[Clinic Operating Guide]
[From the U.S. Government Publishing Office, www.gpo.gov]

Division of Contract Distribution B; I Ie
CLINIC OPERATING |- GUIDE®
Here’s a procedure for organizing and conducting a successful clinic in your area...
TABLE OF CONTENTS
Page
Organization Meeting................................................ 4
• Clinic Budget...................................................   7
Required Preliminary Information.................................... 8
Allocation of Responsibilities...................................... 9
Organization Chart................................................. 10
Clinic Headquarters................................................ 11
Liaison With Nearby DCD Offices.................................... 12
Prime Contractors’ Exhibits........................................ 13
Plan to Enlist Primes..........:................................... 14
Prime Contractors’ Procedure....................................... 18
Subcontractors’ Registration....................................... 20
Matching Facilities With Requirements.............................. 23
Government Exhibits................................................ 27
Information and Press Relations.................................... 27
Clinic Physical Facilities......................................... 29
Clinic Personnel................................................... 32
Banquet or Luncheon Arrangements................................... 33
Progress Check Chart............................................... 35
The Clinic at Work................................................  38
Clinic Results Report.............................................. 42
The Clinic Is a Proved Medium
In our “all-out” effort to speed production, the Clinic has proved to be a practical medium for definite, quick results.
The object of the Clinic is to stimulate and speed up subcontracting with a carefully planned “get-together” of as many prime and subcontractors as possible under circumstances favorable to negotiation. It is an established method of helping prime contractors locate additional manufacturing facilities and of educating small manufacturers on the jobs to be done.
No one knows how long this emergency is going to last ... or to what lengths we’ll have to go to achieve our goal of national security. But, every major manufacturer does know that as long as it lasts he will have to produce more and more and better and better weapons. And every small manufacturer knows that he will have to find ways and means of getting additional business.
The Clinic is a tested, proved way to get them together—FAST! Let’s use it to the best advantage in your area!
The Success of Clinics to Date
During the closing months of 1941, the Division of Contract Distribution conducted seven Clinics in selected areas. From the first one, held in New York City, the success of the Clinics has grown rapidly with progressive improvements in organization. The second Clinic, in Chicago, profited from the experience of the first, and the third, in Kansas City, obtained pointers and guidance from the results of the other two. Succeeding Clinics in Los Angeles, San Francisco, Dallas, and Memphis achieved even more effective action. Now, out of these initial activities, the Division has obtained the factual experience to set a pattern for the expanded program for 1942, the program that will include your Clinic.
3
The Clinic Program for 1942
DCD Clinics, to be held in virtually every industrial section in the United States, will be built around a group of exhibits made up by major prime contractors, by various branches of the Army and Navy, and by the Maritime Commission. To this nucleus each field office planning a Clinic will add the exhibits of local prime contractors. Starting with an initial Clinic circuit in one section of the country shortly after the first of the year, the program calls for adding three other circuits in other sections as rapidly as possible. Thus, once the program is in full swing, the Clinics will be held at the rate of one a week in each section for a total of four every week.
Your Clinic Fits Into This Program
In order to give every Clinic the full benefit of the major prime contractor’s exhibits, the Washington office of the Educational Section, DCD, is arranging the circuits and scheduling the Clinics in each section. To get your Clinic on this Schedule, you are to make a request to the Washington office, as covered by Operating Bulletin No. 16, dated November 12, 1941. This accomplishes two things: First, it permits Washington to set up a continuous schedule; second, it allows you plenty of time to prepare for your Clinic.
Importance of Advance Planning
Planning ahead cannot be stressed too much. Everything that has been done so far in the Clinics emphasizes the vital importance of advance planning and careful organization work, making the difference between an outstanding job and just a good one. That’s the reason this step-by-step procedure has been prepared to help you with the all-important organization work. Read it and follow it as it applies to your local situation and conditions. It’s not intended as a hard and fast plan to be adhered to without variation, but as a model and a guide to make the job easier and insure a greater measure of success.
Call Meeting of Potential Cosponsors
The first thing to do on any job as important as the Clinics is to get cooperation—get the plan for the Clinic organized and in work. Our program of stepping up production interests a lot of people and agencies, a number of which in your area are already organized and willing to cooperate. Thus, it’s a simple matter to enlist aid—the kind of aid you will want and need to get results.
4
The initial step is to call a meeting of these potential helpers—the officials of organizations which are in a position to be of real value. There may be others in your particular area that should be considered. No eligible organization should be overlooked. Here’s a list of some of them:
Local and State Chambers of Commerce.
Local and State Defense Councils.
Local and State Manufacturers’ Associations.
Local municipal officials: the Mayor, Police Commissioner, etc.
State Government officials: the Governor, Secretary of State, etc.
Local and State labor leaders.
Officers and executives of local fraternal organizations and clubs.
Executives of Small Business Men’s Associations.
Invite Other Government Agencies
The more interested officials that you can get to attend this initial meeting, the more people you’ll have to help make the Clinic a success. Every Government agency is interested and cooperative. Be sure that local, district, and regional representatives are asked to take part. Officials from the following agencies should be invited:
Office of Production Management: adjoining DCD field offices, Priorities Division, Training Within Industry Branch of the Labor Division.
U. S. War Department: Air Corps, Chemical Warfare Service, Corps of Engineers, Medical Corps, Signal Corps, Ordnance Department, Quartermaster Corps.
U. S. Navy Department: Bureau of Ships, Navy Yard, Supply Depot.
U. S. Maritime Commission.
Apprentice Service Division, U. S. Department of Labor.
National Youth Administration.
WPA Division of Training and Reemployment.
Office of Government Reports.
Subjects to Be Covered at the Meeting
Reasons for holding Clinic.—Undoubtedly most of the organization heads attending the meeting will know the general purpose of the Clinic. But they won’t have all the facts and reasons for holding a Clinic in their area. It’s up to you to give them these facts, to inform them of the necessity for the Clinic, and to enlist their wholehearted cooperation.
