Special Function Checklist & Forms
Special Function Forms
Guests ARE subject to a criminal background check prior to access onto the installation. Guests with unfavorable information WILL BE DENIED access to the installation.
WHAT IS SPONSORING?
Sponsorship allows approved individuals affiliated with Department of Defense (DoD) to take responsibility for verifying and authorizing an applicant’s need for a Visitor Pass or Bellows Special Function Guest List. A Visitor Pass can be acquired from our Base Defense Operations Center (BDOC) located at Bldg. 220/Reservations between the hours of 0800 – 2200. From 2200 – 0800 a Visitor Pass may be obtained from the Installation Gate. You must complete a Special Function Agreement with our BDOC personnel to be granted a Special Function Guest List for applicable areas/events.
WHO IS ELIGIBLE TO SPONSOR GUESTS?
All DoD Active Duty, Retired, Guard, Reserve, Contractors, and Dependent personnel possessing a Common Access Card (CAC) or Uniformed Services Identification Card.
WHAT IS ESCORTING?
Escort authority allows an individual, with an authorized form of identification that certifies he/she has been successfully identity proofed and favorably vetted, to vouch for any vehicle occupants (up to 10 personnel per DoD ID Cardholder) entering the installation or pedestrians if walking through a pedestrian gate, and escort them onto an installation without identity proofing, vetting or pass issuance. This is widely known as the Trusted Traveler procedure. Trusted Traveler procedures are conducted between the hours of 0800 – 2200 for Bellows AFS.
WHO IS ELIGIBLE TO ESCORT?
All DoD Active Duty, Retired, Guard, Reserve, and Dependent personnel possessing a CAC or Uniformed Services Identification Card. *NOTE: DoD ID Cardholders are not authorized escort authorities to vouch for non-US individuals to include those with foreign passports or ID credentials. Lastly, Foreign National Affiliates with a U.S. DoD CAC and DoD Contractors are not authorized escort authority.
WHAT DO MY GUESTS NEED?
All guests over the age of 16 are required to have an authorized form of identification on their person at all times while on Bellows AFS property.
Please read information on the REAL ID Act.
|SPONSORING FOREIGN NATIONALS
E-mail to Security Forces at:
SUBJECT: Foreign National Guest Request
(Please allow up to 2 – 3 duty days for a response.)
May I have a Special Function at my cabin or condo?
Due to fire code restrictions Special Functions Agreements for events in the cabin and condo areas will not be accepted. You must rent a facility for your special function.
May I have My wedding at Bellows?
Weddings are NOT allowed unless renting a facility for the ceremony and must be conducted near your function.
Once you have selected a site for your next celebration, a few more steps are necessary to finalize your event. Special Function Agreements are authorized for the following areas: Bldg. 220/Conference Room, Turtle Cove Deck, Group Campsites, Mini Golf Pavilion and Beach Pavilions. The following must be completed and submitted no later than five (5) duty days prior to your event. Failure to submit a Special Function Agreement and excel Guest List within the five (5) duty days will result in denial of Guest List issuance.
1. SPECIAL EVENT PROGRAM MEMORANDUM
Please review the Special Function Program Memorandum.
2. RENTAL AGREEMENTS
Fill out the form for the type of facility you are renting.
a. Submit a Special Function Agreement IN PERSON at Security Forces BDOC at Bldg. 220. Your reservation WILL NOT be accepted until the Special Functions Agreement is accepted.
Submit a completed Group Campsite Form to Reservations (Front Desk) for Group Campsite rentals NO LATER THAN fourteen (14) days prior to event.
Submit a completed Conference Room Rental Agreement Form to Reservations (Front Desk) for Conference Room rentals NO LATER THAN fourteen (14) days prior to event.
3. GUEST LIST
Email a completed Guest List to Security Forces NO LATER THAN 5 days prior to your event. ALL information is required for guests ages 16 and older. Note: File is an Excel spreadsheet; right click and "Save Link As" (Mac) or "Save Target As" (PC). Please note you MUST have Microsoft Office installed to view the Excel file.
For all Special Function Event guest listings, please submit the excel guest list to:
SUBJECT: Event Guest List
BEACH PAVILION APPROVAL (100 or more guests)
To gain APPROVAL of large events for Beach Pavilion rentals, please provide all information to:
SUBJECT: Request for Beach Pavilions with 100 or More Guests