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THE UNITED STATES COAST GUARD BAND

Public Event ‘Patriotic Opener’ Request

This request format is used to request U. S. Coast Guard Band participation in public events. The information is required to 

evaluate the event for appropriateness and compliance with Coast Guard policies and for coordination with the unit involved. 

Please refer to the Patriotic Event Support Policy, Transportation Requirements, and Site Needs sections before completing 

this request. Please return the completed pages to CGA-DG-BandEvents@uscg.mil via e-mail, USPS, or FAX to:

U.S. Coast Guard Band (mb)

Band Scheduling

15 Mohegan Avenue

New London, CT 06320-4195

Vx: 860-701-6827 Fx: 860-444-8475

Patriotic Event Support Policy

A patriotic opener consists of 15 - 30 minutes of patriotic music, including the presentation of colors. This serves to 

initiate the formal element of a civic, government, or military event. The musical program must include the National 

Anthem unless the ceremony includes a recital of the Pledge of Allegiance. During civic events with patriotic openers, 

the Band may not provide additional music for entertainment such as concert or show music, or for background such 

as dance, cocktail, or dinner music.

1. Requesting organizations are required to fund all transportation costs associated with the event. Lodging costs and 

per diem as determined by published government travel regulations would likely be necessary if the event is located more than

90-150 miles from the Band’s home base of New London, CT. Several factors, including distance, estimated overall travel 

time, time of event, and the band’s overall schedule, are weighed to determine the need for lodging and meals.

2. Coast Guard regulations normally prohibit Coast Guard Band participation in any public event when admission is 

charged if the Band's participation is the primary attraction.

3. When adverse weather conditions occur at the time of a scheduled outdoor event, the Coast Guard Band is forced to 

decide whether or not to risk ruining instruments, unique uniforms, or equipment, by participating. 

4. There are occasions when the Coast Guard Band must withdraw from an event even though other participants may 

still take part. The Band Director is responsible for deciding whether or not to take this action. Normally, the Band will not 

participate in an event when:

a. precipitation is falling (the Band Director will make final determination)

b. the chill factor is below 33 degrees

c. the wet-bulb reading is 88 degrees or higher (also applicable to indoor performances)

d. insufficient light is available to permit the Band members to read music or see the director

The Coast Guard Band will cooperate with the civilian host to the maximum degree possible and will not withdraw from an 

event that the host has not already canceled unless it is considered absolutely necessary.

Rain Sites: When scheduling an outdoor event, please arrange for a suitable indoor site in the event of inclement weather. The rain site 

must be at the same date and time as the original. A rain date is not feasible

Transportation Requirements

The Ceremonial Unit has 22 members. When the one-way travel distance exceeds 30 miles, an "over-the-road" (coach-type) 

bus is required to transport the Band and musical instruments. The bus must be heated/air conditioned to meet the local 

climate conditions and must contain a restroom facility. The bus must have underneath storage for instruments and gear. 
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School buses or similar military buses are suitable for local travel of less than 30 miles one-way, but they cannot 

accommodate musical instruments. When this type of bus is used, a CLOSED-VAN truck with a bed of at least eighteen (26) 

feet in length is required to transport the musical instruments. The bus must be heated/air conditioned to meet local climate 

conditions.

 Site Needs

The Coast Guard Ceremonial Band for Patriotic Openers requires a stage size of at least 20 feet deep by 20 feet wide, and if 

indoors, a room that can accommodate the breadth of sound, typically a room that would be suitable for over 200 people.

1. Stage:

a. Stage Dimensions: a minimum performing area of 20 feet wide by 20 feet deep

b. Stage Access: a minimum doorway width of 36 inches, to maneuver equipment

d. Chairs: 22 sturdy, armless chairs are needed

e. Stands: we bring our own folding stands

h. Outdoor: platform of 20’ x 20’ is ideal for outdoor area. If platform is not available, then a flat, clean, 

grassy area may be used

2. Lighting: White stage lighting must be used and should be bright enough to read newspaper print without difficulty; special 

attention should be given to the apron area as this area is often lacking in sufficient light.

3. Other Facilities:

a. Water: access to a water fountain is essential

b. Rest Rooms: for Band Personnel

c. Warm-up Room: one room for a warm-up area and to store cases

d. Dressing Rooms: two rooms: 1 for 5-10 females; 1 for 11-16 males unless within a 30 mile radius.