5
Confirm selected dates.—Discuss the established dates, as assigned to you by Washington, with the officials attending the meeting and explain why they were set in advance—to tie in with the Division’s over-all program and to insure obtaining the major prime contractors’ exhibits.
Determine sponsors’ duties.—The time to determine what the cooperating agencies can and will do is at this initial meeting. Then, you’ll know exactly what you can count on and can allocate the Clinic assignments accordingly.
Discuss Clinic hall.—There are probably only two or three suitable places to hold the Clinic. Discuss these and select the one best suited to meet your requirements. (See p. 11.)
Advisory Committee.—After the meeting has decided upon the definite cosponsors, it’s advisable to appoint an Advisory Committee made up of officials of the cosponsoring agencies. The field office head must assume full responsibility, as Director, with the Advisory Committee serving as a cooperating agency.
Committee meeting a week later.—The Advisory Committee should meet at regular intervals between the initial meeting and the Clinic opening to discuss problems arising during the organization work and to hear reports of progress. The first meeting should be held one week after the initial “get-together.” It is suggested that a field office man be appointed as secretary to write up the minutes of each meeting and distribute them to all concerned, including the DCD Educational Section, Washington.
Eligibility for admission.—In addition to the participating prime and subcontractors and the Clinic personnel, there will be others entitled to admission to the Clinic, such as executives of the various government agencies and the cosponsoring organizations. For the latter groups, it is recommended that you mimeograph passes similar to the one shown in Exhibit A. This subject should be discussed at the Organization meeting.
Exhibit A
6
Setting Up the Clinic Budget
This manual will give you a good idea of the scope of the organization work and the expenses likely to be incurred. So, before you set up your anticipated budget, be sure to read it carefully and list the items to be budgeted. Naturally, economy should be observed in making out the budget, but not at the expense of efficiency. Sometimes a slight increase in the expenditure at the right time and for the right purpose is worth many times the amount involved.
The field office manager should contact the regional administrative officer of the Office for Emergency Management. After discussing the problem with this officer, an agreement should be reached as to the total amount of money needed to establish a Clinic. An itemized statement should then be submitted to Washington showing the total that will be necessary. This should be transmitted to the Chief of the Clinic Unit, Educational Section, Division of Contract Distribution, OPM.
At no time should a district manager in a field office make any commitments against the funds of the Office of Production Management. When this allotment is on the books for the Office for Emergency Management, the administrative officer of OEM in Washington will notify the administrative officer in the field that the necessary funds are available for encumbrance.
As no field printing can be done in DCD field offices at Government expense, all necessary forms should be mimeographed or reproduced by some other permissible method unless one of the cosponsoring agencies is willing to assume the expense. This was done in the case of some of the exhibits shown in this guide.
The most important items to be considered include:
Clinic space.—In most cases this is donated. Sometimes, however, there is a nominal charge. Estimate your space requirement and set a figure to cover it. The regional OEM administrative officer should be consulted on this and the Clinic unit should be advised immediately in order to advise the OEM in Washington.
Booths.—Most halls of the type suitable for a Clinic are equipped with booths. But, in some cases, it may be necessary to rent them for the Clinic.
Signs.—In some cases, Government agencies such as NYA and WPA have furnished signs at a nominal charge for paper. But, as this is usually a last-minute job, their work schedules may not permit them to give you the kind of service you want. Therefore, you should check this point carefully, because you may have to call in a commercial sign-painter.
Public address system.—If the hall is not equipped with this, allowance should be made in the budget for an adequate system.
Miscellaneous.—This should cover invitation letters, bulletins, badges, armbands, and other miscellaneous items.
7
Preliminary Information Form
Fill out and forward this form (Exhibit B) as soon as possible after your initial meeting to the Educational Section, Division of Contract Distribution, Office of Production Management, Washington, D. C. Attach a list of the prime contractors in your area whose participation you plan to enlist.
Exhibit B
8
Allocate Responsibilities at Once
With the cosponsoring agencies selected and with your own staff available and ready for assignments, the next step is. to select the right keymen to head up the different assignments.
For some of the assignments you’ll want to appoint officials of the cosponsoring agencies. But, before you go too far with this, make absolutely certain that the official in mind is equipped to do the kind of job you want and that he has sufficient time from his regular work to do it. Also, be sure that these officials and all other cooperating-agency personnel loaned for the work are the kind of men who will cooperate with you.
For jobs requiring the closest cooperation you will assign your own staffmen. This applies particularly to liaison work with prime contractors’ exhibits and subcontractors’ invitations.
All the selected keymen, both outside and inside your office, should report directly to you as Director and you, in turn, should seek the counsel of the Advisory Committee.
To help in allocating the assignments and appointing suitable supervisors, we’ve broken down the over-all organization work into nine divisions. Our suggestion, based on experience with previous Clinics, is to assign one key man to organize and supervise each of these nine activities and then appoint a tenth man to correlate and help you direct all the activities. This plan will free you of detail, so that you can work with the Advisory Committee to establish and direct the overall policies.
The Suggested Divisions
1.	Building headquarters for the Clinic.
2.	Liaison with nearby field offices.
3.	Prime contractors’ exhibits and liaison.
4.	Subcontractors’ registration and liaison.
5.	Government agencies’ exhibits and liaison.
6.	Information and press and radio relations.
7.	Physical facilities for the Clinic.
8.	Clinic personnel and advance instructions.
9.	Banquet or luncheon arrangements.
9
SUGGESTED CLINIC ORGANIZATION SET-UP

These spaces at the bottom are left blank so that you can fill in the component parts of each “key” activity.
Exhibit C
Building Headquarters for the Clinic
The building headquarters—the place where the Clinic is to be held— is of paramount importance. The local cosponsoring agency assigned to this job should investigate every available building: municipal auditoriums, armories, convention halls, State or county buildings, hotel ballrooms, etc.
