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THE UNITED STATES COAST GUARD BAND

Coast Guard Ceremonial Support Request Form

This form is used to request U. S. Coast Guard Ceremonial Band participation in military or DHS events. 

The information is required to evaluate the event for scheduling, suitability, and for coordination with the 

unit involved. Refer to the General Guidelines section before completing this request. Please return the 

completed form via e-mail to CGA-DG-BandEvents@uscg.mil or print and return via FAX 860-444-8475 

or mail to:

U.S. Coast Guard Band (mb)

Band Scheduling

15 Mohegan Avenue

New London, CT 06320-4195

PH: 860-701-6827 FAX:860-444-8475

 General Guidelines

The Coast Guard Ceremonial Band, a group of 21 musicians pulled from the 54 piece Concert Band, is 

the preferred group for ceremonial support. While large enough to provide full military band support 

indoors and out, it is small enough to keep associated travel costs down and allows some flexibility in 

scheduling of the band.

Host units are required to fund all costs associated with the event. Transportation and all incidental 

expenses connected with the event must be provided. Lodging costs and per diem as determined by Joint 

Federal Travel Regulations (JFTR) would likely be necessary if the event is located more than 150 miles 

from the Band’s home base of New London, CT. Several factors, including distance, estimated overall 

travel time, actual time of event, and the band’s overall schedule, are analyzed to determine the potential 

need for lodging and/or meals.

When one-way travel distance exceeds 30 miles, a coach-type bus is required to transport Band and 

equipment to and from the performance site. The bus must be heated/air conditioned to meet local 

climate conditions and contain a restroom.

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

cannot accommodate musical instruments. When this type of bus is used, a CLOSED-VAN truck with a 

bed of at least eighteen (18) feet in length is required to transport musical instruments. The bus must be 

heated/air conditioned to meet local climate conditions.

The Ceremonial Band requires a stage area of at least 20’ X 20’. A raised platform is preferable, but if 

not available, LEVEL ground is an absolute necessity. If the event is outdoors, a tent should be provided 

if the area is excessively windy, cold, and/or has a high probability of rain.

When adverse weather conditions (rain, snow, electrical storm) occur at the time of the scheduled 

outdoor event, the Ceremonial Band Director will perform a risk assessment. If damage to instruments is

likely, the Band Director reserves the right to withdraw participation in the event. For example, damage 

to musical instruments as a result of a rainstorm could cost more than $5,000 to repair or replace.

The Band will need 21 sturdy chairs, without arms. The Band will provide music stands.
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Area lighting should be used under a tent if natural light is dim – area should be bright enough to read 

newspaper print without difficulty. If lighting is not available, please inform the band to arrange for 

battery operated stand lights.

Once the request form is received and evaluated, the Band Scheduler will contact the POC as to the status of the 

request. If approved, a member of the Band Operations team would then be assigned to coordinate all logistics 

between the requestor and the Band. 

Please feel free to contact the Band Scheduler with any questions. Contact info is at the top of the form. 

1. Requesting Unit or Department:

2. Type of ceremony:

Honors Name of Honoree: 

Change of Watch Names of Participants:

Change of Command Names of Participants:

Retirement Name of Honoree: 

Awards Name of Honoree(s): 

Other 

3. Date of event: Time: From: To: 

4. Time performers must be in place:

5. Location of event: (building name, outdoor venue, etc)

Street Address, City, State, Zip:

6. Host Commanding Officer Name/Rank:

7. Point of Contact (POC)/Project Officer:

Mailing address for POC:

POC’s Office and Cell phone numbers:

POC’s E-mail address:

8. Names of VIP’s Expected to Attend:

9. Expected number in Audience:

10. Transportation funding: Type 30 funds transfer (FTA) or requesting unit would issue TONOs for

each Band member. If TONOs are issued, the chartered bus company must be paid by the

requesting unit.

11. Estimated cost of transportation for band members and equipment: $

(includes bus, truck, airfare, train, travel fee, rental or privately owned vehicle)

12. Total time to complete mission including all travel and event time:
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Estimated cost for meals and incidental expenses if travel time is more than 12 hours but less 

than 24 hours: $

13. For support that requires travel over 24 hours, estimated cost of lodging with tax: $

Estimated costs for meals and incidental expenses: $

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

15. Name of contact for funding: 

Email of contact for funding: 

16. Social Media information:

Website:

Facebook: