Event Coordinator Responsibilities

1. The Event Coordinator is responsible for the management of all AFFI activities and is a resource to the stricken department.  The Event Coordinator should familiarize himself/herself with the services offered by the AFFI and the deceased's Local Honor Guard.  These can include:
   A.    Posting casket guards at the funeral or visitation
           1)    Does not have to be only honor guard members
                   a.    Fellow fire fighters
                   b.    Military representatives 
   B.    Pallbearers
           1)    Can include family members and others
           2)    Usually only fire department personnel UR casket onto apparatus and ride
                   on apparatus with casket.
   C.    Honor Corridor
           1)    Two flanking lines of personnel from casket rig to grave site
                   a.    Organized by honor guard
                   b.    Any uniformed personnel may participate
   D.    Folding of U.S. or mourning flag
   E.    Performance of Bell Ceremony
   F.    Performance of Taps
   G.    Forming and leading a procession
           1)    To fire station
           2)    To grave site
   H.    Pipes and Drums
   I.    Posting of Colors at reception or visitation
   J.    Anything requested of the unit by family, department, or local if within the 
           Honor Guard's ability and good taste.

2. The Event Coordinator should begin delegating tasks to other AFFI Honor Guard members upon notification of the occurrence.  The following positions should be filled by one host department member and one Honor Guard member, to work as a team.
   A.    Funeral Home Coordinator
           1)    Provides coordination and interaction with the Funeral Director. 
   B.    Church Coordinator
           1)    Provides coordination and interaction with the church to arrange the funeral service. 
   C.    Procession Coordinator
           1)    Arranges and directs the funeral procession
   D.    Cemetery Coordinator
           1)    Provides coordination and interaction with the cemetery.

3. The AFFI Office should have the deceased's local contact the Event Coordinator or the Honor Guard Commander in order to arrange for a meeting.  The Local should, at this time, assign a Family Liaison to aid the family, Local, and Department in choosing what services will be rendered for the deceased.  When the Event Coordinator arrives to begin service arrangements, information should be collected.  The family liaison can collect much of this information before the Event Coordinator's arrival.  The members assigned to the coordinator positions should attempt to be present during the initial meetings pertaining to their relative responsibilities.

4. Additional considerations include:
   A.    Assure next of kin notifications has occurred.
   B.    Notify all department stations of death.
   C.    Issue news release to media and to communications center.
   D.    Assure notification of all off duty and vacationing personnel.
   E.    Arrange to have flags lowered to half mast and bunting placed on the station(s), as appropriate.
   F.    Notify all other city departments.
   G.    Notify all other fire departments and police departments.
   H.    Make appropriate follow up contacts when the funeral arrangements and 
           schedules have been determined.
   I.      Personally collect all of the deceased's personal items from the station 
           and forward same to the Family Liaison Coordinator.  
   J.     Conduct a coordination meeting with key personnel as soon as possible (Family Liaison, 
           Church, Funeral, Cemetery and Procession Coordinators) so that everyone 
           understands what options will be exercised in the ceremony.  Once established, 
           all key individuals should be instructed to make the appropriate contacts 
           and when the next final coordination will be.
   K.    Make appropriate arrangements for a post funeral meal and facility to handle a large group of
           people (with family approval through Family Liaison Coordinator).
   L.    Call the final key personnel coordinator meeting together and establish what the family would
           like to have in relation to services from the fire department.
           1)    Establish timetable or schedule
           2)    Identify times and places for group gatherings in accordance with ceremonies
           3)    Re-contact all appropriate people and agencies with schedule, 
                   meeting places and instructions
   M.    Contact support agencies as appropriate to arrange their assistance through 
           the appropriate key person.
           1)    Bands;
           2)    Honor Guards;
           3)    Firing squad;
           4)    Bugler.
   N.    Contact appropriate department (personnel) to arrange for finalized paperwork, forms, etc.
   O.    Contact neighboring departments for purposes of station coverage for
            equipment and personnel during the funeral.
   P.    Maintain key coordination and contact position for the remainder of events.
   Q.    Coordinate the post funeral meal process and assure future family follow 
           up by Family Liaison Coordinator.
   R.    Arrange pre-briefing meeting with all parties who will participate at least one 
           hour prior to service.

5. The Event Coordinator should use information collected from the other coordinators to organize the event so that the funeral flows well from one service and location to the next.  The Event Coordinator should record what services would be performed by all organizations, not only the AFFI; this can include the deceased's Local Honor Guard, military representatives, and local departments.  In many cases near by departments would like to assist, make sure they are not forgotten.

6. The Event Coordinator should also realize that the AFFI Honor Guard might be asked to play a less major role in the funeral plans.  The Local Honor Guard or Chief's Association may be chosen by the family to organize the event.  The Event Coordinator should not perceive this as an insult to the AFFI Honor Guard, but should honorably accept the assignment given by the family, department, or local and fulfill this role to the best of the Honor Guard's ability.  Always remember that the AFFI Honor Guard is to assist with what ever the needs are, we are not there to take charge, but rather to be a great resource.