Complete facts and figures should be presented as soon as possible to the Advisory Committee for a decision. The flexibility of floor space should be carefully considered. Experience has shown that additional prime contractors often come in with exhibits at the eleventh hour and it is advisable, therefore, to provide ample floor space to care for any eventuality. The average Clinic should make provisions for 10,000 to 15,000 square feet of floor space. Unusually large Clinics, attracting over 125 prime contractors, will require up to 30,000 square feet. Make sure that the building is available the night before the Clinic opens to provide time for setting up the exhibits.
Here are a few other points to take into consideration when deciding on the building:
Be sure it’s accessible.—The building selected should be centrally located, if possible, and accessible to all transportation facilities—trains, busses, streetcars, and automobiles. It should be near hotels and restaurants and there should be ample parking facilities.
Make certain of operating office.—Every Clinic should have an operating office adjoining the display space, so that the operating heads may meet, receive telephone calls, etc.
Manager should have an office.—The DCD field office head or Clinic Director should have a private office in the building. This will give him a place to confer with visiting celebrities, speakers, and guest officials.
Janitor service, lights, heat.—The keyman in charge of the building should be responsible for these services and should not take them for granted. The building should be kept clean and orderly throughout the Clinic.
Big, roomy booths.—If possible, every prime contractor should have a good-sized booth for his exhibit, separated by partitions from the other exhibits. Allow 10 feet width and 7 to 8 feet depth for each booth, with a partition at least 5 feet high and plenty of aisle space in front.
Message center is desirable.—If possible, the Clinic should include a message center somewhere on the floor, staffed by three or four messengers. This center should be tied in with an information desk and loud speaker system. The speaker system should be tested before the Clinic opens.
432516°—41——2
11
Lounge is an added convenience.—While not absolutely necessary, a lounge adjoining the display space would be a helpful addition and should be included if possible. The participating prime and visiting subcontractors will appreciate it.
Include cloakroom.—If the Clinic is held in cold weather, there should be adequate cloakroom facilities. Many of the potential subcontractors will remain in the building for hours and will appreciate adequate protection for their wraps.
Press headquarters in building.—Newspaper and radio men will be covering the clinic. They should have adequate separate quarters for handling their work. The Regional Information officer of OEM should be consulted on these requirements.
Exhibit D
Send floor plan to Washington.—Exhibit D shows a sample floor plan. Upper left corner represents space for identification booths. Lower left corner shows registration tables. After the building is selected, make up a similar plan for your Clinic and send it to DCD headquarters in Washington.
Liaison With Nearby DCD Offices
The most effective Clinics are not confined to one local area but include prime and subcontractors in the adjoining areas as well. In order to obtain this widespread coverage it is advisable to enlist the cooperation of your neighboring DCD field offices and through them get their prime and subcontractors to participate. This task calls for constant liaison work, which should be assigned to a keyman in your own organization. These are some of the things he will want to consider:
List of prime contractors.—As soon as the Clinic date is decided, your liaison man will ask the neighboring field offices to provide him with lists of the prime contractors in their respective areas. These will be sent invitations to participate in the Clinic.
12
Contact cooperation.—If these prime contractors in the adjoining areas do not accept promptly, the liaison man in charge of this activity should then request the DCD office concerned to contact them and personally invite their participation. Naturally, the liaison man should make certain that the adjoining offices have complete information on the Clinic.
Lists of subcontractors.—The adjoining DCD offices should also be asked to provide your liaison man with lists of subcontractors in the classifications and areas that can be best served by your Clinic. These classified subcontractors should then receive invitations.
Follow-up invitations.—After the initial invitations go out, the adjoining offices should be asked to publicize the Clinic in their bulletins. In addition, all adjoining office personnel contacting subcontractors should be requested to mention and promote the Clinic on all their contacts. Your liaison man should also be sure that records of the subcontractors who attend are kept and sent to the adjoining field offices.
Personnel from other offices.—The Managers of adjoining field offices should be invited to attend the Clinic and should be asked to assign engineers and other personnel to act as consultants in the DCD engineering section and on the floor. These visiting engineers would be requested to give particular attention to the subcontractors from their respective areas.
Prime Contractors’ Exhibits
The keyman assigned to the job of interesting prime contractors in the Clinic has a major responsibility. It’s up to him and his staff of workers to contact every local prime contractor. It’s up to him to get these men to participate in the Clinic. It’s up to him to help them create, the best possible exhibit of the “bits and pieces” they want to subcontract. And finally, when the Clinic opens, it’s up to him to see that the participating prime contractors meet the potential subcontractors whose specialties most nearly match requirements. This multiple job requires careful planning and a staff of workers drawn from DCD and other Government and cooperating agencies. The keyman should start organizing right away.
National Primes as a Start
Since the Clinics will be scheduled out of Washington, where initial arrangements will be made, you will have as a nucleus for your Clinic a group of exhibits from leading prime contractors and the Armed Services. You will be notified in plenty of time who these leading primes are and how much space they will require. You can then include this space in your plans and follow through to see that the traveling exhibits and personnel are properly handled.
13
Local Primes Most Important
Although an outstanding part of the Clinic, the exhibits of the leading prime contractors are just the start. The big job to make the Clinic complete and effective is to get the local prime contractors to participate. They’re the prime contractors who will have the most jobs to subcontract in your area. They’re also the prime contractors who can make the best use of the available facilities.
Caution.—Before any invitations to prime contractors are released, a careful check should be made to be sure that all the names listed are bona fide prime contractors and not manufacturers’ representatives, prospective prime contractors, or others ineligible to participate.
Here’s a suggested plan to enlist the participation of your local prime contractors:
Plan to Enlist Primes
Initial invitation.—This invitation, in the form of a letter, should go out to every prime contractor in your territory as soon as possible after your organization meeting. It should formally invite the contractor to participate in the Clinic, point out the advantages of cooperation, and request an immediate reply. The letter should be signed by the field office head as Director of the Clinic. The names of OPM officials in Washington should not be Used without express permission. Samples of successful invitation letters are shown as Exhibits E, F, G, H. As acceptances are received, the names should be taken off the invitation list so that follow-up letters will not be sent to organizations that have already agreed to participate.
