USAFA EVENT INFORMATION
In addition to strategic planning and USAFA Plans management, the division plans, coordinates and executes prestigious special events including Parents' Weekend and Graduation. The division also reviews and approves requests from outside organizations for events to be held at the Academy, including sporting events, private organization events and large-scale visits.
USAFA SPECIAL EVENTS
Parents' Weekend is an annual event held during Labor Day weekend in which families and friends of cadets visit their cadets to become familiar with the objectives and facilities of USAFA. Guests may attend classes with their cadets, hear the perspectives of Academy life from senior leadership, observe a cadet wing parade, watch a football game, and attend various other activities as desired. Typically, more than 8,000 people visit USAFA during this weekend. Printable Parents' Weekend Schedule of Events
Graduation, which takes place at Falcon Stadium on Wednesday following Memorial Day Weekend, culminates a week of special events designed to honor the graduating class. Graduation Week begins Thursday before graduation and ends with the Thunderbird demonstration following the Graduation Ceremony on the following Wednesday. Highlights of Graduation Week include parades, ceremonies, banquets and dances. Past commencement speakers include the President of the US, the Vice President, the Secretary of Defense, the Chairman of the Joint Chiefs of Staff, the Secretary of the Air Force and the Chief of Staff of the Air Force. Printable Graduation Schedule of Events
Other events coordinated by this office include:
USAFA EVENT APPROVAL PROGRAM:
The Plans Division maintains a log of all requests for events to be held at USAFA. All off-base event requestors must have a USAFA sponsor who can assist them in coordinating their event. The project officers will coordinate these events with the base organizations involved and ensure the event is on the master calendar (managed by the HQ USAFA/CV). The sponsor should send the event approval form to the requestor to complete and return to HQ USAFA/XPP no later than 90 days prior to the event date. All blocks on the form must be completed to include providing an agenda and information regarding security and safety plans for the event. Event requests must be sent to usafa.events@usafa.edu.
Events requiring committee approval are primarily events sponsored by off-base organizations. USAFA-hosted meetings or events that are a normal function of the organization's work, such as official visits worked by Protocol or periodic social events sponsored by a USAFA organization, such as a dining-in, do not have to be approved by the committee. In addition, small meetings or conferences held at the Officers' Club and attended by military or DOD ID card holders are not considered events and need only be coordinated with the Club. This is also the case for small meetings held at the Falcon Stadium Press Box. If you have any doubt whether the event must be submitted to the committee or have any questions about the approval process, please call 333-3451 or send an email to usafa.events@usafa.edu.
Event requests are submitted to a committee consisting of members from every major organization on the base, and are reviewed and approved once a month. Event requests must be submitted no later than 90 days prior to the beginning of the event. After the committee meets, the requestor will be contacted with an event tracking number indicating whether the event was approved. Requestors are cautioned not to obligate funds until they receive approval. Requestors are cautioned not to obligate funds until they receive approval. Due to contract limitations, changes in security or conflicts with other scheduled activities, not all events and/or event support can be approved.
The event approval form is completed for event approval information only. Approval of the event does not constitute approval or scheduling of the support requested on the form. For non-USAFA sponsored events, support requested from USAFA, if available, must be requested by the USAFA sponsor from the appropriate agency using the required forms (e.g., DD Form 833 or USAFA Form 79 for audiovisual or public address support).. Transportation, civil engineering and communications support are generally not available for non-military events held at the Academy. Due to funding/contract restrictions for the USAF Academy, some or all support costs associated with the requested event may be the responsibility of requesting organization for funding/reimbursement.