4. Directions: Please send directions to the performance site. These directions should be from a major highway. A map or 

diagram is very helpful and note that bus restrictions and heights, if applicable, should be taken into account. 

5. Telephone Numbers: Please provide us with cell or other alternative phone numbers for key people we will be working with 

on event day.

6. Diagram: Please send us a diagram of the event site indicating:

a. building, staging area

b. grounds and local streets

c. locations of entry doors, warm-up room, rest rooms

d. parking for Bus (and truck), or personal autos if within a 30 mile radius
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THE UNITED STATES COAST GUARD BAND

Public Event ‘Patriotic Opener’ Request

Section A

1a. Title of Event:

b. Purpose of event: 

c. Date of event: Time: from: to: 

d. Time performers must be in place:

e. Address of event:

City, State, Zip:

f. Official name of site: (Edgewood Convention Center, Smith Park)

g. Description of site: (Concert Hall, Hotel Ballroom, etc.)

h. Names of VIP’s Expected to Attend:

i. Is this event part of a series? Yes No 

If yes, please provide information about your series.

j. Is this event being held in conjunction with any other event or

civic celebration? Yes No If yes, what event?

2.a. Official name and description of host organization:

 b. Name of any other person or organization underwriting the cost of this event. (i.e. corporate sponsorship,

individual sponsorship, etc.) 

3. The host is is not a civic organization.

The event does does not have the official backing of the Mayor.

4. The hosting organization does does not exclude any person from its membership or practice any 

form of discrimination in its functions based on race, creed, color, sex, national origin, religion, age, or 

handicap.

5. Host's representative (POC) authorized to complete arrangements for U. S. Coast Guard Band participation:

Name: 

Address: 

City, State, Zip: 
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Telephone: Office: Cell:

E-Mail Address: 

Website: 

Facebook: 

6. Anticipated attendance:

7. Is this event being used to raise funds for any purpose? Yes No

8. Is there an admission charge? Yes No Charge for seating? Yes No

9. Disposition of profits which may accrue:

10. Is this event being used to support any commercial interest, religious affiliation, political party, or political 

candidate? Yes No

11. Will admission, seating and other accommodations and facilities connected with this event be available to 

all persons without regard to race, creed, sex, color, national origin, religion, age, or handicap? 

12. Will transportation at the host's expense be provided from the U. S. Coast Guard Academy to and from the 

event location? Yes No

Estimated cost of transportation for band members and equipment that is being offered: (Includes, bus, 

truck, airfare, train, travel fee, rental or privately owned vehicle) $

13. Will the standard Joint Federal Travel Regulations allowance for meals and incidental expenses (M&IE) be 

provided by the host when travel time is more than 12 hours but less than 24 hours? Yes No 

Estimated cost: $

14. Will the JFTR published daily rate for M&IE and Lodging be provided for support that requires travel over 

24 hours? Yes No Estimated lodging w/tax: $ Estimated M&IE: $

15. Total of all travel costs being offered to the US Coast Guard Band: $

16. Name of contact for funding: 

Email of contact for funding: 

SECTION B

Please refer to the Site Needs section before completing this section.

1. If request is for an indoor event, please indicate:

Stage dimensions: 

Audience seating capacity:

Are risers available? 

Is a PA system available for announcements?

Are dressing rooms available? 

2. If request is for an outdoor event, please indicate:

Stage dimensions: 

Is there an acoustical shell: 

Is the audience seating permanent:

If not, what is the audience seating 

situation:

Are risers available: 

Is a PA system built in? 
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Are dressing rooms available at the site: 

If not, are dressing rooms available nearby? 

3. Will technicians be available to operate: Sound System? Lights? 

Will three (3) 110 volt, AC, 20 amp electrical currents be available if applicable?

Sound technician name and contact info: 

4. Will ample reserved parking be available for the bus (and truck)? 

SECTION C

1. Name and telephone number of any Coast Guard representative or government official with whom you have 

discussed possible participation:

2. I certify that the information provided herein is complete and correct to the best of my knowledge and 

belief. I understand that a representative of the U. S. Coast Guard Band will contact me to discuss

arrangements and costs involved prior to final commitments.