Follow-up invitation —-Within a few days after this initial formal invitation goes out, the head of one of the cosponsoring agencies—the state manufacturer’s association, the local Defense Council, the Chamber of Commerce, etc.—should send out a follow-up letter similar to Exhibit I. This letter would feature the Clinic as a great community enterprise, reiterate the advantages of participation, and urge the prime contractor to cooperate.
Personal presentation.—With the written invitations as background, the staff man and cooperating-agency men assigned to prime exhibits should visit the prime contractors to personally present the reasons for cooperation. To aid you on this job, the Washington office has prepared a concise presentation of the points involved.
14
Exhibit E
Exhibit F
m
Exhibit G
Exh bit H
Ox
Exhibit I

Final follow-up.—The personal interview should prove effective in most cases. However, if some prime contractors are still hesitating as the Clinic date nears it might be advisable to have executives of the cosponsoring agencies and, possibly, other prime contractors call them and urge them to cooperate. They should not be annoyed with too many calls.
Procedure After Prime Contractors Accept
As the prime contractors agree to participate, they should be given a suggested procedure to guide them and help prepare for the Clinic. Here are some of the things you will want them to do:
List requirements for pre-Clinic “matching.”—First, you will want to obtain from every participating prime contractor a complete list of all his requirements. This list should be matched against the facilities of subcontractors in the area prior to the Clinic to insure prompt, efficient contacts when the Clinic opens. A suggested procedure, a letter, and forms for this important pre-clinic matching are included in this guide, beginning on page 23. From replies to this letter, you can make up signs for use in prime contractors’ booths, reading “We Want................Facilities.”
Display typical pieces for subcontracting.—Every participating prime contractor should make arrangements to display the “bits and pieces” that he has for subcontracting. Special emphasis should be placed on the need for displays of parts that can be handled by the less highly skilled shops. Also, stress should be placed on showing parts that are in actual demand. This is vitally important and should be a requirement of participation. Moreover, the displays should be complete and comprehensive.
Bring pictures, blueprints, and specifications.—As part of his display, the prime contractor should include pictures and drawings of as many “bits and pieces” as possible. He should have blueprints and complete specifications on all of his requirements and, wherever possible, lists of the machines that can be used to make the parts he wants to subcontract.
A letter of instructions should be sent to the prime contractors. This letter should give them their booth numbers, shipping instructions for parts and other material, registration information, etc. See Exhibit J.
18
Exhibit J
432516°—41----3
19
Subcontractors’ Registration
The job of getting potential subcontractors to attend the Clinic is just as vital to its success as that of lining up the prime contractors. The keyman assigned to it has equally important organization work to do. Every potential subcontractor in the area should be invited as soon as possible after the Clinic dates are definitely set. When he accepts the invitation, he should be registered and his plant facilities matched against prime contractors’ requirements to facilitate the smooth operation of the Clinic.
If you haven’t already obtained plant facilities records from all the potential subcontractors in your area, this Clinic will give you a chance to complete your records.
Here’s a tested proved procedure to enlist the participation of subcontractors:
Initial invitation letter or postcard.—This should go out to potential subcontractors the first week after the organization meeting. It should be signed by the Director and should request an immediate reply. See Exhibits K and L.
Include registration forms.—Every letter should include a Clinic registration form for the manufacturer to sign and return. If the addressee has not filled out and sent in a standard DCD Plant Facilities Record, the invitation letter should include one of these forms with a request for immediate action.
Follow-up letters.-—A few days after the first letter, the DCD field office or cooperating agency should send out a follow-up letter urging attendance. See Exhibit M. At the same time or later, the DCD field office should make up and send out a special edition of the Field Office Bulletin, presenting the Clinic idea and listing some of the features. See Exhibit N.
Telephone canvass.—As the registration cards come in, the names should be checked against the full list of potential subcontractors. Then, workers enlisted from the field office and cosponsoring agencies should make a complete telephone canvass of the subcontractors not yet registered.
Personal calls.—These are always the best methods to get results. It’s advisable, therefore, to organize a group of workers to contact personally as many subcontractors as possible before the Clinic.
20
Exhibit K
Exhibit L
to
Exhibit M
Exhibit N
to to
Matching Facilities With Requirements
As the Clinic is a fast-moving affair, it’s important to make every minute count toward the most effective contacts of prime and subcontractors. Prematching of facilities with requirements is the way to accomplish this objective. It’s not a difficult job, but it is a job that calls for organization and concentration.
Objectives.—To arrange for meetings of potential subcontractors with prime contractors and thus facilitate a mutually advantageous use of their time at the Clinic.
To prepare lists of prime contractors which each potential subcontractor should interview.
To distribute the interviews as evenly as possible among the prime contractors and over the limited time available each day of the Clinic.
Material required.—List of participating prime contractors showing and classifying their respective requirements.
Facility Records of registered potential subcontractors with the classification of their respective production facilities and their recorded productive capacities.
Forms: Index Classification—Shop Machine Facilities (Exhibit O), Summary—Machine Facilities Record (Exhibit P), Explanatory Letter (Exhibit Q), and Routing Card (Exhibit R). Requisition needed supplies of Exhibits O and P through regular channels; Exhibits Q and R are to be mimeographed locally.
Personnel required.—In most cases it has been found advantageous to enlist the cooperation of local public utilities. Their consulting engineers are especially adaptable for this type of work. Of course, your own organization can furnish the necessary clerical help.
Procedure— Send out explanatory letter, enclosing the Index Classification to prime contractors. Ask them to fill out the form, checking the facilities they require and return promptly.
Number the potential subcontractors’ Facilities Record which you have on file and the new ones as they come in in the upper left-hand corner in accordance with the classification numbers on the Index Classification Form.
When the forms come back from the prime contractors, transfer the classified requirements to the Summary-Machine Facilities Record.
