional effort is required to provide ad-hoc orientation/training for the missing

guardian. The vet’s health and well-being is potentially jeopardized because the guardian is not

fully aware of the vet’s situation

Specific issues: Preflight training

Preflight sessions have some overlap and redundancy but most of the material isunique to a session. If the guardian misses a session, s/he misses some of thetraining and orientation; this puts the vet at risk

Between meeting eventsEvents between formal meetings, e.g., the squad event, are designed to provide anopportunity for the teams to socialize and for the whole squad to get to know oneanother. Family members are invited to improve their understanding of the missionand VHF. That understanding and comfort is very important.

Lack of complete understandingVirtually every vet has some special needs that must be understood and provided forby the guardian. Some are modest, like reminding the vet about his/her meds; butsome are significant. For example, if a vet is on oxygen, s/he will need an O2concentrator on the aircraft and O2 paraphernalia while in DC. Most vets willunderstand how things are done but the equipment may be unfamiliar and the vetmay not be fully able to understand. Thus the respective guardian needs tounderstand how to operate that equipment.


Appendix R2 What To Bring on the Flight

As a guardian you will be asked to carry all of your “gear” and all of your vet’s gear. Wesuggest that you bring a backpack as that will keep your hands free should you need topush a wheel chair. Items that will go in your backpack: Cell Phone: not likely that you would carry your cell phone in your backpack but

this is a good place to remind guardians that a working cell phone is a requirementto fly as a guardian.

Camera: quite important. One of the guardian’s duties is to take pictures during themission and then present the vet with a CD or photo book or equivalent thatdocuments the trip. About 60% of the vets bring their camera, but whether they door not, one of your duties is to record your vets day.

Umbrella: also quite important. If the weather looks rainy, the need for an umbrellais obvious. But an umbrella can also serve as a sun shade and that can be quiteuseful on a sunny day as many vets need some shelter from direct sun

Sunscreen: VHF will provide sunscreen but it is always a good idea to bring yourown as you have probably experimented with different brands and SPF numbers

Hand Sanitary Lotion: let’s face it, the situation today is quite different from 25years ago when you could touch just about anything and not care. Times changeand keeping your hands clean is a good way to keep yourself healthy.

Shoes: you will be walking several miles during the course of the day. Wearcomfortable shoes

Light Jacket: most flight are during the warm season but on early spring and latefall flights you can encounter temps as low as 50 degrees. If you have becomeaccustomed to the weather in FL, 50 degrees is chilly.

What Not To Bring on the Flight

We will be travelling by commercial airline. The standard rules apply regarding itemsthat TSA does not like. We request that you: Not take any extra luggage other than your backpack. There is not a lot of room on

the bus for luggage Not take electronic gear other than your cell phone or a small laptop or tablet. There

is little room and not much opportunity for entertainment electronics Not take bulky camera gear. Most small point and shoot cameras (and many cell

phones) take decent pictures. SLRs take better pictures but are bulkier and may getin the way.


Appendix S1 WWII Registry of Remembrances

The memory of America's World War II generation is preserved within the physicalmemorial and through the World War II Registry, a listing of Americans who contributedto the war effort in uniform and on the home front. Names in the Registry are foreverlinked to the memorial's bronze and granite representations of their sacrifice andachievement.

The WWII Registry combines four distinct databases. Three are official U.S.Government databases maintained by the American Battle Monuments Commission(ABMC) or the National Archives and Records Administration (NARA). These officialdatabases include names of Americans who are: Buried in ABMC overseas military cemeteries Memorialized on ABMC Tablets of the Missing Listed on War and Navy Department Killed in Service rosters held by NARAThe fourth database—the Registry of Remembrances—is an unofficial compilation ofpublic acknowledgements honoring U.S. citizens who helped to win the Second WorldWar. The American Battle Monuments Commission makes no attempt to validate the

historical accuracy of information submitted for the unofficial Registry ofRemembrances, nor do we limit the number of enrollments honoring individuals.

The Registry of Remembrances is simply your opportunity to offer a public “thankyou” to family members, friends, comrades-in-arms, and anyone else whose serviceinspires you to submit an enrollment in their honor.

Registry of Remembrances records may be corrected or modified only by those whosubmitted them.

Villages Honor Flight enters the name and relevant information for every WWII veton every flight into the WWII Registry of Remembrances. You and your vet cansee that entry at one of the terminals at the main WWII Memorial kiosk. This willbe pointed out to you when we arrive at the WWII Memorial


Appendix S2 Graves at Arlington National Cemetery

Many WWII vets have relatives buried at Arlington National Cemetery (ANC).Guardians may also have relatives buried there. Time permitting; it is possible to visitthese graves particularly if they are close to our normal stop at the Tomb of theUnknown Soldier to view the Changing of the Guard

The grave of every person buried at Arlington National Cemetery (ANC) can be locatedvia the ANC Interactive on-line program

Simply click on Search Burials to start the search process

During your several social periods with your vet (preflight meetings, squad event, etc),ask him/her about relatives buried at ANC. Find out where they are buried and your vetmay be able to visit that grave.


Appendix Y Abbreviations

BWI Baltimore Washington International (Airport)DCA Reagan National AirportFD Flight DirectorFMC Flight Medical CoordinatorFMT Flight Medical TeamFMTL Flight Medical Team LeaderHFN Honor Flight NetworkMCO Official FAA code for OIAMCO Medical Control OfficerMXO Mission Executive OfficerOIA Orlando International AirportSBG Stand By GuardianSIG Stand In GuardianSqL Squad LeaderSqM Squad MedicTA Transfer AssistantVHF Villages Honor FlightWCA Wheel Chair Assistant


Appendix Z – References and Contactswww.honorflight.org - The National Honor Flight Networkwww.villageshonorflight.org - The local Honor Flight hub serving Florida counties ofLake, Marion and Sumter and other neighboring areas.

Contacts

Name Email Telephone

Info Line [email protected] (352) 432-1382Jim Dow Admin & Internal Affairs [email protected] (417) 889-8832

John Driscoll Marketing, Fundraising Communications/Media

[email protected] (352) 391-0548

Mark Erdrich President, VP/Opns, [email protected] (585) 455-2853

Fran Into Treasurer, CFO [email protected] (352) 753-2088

Medical Director Medical Affairs [email protected]

Debbie Winters Veteran Coordinator [email protected] (352) 259-4988

Barbara Cooksey Guardian Coordinator [email protected] (727) 858-3501

Documents

Guardian's Guide