Please keep in mind that although your event may be eligible for support we may simply not be able to support it. With an increasingly high operations tempo and limited resources to meet our training and operational commitments we are required to take a hard look at all of our requests. So, understand that if we deny your request even though it may technically be eligible for support, we are not questioning the worthiness of the event, but rather enforcing Department of Defense and Marine Corps policy to preserve the operational and training requirements of our aerial units and to practice the prudent stewardship of taxpayer-financed resources.
1. The Marine Corps’ support of aerial events shall normally be at no additional cost to the Government. The Request for Military Aerial Support, DD Form 2535, will be utilized to determine the ability and willingness of the sponsors, military or civilian, to defray costs of military participation. Expenses incurred by sponsors include the following:
a. Meals consumed by participants when required to be away from station during normal meal hours, to include meals en route to distant locations.
b. Lodging costs when overnight billeting is required. It is the responsibility of the sponsor to locate and reserve billeting, whether in military or civilian facilities.
c. Local transportation between event site and billeting location and, for persons traveling by aircraft, transportation to and from the airport.
2. Although monetary reimbursement for participants in the amount equivalent to the per diem rate in the area of the event is preferred, sponsors may defray these expenses in kind by arranging for group rates at hotels, buffet-type feeding and courtesy transportation. Supporting commands must determine in advance of the event that the exact details of the sponsor’s logistical support is understood and mutually agreeable.
3. Marines participating in events away from their home station will be issued permissive travel orders. In the unlikely event that sponsors renege on their commitments to adequately defray expenses, Marines who participate in public events away from their home station are encouraged to carry sufficient cash to pay for their own meals and lodging, if required. Additionally, if transportation delays necessitate additional nights lodging and added meals, the sponsors cannot be expected to fund for these unforeseen expenses. Headquarters Marine Corps will make a reasonable effort to determine that sponsors understand their obligations to provide support prior to authorizing commands to participate in events outside their community relations area of responsibility. If Marines are forced to pay out-of-pocket expenses through no fault of their own, a claim for reimbursement may be submitted to the CMC (PAC) stating the circumstances that justify reimbursement and the nature and amount of costs incurred.
4. There is no requirement for sponsors to reimburse the supporting unit for fuel consumed; however, if fuel cannot be obtained at military contract prices at the site of the event, the sponsor must pay all costs, including transportation and handling, if necessary, over military contract prices. Pilots will make every effort to lessen the financial burden on the sponsor by purchasing minimum fuel from non-contract vendors. Use the closest military installation for fueling before arrival and after departure from the event site when feasible.
5. Additional support required from the sponsors before the aerial demonstrations can be approved may include the following:
a. A recent aerial photograph, taken vertically from an altitude of 5,000 feet or higher.
b. An ambulance and a doctor on the site during flight, parachute and rappelling/SPIE demonstrations and certain other aerial activities as determined in advance.
c. Mobile fire fighting, crash and ground-to-air communications equipment at the demonstration site.
d. Security for aircraft during their stay.
6. Sponsors are required to obtain an FAA waiver for any public demonstration by military aircraft or parachutists. The final authorization for such demonstrations hinges upon the sponsor securing this waiver far enough in advance to permit adequate planning (normally no later than 60 days prior to the event). No waiver is required for static displays, but helicopters landing at areas other than operating airports for static displays may require advance FAA clearance.