23
As the potential subcontractors accept the invitation to attend the Clinic, their Facilities Records are matched against the Summary-Machine Facilities Record. This matching process will show which prime contractors require the facilities of which subcontractors.
The names of these specific prime contractors are listed on a prerouting card, which is filed alphabetically in an open-face envelope and given to the subcontractor the day he arrives at the Clinic.
IHWX classification • SBCP macsims rAcn.1T««
Number of Company	Address	EBnInvees					
Principal	Check {Class	Precision, Commercial or Job Normal Product	Shop )	Heavy, Medium or Light					
Col. No.	Machine Facilities	N°*	Col. No.	Machine Facilities	No.
1	SfWUfG			1ATHES	
	iORIMfi		42	Bench and Miscellaneous	
2	Horizontal - To 2* Bar		43	Engine - To 12* Dia. - To 30* c.-c.	
3	•	- To 3* Bar		44	•	- To 12* Dia. - Over 30* c.-c.	
	•	- To 4* Bar and Over		45	•	- To 24* Dia. - To 48* c.-c.-	
5	Vert ical - To 48*		46	*	- To 24* Dia. - To 60* C.-C.	
$	•	- T0 «»•		47	•	- To 24* Dia. - Over 60* c.-c.	
7	*	- To 120*		48	•	- Over 24“ Dia. - To 60* c.-c.	
A	•	- Over 120*		49	•	- Over 24* Dia. - To 06’ c.-c.	
?	Jia Borers		50	*	- Over 24“ Dia. - Over »6* c.-c.	
.10	Miscellaneous Boring		51	Turret - To 12* Diameter	.	
II	BROACHING		52	*	- To 24* Diameter	
	brillins		53	*	- Over 24* Diameter	
12	Miscellaneous and Bench		54	Automatic - To 12* Diameter	
13	Single - To I* Cap.		55	*	- To 24* Diameter	
14	•	- Over 1* Cap.		56	•	- Over 24* Diameter	
1$	Multiple Gang - To 1* Cap.		57	Jewe 1e r s	
16	•	•	- Over 1* Cap.		58	Tool Room	
17	•	Adjust - To 1* Cap.			SCREW MACHINES	
ie	•	•	- Over I* Cap.		59	M t see 1 laneous	
19	Radial - To 3’ Radius		60	Hand - To 3/8*	
20	*	- To 5’		61	* - To 1*	
21	*	- To 8’	*		62	• - Over 1*	
22	*	- Over 8' *		63	Automatic - Single - To 3/8*	
23	Duplicating and Profiling		64	•	- Single - To I*	
	FQ^INGS		65	•	-Single-To3*	
24	Drop - Hammer		66	*	- Single - Over 3*	
25	Press		67	•	- Mult iple - To 3/8*	
26	Upsett ing		68	•	- Mult iple - To 1*	
			69	*	- Mult iple - To 3*	
27			70	•	- Mult iple - Over 3*	
28	Non-Ferrous			MILLING	
29	Steel		71	Hand	
	G^R JUTTING		72	Standard Type - Horizontal - To 82	
30	To 2* Diameter		73	•	*	- Horizontal - To A3	
31	Over 2* Diameter		74	*	*	- norizontal - Over 83	
	fiR|NDER5		75	•	*• Vert ical - To 82	
32	Centerless		76	*	*	- Vertical - To 83	
33	Die and Contour		77	•	*	- Vertical - Over 83	
3*	external		78	Nfg. - Horizontal - To 12* table width	
35	1nternal		79	* - Horizontal - Over 12* table width	
36	Surface		80	Planer - To 30* table width - slab mill	
37	T hread		81	•	_ To.30* table width-side spindle	
38	Miscellaneous		82	*	- To 30* table width-vert, spindle	
39	H£AT TREAT |N_G		83	*	- To 30* table width-side A vert.	
40	HON 14G 4 LAPPING		84	*	- Over 30* table width - slab mill	
41	key_seating		85	*	- Over jo* table width side spindle	
Over *0««
Continued from other side
Col. No.	Machine Facilities	No.	Col. No.	Machine Facilities	No.
	^LL\NG Confd		100	SHAPERS	
86	Planer - Over 30* table w idt h-vert.spi ndle		101	TAPPING	
87	*	- Over 30" table width-side 4 vert.			THREADERS	
88	Miscellaneous		102	Bolt or Roll	
89	MOLDING		103	External Mills	
90	LLB8LERS		104	internal Mills	
	ETHERS		id 5	Miscellaneous	
91	To 60* wide x 15’			WE LONG	
					
	Over 60* wide x 15*		107	Spot	
94	Over 60* wide over 15*		108	Torc h	
95	PLATING & POLISHING		109	WIRE NORKIIQ	
					
96	Mechanical - To 100 Ton				
97	*	- Over 100 Ton				
98	Hydraulic - To 100 Ton				
99	*	- Over 100 Ton			SPECIAL MISCELLANEOUS FACILITIES	
					
					
					
Exhibit 0
24
d JIW3
25
Exhibit Q
Exhibit R
N> c\
Government Exhibits
In addition to the national and local prime contractors’ exhibits, every Clinic should include displays from all available branches of the Armed Services, Maritime Commission, and other related Government agencies. As the major buyers of defense material the Army, Navy, and Maritime Commission are cooperating closely with the Clinic program and arrangements have been made with the Washington headquarters of these services and agencies for cooperation in your area. Field officers should not make any direct contacts with Washington headquarters of these agencies. It will be necessary, however, for the field office to work with local and regional representatives to complete arrangements. A keyman should be assigned to this liaison work and the local representatives should be informed of your Clinic in plenty of time to arrange suitable displays. The Government agencies which should be consulted for possible exhibits include:
Office of Production Management: adjoining DCD field offices, Priorities Division, Training Within Industry Branch of Labor Division,
U. S. War Department: Air Corps, Chemical Warfare Service, Corps of Engineers, Medical Corps, Signal Corps, Ordnance Department, Quartermaster Corps.
