Subject: **OFF THE RECORD** -- Travel Office Sign Up for Vietnam and Japan -- Registration Deadline is MONDAY, MAY 2nd at 4:00 PM
From: White House Press Office<[email-masked]>
To: <[email-masked]>
Date: Thu, 28 Apr 2016 16:46:31 -0500

*_*** INFORMATION IS FOR PLANNING PURPOSES ONLY _*

*_NOT FOR PUBLICATION OR BROADCAST***_*

*THE WHITE HOUSE TRAVEL OFFICE*

WASHINGTON, DC

*TRIP OF THE PRESIDENT*

*TO*

*Vietnam and Japan *

*May 21st  27th, 2016 *

MEMORANDUM TO THE WHITE HOUSE PRESS CORPS

FROM:Ashley Tate-Gilmore, Director

White House Travel Office 

202-456-5233 Phone 

*_TRIP OVERVIEW_*

The President will travel to Vietnam and Japan. The Press Schedule will be released by the White House Press Office prior to departure.

*_PRESS CHARTER_*

There will be a WH Press Charter that departs from Vietnam, and ends in Japan. PLEASE NOTE  The Press Charter WILL NOT travel from Washington, DC or return to Washington, DC. All travelers who register for the first or last leg of the Press Charter will have to fly independently to Vietnam and//or from Japan. The Press Charter schedule is tentative. Further information will be sent regarding a Press Charter schedule and logistics for departure location once the signup is complete. 

*_SIGN-UP FOR FLIGHTS, CREDENTIALS, AND HOTELS _*

*Please create an account or log in to **https://www.PressCorpsTravel.com* [ https://www.PressCorpsTravel.com ]* if you wish to travel with the White House Press Corps on this trip. _Deadline to complete your online sign up is_**_ MONDAY, MAY 2nd at 4:00 pm. _*

You may contact The White House Travel Office with any questions concerning sign-up procedures via phone at 202-456-5233. 

*_UPDATING YOUR PROFILE_*

Please make sure ALL fields are updated and completed in each traveler's account profile at https://www.PressCorpsTravel.com. *You will not be signed up if your profile is incomplete. *The following information is REQUIRED for international travel and credentials:

 Full Name

 Date of Birth

 Gender 

 Birthplace

 Passport Number 

 Citizenship 

 Passport Issue Date 

 Passport Expiration Date 

 Passport Issuing Authority 

 A jpeg photo

*_PASSPORTS AND VISAS_*

If you will travel on Air Force One or the Press Charter, a valid passport is required. All passports must be *valid through at lea**st November 2016, _and have at least five (5) blank visa pages_*. If you do not have a valid passport, you will not be permitted to travel. **

*A visa is required for entr**y into Vietnam and Japan. Please see guidance for the visa applications below. *

**

 *_VIETNAM VISA APPLICATION _*

_Read the following instructions carefully and contact The White House Travel Office (202-456-5233) with any questions:___

 Vietnam Visa applications will not require a physical visa application. Please complete the attached Vietnam Visa document and submit it with your passport to the WH Travel Office via Lower Press. 

 Please also submit two recent passport size photos (on white background). 

 *Please make sure that passport information in your account at www.presscorpstravel.com [ http://www.presscorpstravel.com ] is correct. You will not be issued a visa if your passport information on the website is not up to date. ***

****

 *_JAPAN VISA APPLICATION _*

_Read the following instructions carefully and contact The White House Travel Office (202-456-5233) with any questions:___

 Please visit this link and complete the application listed under APPLICATION FILED WITHOUT CERTIFICATE OF ELIGIBILITY. 

http://www.us.emb-japan.go.jp/english/html/travel_and_visa/visa/work-journalist-us.html

 Please print and sign the application, and submit to the WH Travel Office via Lower Press.

 Please also submit two recent passport size photos (on white background) and one Employee Verification Letter per traveler. Please use attached example. 

 Please use to the dates on the www.presscorpstravel.com [ http://www.presscorpstravel.com ] website as a reference for travel dates. But please make sure to use your own travel dates, if they will be different. 

 For any visa applications regarding contact in country, please use U.S. Embassy Japan. 

*_HOTEL INFORMATION_*

The White House Travel Office is managing the hotel reservation process in conjunction with the U.S. Embassies in the respective countries. To sign-up for hotel accommodations, you must be registered for credentials for the appropriate leg of the trip. You will need a valid credit card during the trip, which will be used for hotel room payment. By completing the online sign up at https://www.PressCorpsTravel.com, you will be responsible for the hotel room nights selected.

If you have not previously traveled with the White House, you will be contacted by The White House Travel Office after creating an account at https://www.PressCorpsTravel.com to provide billing information. 

*_CANCELLATIONS AND CHANGES_*

This registration is in accordance with the 2015 White House Press Corps Policies and Procedures Manual. By signing up, you agree to its terms and conditions. *A written request for cancellations or changes is mandatory any time after a sign-up closes on the website. Cancellation requests are not a guarantee that services will not be billed according to the original registration. *

* TRIP OF THE PRESIDENT *

*Vietnam and Japan *

*May 21st  27th, 2016 *

*_ITEMS TO BE COMPLETED FOR THIS SIGN-UP:_*

*(A)  SIGN UP FOR THE TRIP AT: **https://www.PressCorpsTravel.com* [ https://www.PressCorpsTravel.com ]* *

If you do not already have an account created, please request one. Make sure that your profile is up to date and that ALL fields are completely filled in. All information, including jpeg photo is REQUIRED for international travel.* **_Deadline to complete your online sign up is _**_MONDAY, MAY 2nd at 4:00 pm. _*

*(**B) JPEG Photo*

Each traveler is responsible for updating their profile at *https://www.PressCorpsTravel.com* [ https://www.PressCorpsTravel.com ] with a recent photo in JPEG format. 

*(**C)VIETNAM AND JAPAN VISA APPLICATIONS *

Please follow the instructions above. 

*_IMPORTANT: You MUST bring your passport, _**_the required completed visa application forms, passport photos, and employee verification letter to the White House Travel Office (via the White House Lower Press Office) by _**_MONDAY, MAY 2nd at 4:00 pm._**__*

__

*(**D)EQUIPMENT LIST *

If you will be traveling on the Press Charter with professional equipment, please complete the attached Equipment list and e-mail it to [email-masked]. Equipment lists are due by *_MONDAY, MAY 2nd at 4:00 pm. _*

***Sign up should be completed on the website (**https://www.PressCorpsTravel.com* [ https://www.PressCorpsTravel.com ]*) BY **_MONDAY, MAY 2nd at 4:00 pm. _**_*** *_*