Signature: Date: 

 (Host's representative)
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The U. S. Coast Guard Band

Patriotic Event Support Policy

A patriotic opener consists of 15 minutes of patriotic music, including the presentation of 

colors. This serves to initiate the formal element of a civic, government or military event. The 

musical program must include the National Anthem unless the ceremony includes a recital of the 

Pledge of Allegiance. During civic events with patriotic openers, the Band may not provide 

additional music for entertainment such as concert or show music, or for background such as 

dance, cocktail, or dinner music.

1. Requesting organizations are required to fund all transportation costs associated with the 

event. Lodging costs and per diem as determined by published government travel regulations

would likely be necessary if the event is located more than 90-150 miles from the Band’s home 

base of New London, CT. Several factors, including distance, estimated overall travel time, time 

of event, and the band’s overall schedule, are weighed to determine the need for lodging and 

meals.

2. Coast Guard regulations normally prohibit Coast Guard Band participation in any public 

event when admission is charged if the Band's participation is the primary attraction.

3. When adverse weather conditions occur at the time of a scheduled outdoor event, the 

Coast Guard Band is forced to decide whether or not to risk ruining instruments, unique 

uniforms, or equipment, by participating. 

4. There are occasions when the Coast Guard Band must withdraw from an event even 

though other participants may still take part. The Band Director is responsible for deciding 

whether or not to take this action. Normally, the Band will not participate in an event when:

a. Precipitation is falling (the Band Director will make final determination).

b. The chill factor is below 33 degrees.

c. The wet-bulb reading is 88 degrees or higher (also applicable to indoor 

performances).

d. Insufficient light is available to permit the Band members to read music or see the 

director.

The Coast Guard Band will cooperate with the civilian host to the maximum degree possible and 

will not withdraw from an event that the host has not already canceled unless it is considered 

absolutely necessary.

Rain Sites: When scheduling an outdoor event, please arrange for a suitable indoor site in the event of 

inclement weather. The rain site must be at the same date and time as the original. A rain date is not feasible

Transportation Requirements

The Ceremonial Unit has 22 members. When the one-way travel distance exceeds 30 miles, an 

"over-the-road" (coach-type) bus is required to transport the Band and musical instruments. The 
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bus must be heated/air conditioned to meet the local climate conditions and must contain a 

restroom facility.

School buses or similar military buses are suitable for local travel of less than 30 miles one-way, 

but they cannot accommodate musical instruments. When this type of bus is used, a CLOSEDVAN truck with a bed of at least eighteen (18) feet in length is required to transport the musical 

instruments. The bus must be heated/air conditioned to meet local climate conditions.

 Site Needs

The Coast Guard Ceremonial Band for Patriotic Openers requires a stage size of at least 20 feet deep 

by 20 feet wide, and if indoors, a room that can accommodate the breadth of sound, typically a room 

that would be suitable for over 200 people.

I. Stage:

a. Stage Dimensions: A minimum performing area of 20 feet wide by 20 feet deep.

b. Stage Access: A minimum doorway width of 36 inches, to maneuver equipment.

d. Chairs: 22 sturdy, armless chairs are needed.

e. Stands: We bring our own folding stands.

h. Outdoor: Platform of 20’ x 20’ is ideal for outdoor area. If platform is not available, 

then a flat, clean, grassy area may be used.

II. Lighting: White stage lighting must be used and should be bright enough to read newspaper print 

without difficulty; special attention should be given to the apron area as this area is often lacking in sufficient 

light.

III. Other Facilities:

a. Water: Access to a water fountain is essential.

b. Rest Rooms: For Band Personnel.

c. Warm-up Room: 1 room for a warm-up area and to store cases.

d. Dressing Rooms: x2: 1 for 5-10 females; 1 for 11-16 males unless within a 30 mile radius.

IV. Directions: Please send directions to the performance site. These directions should be from a major 

highway. A map or diagram is very helpful and note that bus restrictions and heights, if applicable, should be 

taken into account. 

V. Telephone Numbers: Please provide us with cell or other alternative phone numbers for key people we

will be working with on event day.

VI. Diagram: Please send us a diagram of the event site indicating:

a) Building, staging area.

b) Grounds and local streets.

c) Locations of entry doors, warm-up room, rest rooms.

d) Parking for Bus (and truck), or personal autos if within a 30 mile radius.