U. S. Navy Department: Bureau of Ships, Navy Yard, Supply Depot.
U. S. Maritime Commission.
Apprentice Service Division, U. S. Department of Labor.
National Youth Administration.
WPA Division of Training and Reemployment.
Office of Government Reports.
The objective of the Clinics is to present the most complete story possible. Therefore, every agency that can contribute an answer to any problem perplexing either the prime or the subcontractor should be given an opportunity to do so.
Information and Press Relations
The primary duty of those concerned with this work is to attract prime and potential subcontractors to the Clinic and to help them make the most of its possibilities. The Clinic is not held for the public. Thus, all the information released to the press and the radio should be keyed to practical manufacturers and businessmen. This does not mean that the public should be ignored or overlooked, for in many instances the prime and
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subcontractors will be influenced to participate by public approval. Your local newspapers and radio stations should be encouraged to carry as much information as possible about the Clinic, although stories and programs should state that Clinic attendance is limited to the manufacturers.
The Division of Infdrmation of the Office for Emergency Management directs all press and radio relations. Before you call your initial organization meeting, be sure to get in touch with the Regional OEM Information Officer nearest you and invite him to attend. You undoubtedly have this officer’s name and address. It not, write the Education Section for information. He will offer valuable counsel and will assist in handling press and radio relations either personally or, if he cannot be present enough of the time, through cooperation with one of your men.
Announcement to the Press
After the initial organization meeting has been held and the date of the Clinic has been decided upon definitely, the arrangements should be announced to the press and radio. A press release should be prepared and mimeographed in advance for distribution at a press conference. All newspapers, radio stations, and business publications in your community should be notified of the press conference in time to have representatives there. The manager or some other official of the local Contract Distribution Division office should preside at the press conference and answer the newsmen’s questions insofar as he is able to do so.
Further advance publicity may be obtained later by sending another press release to all newspapers, radio stations, and business publications announcing the number and names of prime contractors who have been invited and, if it seems advisable, the number of acceptances.
A few days before the date of the Clinic, another press release may be issued giving an estimate of the number of small manufacturers expected, with some information as to the different types of firms and the number of communities that will be represented.
The day before the Clinic, still another release may be put out, sum-t marizing the arrangements and expectations.
The radio should be used for interviews, speeches, or dramatizations to explain the purpose of the Clinic and urge manufacturers to attend.
Press Headquarters at the Clinic
During the Clinic, every effort should be made to supply press and radio men with any information they want regarding attendance, instances of prime contractors and subcontractors getting together, cases of small manufacturers finding they can convert their plants in interesting ways, etc.
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As previously pointed out in this manual, the building selected for the Clinic should include space for a press headquarters, preferably a separate room. This space should be equipped with typewriters and telephones, and the newspapers should be notified that it is available and ready for the use of their men assigned to cover the Clinic. In ordering the badges for the Clinic, a sufficient number of badges marked “Press” should be made available.
Following the Clinic, you may release a summary showing the number of contracts made between prime contractors and prospective subcontractors, the number of contracts and subcontracts actually signed, and other tangible results.
Physical Facilities for the Clinic
The properly handled, smooth-functioning Clinic calls for a number of miscellaneous physical facilities, ranging from bulletin boards and posters to badges for consultants and guides. To insure the acquisition and preparation of all these items, it is best to place the responsibility upon one keyman and let him select workers to do the various jobs. Here are items to be considered:
Bulletin board.—This is an absolute necessity for a well-ordered Clinic. The board should be placed just inside the entrance, where it will be seen immediately, and should contain the names and booth numbers of all participating prime contractors and Government agencies. It should be large enough to permit the potential subcontractors to locate quickly the prime contractors they want to see (Exhibit S).
Exhibit S
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Posters.—OEM has published a number of posters which will add to the effectiveness of the Clinic. Those available at present are listed below. The participating prime contractors and Government agencies should be encouraged to prepare additional poster displays to identify and ornament their exhibits. OEM posters include:
“Keep ’Em Rolling,” a series of four.
“Men Working Together,” photographic wall poster.
“Fair Employment Practice,” the President’s statement on discrimination in industry.
“U. S. Defense Film,” announcement.
“Defense Needs Rubber.”
“Time Is Short,” streamer.
“United We Stand,” streamer.
“America’s Answer: Production.”
“America Calling,” typographical poster of Civilian Defense.
“America Calling,” pictorial poster of Civilian Defense.
Literature, forms, etc.—The Clinic should be well supplied with educational literature available through DCD headquarters in Washington. In addition, local bulletins listing the participating prime contractors and some of their major requirements should be prepared for hand-out. Virtually all the Government agencies and some of the larger national contractors will have their own literature. Local prime contractors should be encouraged to get up mimeographed sheets of their requirements and come to the Clinic with supplies of forms for potential subcontractors to fill out.
Signs, outside and inside.—The Clinic should be well advertised and identified with outside bulletins and signs, placed in locations where manufacturers will see them. The Clinic itself should be properly identified with a large banner over the entrance. Signs inside should point to the different sections and division. Each prime contractor’s booth should have a sign, giving the company name and booth number. For best effects, these signs should be about 8 inches high by 5 feet long. Wherever possible, a “We Want” sign should be made up to cover the type of facilities required. The booths of all Government,agencies should be identified with the same size and type of signs.
Identification booth.—A large booth, properly marked, should be placed near the entrance for subcontractors to identify themselves and obtain their route cards. It should be big enough for 6 to 12 people, depending on the number of registrations, and a sufficient number of chairs should be made available.
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Separate registration desks.—You’ll find that a number of subcontractors who neglected to send in registration cards will come to the Clinic. A separate registration space with desks, chairs, and appropriate signs should be provided for them.
Space to show movies.—The Educational Section of DCD is preparing a number of moving pictures and sound-slide films for showing at the Clinics and at other DCD activities. The man in charge of facilities should see that these films and a projector—these will be provided by the Washington office—are on hand and that space for showing them is provided in the Clinic plans. A separate “Little Theatre” room with 50 to 100 seats adjoining the floor space would be the ideal background. Bulletins covering this subject will be released separately.
