Affair of State
When the State Department hosts an official luncheon, the hehind - the - scenes efforts require a full diplomatic corps.
It was a sultry morning on the cusp of summer in Washington, D.C., and the room was resplendent. Tables were laid with gold - rimmed crystal, white - lacquer pillar candlesticks, and lush bouquets of pink roses and peonies, and blue hydrangeas. Bryan Rafanelli, the Boston - based event planner who organized Chelsea Clintons wedding, floated through the space checking every detail.
It could have been any luxe June wedding for 250. But there were clues - from the bomb - sniffing dogs at the entrance, to the Secret Service agents milling about - that this was no ordinary affair. The occasion was the fourth state luncheon under the Obama administration and the first to honor a European head of state, Chancellor Angela Merkel of Germany. The setting was the U.S. Department of States Benjamin Franklin dining room, a spectacular space with a coffered cove ceiling and Corinthian - style columns plastered to look like French marble.
Natalie Jones nervously checked her BlackBerry and clipboard as she surveyed the scene.
The German state luncheon, hosted by Secretary of State Hillary Rodham Clinton, Vice President Joe Biden, and his wife, Jill, was more than two months in the planning. A high - profile guest list had to be assembled and a top - flight performer booked. With a tight government budget, consultants like Rafanelli were asked to donate their time. "We really do our research," Jones says. "Details are scrutinized."
Her boss is Ambassador Capricia Penavic Marshall, a chic and vivacious Ohio native who is the current U.S. chief of protocol. Marshalls responsibilities include greeting foreign dignitaries when they arrive in this country, traveling with the president on foreign trips, and choosing official gifts. "This office engages with the world," Marshall says. "From the moment dignitaries arrive, we want to make sure their visit is planned and special. Its a way of showing respect."
At Clintons behest, Marshall is working to create a $20 million endowment to maintain the Diplomatic Reception Rooms, a suite of 42 period - style rooms on the seventh and eighth floors of the State Department. The idea for the rooms was born in 1961, when Mary Caroline Pratt Herter was asked to entertain the queen of Greece in the then new State Department building, a bunkerlike structure of concrete and glass. She was mortified. "The rooms looked like a 1950s motel," wrote Clement E. Conger, the curator entrusted with transforming the space. Through his efforts and private donations, the two floors were furnished with decor inspired by historic American homes and a $100 million collection of art and antiques. On the morning of the lunch, eight Adam - style, cut - glass chandeliers disaster struck: McDonald sent word that she was too ill to perform. Meanwhile, movie mogul Harvey Weinstein called in his last - minute regrets. As the clock ticked, Jones stationed the State Departments calligrapher, Jennifer Nicholson, at the check - in desk with pointed - nib pens and place cards, ready for table changes.
By 11:30 a.m., however, the protocol teams plan began to fall into place. The guests - including novelist John Grisham, artist Richard Serra, former congressman Richard Gephardt, and Thomas Gott - schalk, the German Jay Leno - began to arrive. Marcee Craighill, director of the Diplomatic Reception Rooms, proudly showed visitors such treasures as Thomas Jeffersons desk and a set of Paul Revere silver.
At 12:20 p.m., Jones received word that the White House press conference with Merkel was about to conclude. "Thats the craziest moment," she says. "Youve got five to ten minutes to get everyone in his or her seat." The vice presidents motorcade arrived, followed by the German delegation. The guest book was signed, toasts were made. Merkel had brought a surprise: a framed article showing her and Clinton, from the neck down, wearing near - identical pantsuits.
At last lunch was served: strawberry - rhubarb salad, followed by grilled black cod and lemon - meringue mousse. The Army Blues Band performed jazz standards in the background. By 1:45 p.m., the luncheon was over, the guest of honor swept off to afternoon meetings and to prepare for the White House state dinner that evening. Jones and her staff cleared off a table, ate a late lunch, and traded war stories. For the most part, everything had gone off without a hitch. "Big breath," said Jones, at last exhaling, "of relief."
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