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THE UNITED STATES COAST GUARD BAND

Public Concert Performance Request

For Small CG Band Ensemble

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 Performance Policies, Transportation Requirements, and Site Requirements sections before completing this 

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

U.S. Coast Guard Band (pb)

Band Scheduling

15 Mohegan Avenue

New London, CT 06320-4195

Vx: 860-701-6827

Fx: 860-444-8475

Performance Policies

1. The Coast Guard Band small ensembles, which include the Brass Quintet, Woodwind Quintet, Dixieland Band, 

Saxophone Quartet, Jazz Combo, Woodwind Trio, Flute and Harp Duo, and Vocalist, all require the cost of transportation for 

people and equipment to be covered by the potential host. The cost can vary with the size of the group, the amount of 

equipment, and the distance to be traveled. Transportation, active promotion and advertising efforts, ticket printing and 

distribution if needed, programs, site costs, and all incidental expenses connected with the event must be provided. Lodging 

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

more than 90 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 meals and/or lodging. In the 

event it is necessary for a member of the Coast Guard Band to travel to the concert site before the date of the concert, the cost 

of transportation would need to be covered for that as well. Please contact us and we will provide a travel analysis. 

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. For example, damage to 

band instruments as a result of a downpour could cost thousands of dollars to repair.

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 or Group Leader is responsible for deciding whether or not to take this action. Normally, the 

Band Ensemble will not participate in an event when:

a. precipitation is falling

b. the wind chill factor is below 33 degrees Fahrenheit

c. the wet-bulb reading is 88 degrees F 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 Ensemble 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.
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Site Requirements

The Coast Guard Band small ensembles require a platform stage with adequate space for the particular group. For 

example, the space requirement for the Dixieland Band would be no smaller than 30’ wide by 25’ deep. The Brass or 

Woodwind Quintet would be no smaller than 25’ wide by 20’ deep.

Preferred Concert Sites:

* Performing Arts Centers

* Concert Halls/Recital Halls

* Theaters

Acceptable Concert Sites:

* High School auditoriums

* Permanent band shells with built-in audience seating

Least Preferred Concert Sites:

* Gymnasiums

* Portable band shells

* Municipal parks without band shells

* Ballrooms

Unacceptable Concert Sites:

* Most churches

* Small gazebo bandstands

* Ball fields

* Fairs and carnivals

Before signing a concert site contract, please call the Coast Guard Band Scheduling Office at (860) 701-6827. They can 

discuss our requirements with you and help you avoid problems that could result in the loss of a deposit.

Rain Sites: When scheduling an outdoor concert, 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 may be feasible and must be 

discussed at the time of scheduling.

Transportation Requirements

Each small group has a different number of members. When the one-way travel distance exceeds 30 miles, a minivan or 15 

passenger van is required to transport the Band and musical instruments. The CG Band may require the host to provide the 

cost of rental and fuel for transportation. If the Dixieland Band is requested, the host may be required to provide costs for the 

rental of an equipment truck in addition to a van. 

Concert Performance Site Needs

1. Stage Needs:

a. Stage Dimensions: Dixie group would be no smaller than 30’ wide by 25’ deep. The Brass or 

Woodwind Quintet would be no smaller than 25’ wide by 20’ deep

b. Stage: Platform stage. Level surface (outdoors)

c. Symphony Shell: a symphony/band shell is desired for all performances

d. Chairs: sturdy, armless chairs

e. Stands: we can supply our own stands if they are not easily provided
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2. Lighting Needs:

a. Stage 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

b. House Lights: should be dimmed or turned off during the performance

3. Audio System – for the U.S. Dixieland Band

a. The Dixieland Band will generally supply its own system and technician:

1. two duplex AC outlets, 110 volt-20 amps, are needed on stage right

2. one Duplex AC outlet, 110 volt-15 amps on stage for bass and keyboard amps

3. one duplex AC outlet, 110 volt-15 amps, is needed in the house, 100'-150' from the stage

4. these three circuits should have nothing else plugged into them

5. 3' x 6' table for sound board

b. On-site audio technician name and contact info:

4. Other Facilities Needed:

a. drinking water access

b. restrooms

c. warm-up room

d. dressing room

THE UNITED STATES COAST GUARD BAND

Public Concert Performance Request

For Small CG Band Ensemble

Section A

1.a Title of Event:

b. Type of Concert: indoor outdoor

c. Group Requested: Dixieland Band Woodwind Quintet Brass Quintet Vocalist

Saxophone Quartet Woodwind Trio Jazz Combo Flute/Harp Duo Harp

d. Date of event:

e. Time of performance:

f. Address of event:

City, State, Zip:

g. Official name of site: (Edgewood Park, Smith Band shell)

h. Description of site: (Concert Hall, School stage, etc.)
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i. Purpose of this event (explain fully):

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

If yes, please provide information about your series. 

k. 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 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 authorized to complete arrangements for U. S. Coast Guard Band participation:

Name: 

Address: 

City, State, Zip: 

Telephone: Office: Cell: Other: 

E-Mail Address: 

Website: 

Facebook: 

6. Anticipated attendance: 

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

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

9. Will tickets be distributed? Yes No, open admission seating 

Would you like to use the CG Band’s online ticket distribution?

If no, information for obtaining tickets: 

10. Disposition of profits which may accrue: 

11. Is this event being used to support any commercial interest, political party, or political candidate? 

Yes No

12. 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? 

Yes No 
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13. Estimated cost of transportation for band members and equipment: $

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

 14. Total time to complete mission including all travel and event time: 

Estimated cost for meals and incidental expenses if travel time is more than 12 hours but less than 24 hours: 

$ 

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

Estimated costs for meals and incidental expenses: $

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

17. Name of contact for funding: 

Email of contact for funding: 

18. In the event it is required for a member of U. S. Coast Guard Band to visit the site prior to the event, 

will transportation, meals, and hotel accommodations (if applicable) be provided by the host? 

If so, estimated cost or value $

SECTION B

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

Stage dimensions: 

Is there an acoustical shell: 

Is the audience seating permanent: 

If not, describe the audience seating:

Are risers available: 

Is a PA system built in? 

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? 

Audio technician name and contact info: 

4. Will ample reserved parking be available? 

SECTION C

1. Name, contact information, and date of any Coast Guard representative with whom you have discussed 

possible participation:
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2. Once a tentative date has been provisionally accepted by the Coast Guard Band scheduling office, this 

request will be forwarded to and vetted by the U. S. Coast Guard Academy Legal Office for ethical and 

legal considerations. Once an official decision has been made regarding your request for performance, a 

representative from the US Coast Guard Band Scheduling Office will contact you. 

3. Submission of this request does not constitute acceptance of the invitation by the Band. Do not consider 

the date ‘firm,’ do not sign contracts based on the tentative date, and do not advertise or print the proposed 

concert date, unless and until you have been notified by the Coast Guard Band Scheduling office that your 

request has been officially accepted by the Band and that the date is locked on the schedule. Although 

extremely rare, cancellations can occur. The U. S. Coast Guard reserves the right to cancel in the instance 

of an unexpected Coast Guard, Department of Homeland Security, or Department of Defense related event 

of national importance such as Presidential State Funerals, a national crisis, or catastrophic event.

4. I certify that the information provided herein is complete and accurate to the best of my knowledge, and that 

I understand and agree to the terms found on this request form.

Signature: Date: 

 (Host's representative)