Public address system.—Most large auditoriums have built-in public address systems, but, if the Clinic is held in a hotel ballroom or other space without such a system, it is advisable to have one installed. It can be rented if necessary. The system should be thoroughly tested before the Clinic opens.
Badges for personnel.—The DCD engineers, prime contractors’ representatives, floor consultants, guides, service men, registrars, and other Clinic personnel should be identified with appropriate badges. These badges can be made of different colored pasteboards or ribbons (Exhibit T).
Exhibit T
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Typewriters, telephones, etc.—Typewriters should be supplied in the operations office and in the pressroom. Telephones should be provided in the manager’s office, the operations office, and the pressroom.
Tables and chairs for booths.—Every booth or exhibit should have at least one large table and two chairs. In addition, there should be a liberal supply of chairs scattered over the Clinic.
Check off each item as you take care of it!
Clinic Personnel
An adequate staff of workers, properly instructed and rehearsed for specific assignments, will contribute a great deal to the success of your Clinic. The keyman allocated this responsibility should supervise the selection of all Clinic personnel and see that each group has advance instructions on what to do and how to do it. Pre-Clinic rehearsals proved effective at previous Clinics. You may want to hold one the day before your Clinic. In addition, each individual should be given his instructions in writing to minimize the need for calling on his superiors during the Clinic. Exhibit U illustrates one way that this has been done. All Clinic personnel should be supplied with floor plans showing the location of all prime contractors and Government agencies.
Registrars.—These Clinic workers are charged with the responsibility of identifying and registering the potential subcontractors as they come in, They should be personable, tactful, and cooperative and, above all, they should know their jobs to insure fast, efficient handling of the crowd. Girls from the field office and the cooperating agencies may be trained to handle this work.
Floor consultants.—It is advisable to have several men with advance knowledge of the prime exhibits on the floor to advise and counsel the potential subcontractors and help them locate the prime contractors who can do them the most good. Power and light company technicians have proved effective on this job at previous Clinics. They should be taken through the exhibits the evening before the Clinic and given a chance to familiarize themselves with the various displays.
Service men or guides.—To avoid “traffic jams” around the entrance and help subcontractors locate the prime contractors they want to see, every Clinic should have 10 to 20 service men and guides on the floor. Like the floor consultants, these men should be given a chance to familiarize themselves with the location and contents of the different exhibits prior to the opening. These men can be obtained through the Chamber of Commerce and local civic organizations.
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DCD engineers.—Naturally, the local DCD field office engineers will be on the floor, consulting with potential subcontractors. In addition, it would be advisable to enlist the cooperation of adjoining field office engineers for the Clinic period.
Prime contractors'1 representatives.—Of course the keyman in charge of personnel will not have jurisdiction over these representatives, but he can see that they are prepared to give potential subcontractors the information they will want about the prime contractors’ requirements.
Exhibit U
Banquet or Luncheon Arrangements
A luncheon or a dinner is not a necessity but an added attraction which should be arranged if possible. For 2- and 3-day Clinics, a banquet the evening before is suggested. If the Clinic is scheduled to open on Monday morning, it is impractical to hold a banquet the evening before. In such cases and for 1-day Clinics a luncheon may be considered suitable. Sponsoring agencies usually are equipped and willing to take over this respon
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sibility. But the field officer, as Director, should be sure that the sub and prime contractors are invited. If you decide to include this event, the invitation to the banquet or luncheon should go out with the cosponsoring agency’s follow-up letter.
Here are various items to be remembered in connection with a banquet or luncheon:
Sponsors.—Regional, State, and city Defense Councils make ideal sponsors. Chambers of Commerce, State and local manufacturers’ associations, local civic clubs, and State and city governments may also be considered. Two or more organizations may wish to combine as a committee to make necessary arrangements, handle reservations, collect for tickets, etc.
Arrangements.—The sponsoring agency will take care of all arrangements for the meal, reading stand for speakers, decorations, speaker’s table, seating, radio facilities (if one of the talks is to be broadcast), etc.
Place to hold it.—If you have a banquet the evening before the Clinic, it can be held in almost any banquet hall in town that is large enough to accommodate the anticipated crowd—from 200 to 500, depending on the size of the area. But, if you have a luncheon, it should be held as near the Clinic headquarters as possible to keep transportation time to a minimum. Banquet rooms in hotels near the Clinic proved the most satisfactory accommodations at previous Clinics.
Speakers.—One way to get your Clinic off to a good start is to have a prominent speaker at the banquet or luncheon. Preferably this man should be one of the local executives of OPM, or someone active in war work in your area. To round out the speaking program, you may want to get one or two local executives or officials interested in your activities, such as the head of the Civilian Defense Council, Army and Navy, Procurement Offices, etc.
Suggested program.—The head of the local sponsoring agency might preside at the banquet. A prominent local minister might be called upon for an invocation. Later, after the banquet itself, the presiding officer would present honored guests and introduce the speakers. Finally, the Clinic Director, or someone designated by him, might present a few pertinent facts and statistics about the Clinic, the number of exhibits, the number of subcontractors registered, etc. The sponsoring agency may want to make up a printed program for presentation to the guests.
Suggested financing.—It is customary in affairs of this kind for the sponsoring agency to request reservations when it sends out the invitations. Those accepting the invitations will remit with their acceptance or at the door when they arrive for the banquet. Every effort should be made to keep the price as low as possible. The lower the price, the larger the attendance.
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Clinic Check Chart
A tenth keyman should be assigned to check on the organization and progress of all the preparations and report weak spots for corrective action. A check chart (Exhibit V) will help him in his work. Note that some of the points to be checked periodically are actually one-time items, but they have been listed for periodic consideration so that the keyman may make sure, as the Clinic plans progress, that the original arrangements will suffice. For instance, you may want to increase the Clinic floor space if an unexpectedly larger number of prime contractors come in. Before checking the individual items on the chart the keyman should review the text covering each one, so that all the details will be fresh in his mind.
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X LU
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The Organized Clinic Conducts Itself
With every key man on the job and every activity properly organized, the Clinic should run smoothly and efficiently. If the preparations have been made with careful attention to detail, the Director and the keymen should be comparatively free during the Clinic itself to make certain that everything is functioning as it should and to assist the participating prime and subcontractors in their negotiations.
Opening ceremonies.—You may want to arrange some kind of ceremony to open the Clinic formally and provide pictures for the newspapers and trade magazines. If so, it might be possible to get the Governor of the State, the Mayor of the City, or the President of the Defense Council or Chamber of Commerce to open the Clinic doors. The Director should be on hand to assist in the ceremony. He should also make certain that there is a field office man stationed near the entrance throughout the entire Clinic to receive incoming dignitaries and to handle any situations arising about any individual’s eligibility to attend.
Identification and registration.—Two or three guides should be stationed near the entrance to direct the potential subcontractors to the identification booth (if they have previously registered) or to the registration desks (if they have not registered). Large signs, prominently displayed over the respective desks, should be used for this purpose. At the identification desks the previously registered subcontractors will identify themselves and receive an envelope containing identification cards and their company’s prerouting card. .At the registration desk the subcontractors who have not registered will identify themselves and, if they satisfy the registrar as to their eligibility, will be registered, given identification cards, and directed to DCD engineers for routing.
Sign Statement to Register Facilities
In some of our Clinics, the nonregistered subcontractors have been asked to sign a statement that they would fill out the standard DCD Facilities Record immediately after the Clinic. In other Clinics, the field offices have depended entirely on registration records and business cards as a basis for following up the subcontractors for their facilities records.
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A Welcome Handout
At previous Clinics a number of subcontractors were inclined to hurry through rather than talk with the prime contractors’ representatives, who were able to provide much information on materials that were not on display. It is advisable, therefore, to prepare a “welcome memorandum” to make the guest subcontractors feel at home and show them how to use the Clinic to their best advantage. This memorandum could be mimeographed on a card and handed to the subcontractors with the envelopes containing their credentials. It might contain a brief welcome message, an invitation to step up to the prime contractors’ exhibits and ask questions, general information on the OPM, other Government agencies represented, and their Clinic facilities. Exhibit W is a suggested sample.
Exhibit W
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The Clinic at Work
Allow as much freedom as possible.—Experience to date has shown that it’s preferable to have a minimum of restrictions on the sub and prime contractors during the Clinic itself. The subcontractors should be encouraged to circulate freely among the exhibits, to examine the materials on display without hesitation, and to take full advantage of the presence of all divisions of OPM to ask questions on any problems that have been troubling them.
Floor consultants.—These men should be equipped with reduced-size floor plans. They can do a lot to stimulate the free interchange of information between the prime and subcontractors. It is their job to approach individuals who appear to be “lost” and to help them discover the places and people best fitted to handle their problems.
Check-up on absent primes.—There have been occasions in previous Clinics when the representatives of prime contractors have not been able to be present at the opening of the Clinic. If this happens at your Clinic, the liaison man for the prime contractors should immediately find out what has happened. If representatives are unable to appear, the signs should be taken down from the booth and the space realloted to the best advantage. This will prevent any “gaps” tending to detract from the over-all picture.
Work in the- exhibits.—While most of the prime contractors will have adequate representation in their booths, there may be some who will need assistance during the lunch period, etc. The key man supervising prime exhibits should study this possibility and have a number of men available to relieve the situation. These men might be borrowed from banks, public utilities, Chambers of Commerce, manufacturers’ associations, and similar sources.
Movies in operation.—The engineers, floor consultants, prime contractors’ representatives, and guides should be familiar with the DCD movies and sound slide films so that they can refer subcontractors to them. Signs should point to the Clinic Theatre and the bulletin board at the entrance should list the films and times of showing.
Records of Clinic contacts.—To get the best results from your Clinic you will want complete records of all contacts between prime and subcontractors and between the subs and the OPM divisions. Likewise, the prime contractors will want contact records of over-all activities and more complete records of the subcontractors particularly qualified to fill their requirements.
To help you and your prime contractors keep these valuable records, we have prepared suggestions for two forms, which can be mimeographed locally. The first form (Exhibit X) is for the use of prime contractors during their interviews with subcontractors. Some prime contractors have prepared their own interview forms because of their particular requirements, as illustrated by Exhibits Y and Z. There is no objection to the use of these. The second form (Exhibit AA) is designed to permit the prime contractor to keep a running tally of his interviews and tabulate them at the end of the day.
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Exhibit X
Exhibit Y
AO
Exhibit Z
Exhibit AA
o
Clinic Results Report
Naturally, DCD Washington headquarters is interested in the progress of your Clinic. Therefore, at the end of the Clinic we would like to have you wire a report of the activities of your Clinic to the Educational Section, Division of Contract Distribution, Office of Production Management, W ashington, D. C. The telegram should include the following information:
1.	Number of prime contracting companies represented.
2.	Total attendance.
3.	Number of subcontracting firms represented.
4.	Number of contacts between primes and subs.
5.	Number of subcontracting negotiations in process.
6.	Number of subcontracts immediately in prospect.
7.	Number of subcontracts actually let.
Resume of Clinic Results
Approximately one week after the close of the Clinic the Educational Section, DCD, Washington, will need a complete resume of the Clinic. This resume should bring the telegraphic report up to date and, in addition, should contain the following:
Complete list of prime contractors who participated.
Complete list of branches of the Armed Services and other participating Government agencies.
Samples of new forms and other materials used.
Newspaper clippings, radio scripts, etc.
Photographs of outstanding exhibits.
Comments of prime and subcontractors.
Personal reactions and suggestions of the field-office manager and “key” Clinic officials.
Any exceptionally effective ideas that you and your organization have developed.
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U. s. GOVERNMENT PRINTING OFFICE: 1942
This action photograph shows a DCD Clinic in operation.
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