1. Application to the program.

    Anyone interested in touring for our troops and family members overseas must apply online by uploading an electronic press kit, which includes the following items: biography, photographs, mp3s, video, and corresponding background material. A letter informing the applicant of acceptance/non-acceptance will be emailed once the materials are thoroughly reviewed and evaluated. If selected, the application will be placed on file until an opportunity arises for a tour.

  2. Recruitment of entertainer(s).

    Once it is determined what type of entertainment is needed, circuit managers identify possible artists for the tour and advise regional coordinators to develop a tour schedule. The circuit managers then contact the entertainer or their agent to confirm availability/interest in touring.

  3. Contract process.

    When an entertainer(s)/agent agrees with the proposed tour and dates, the circuit manager explains in detail the tour procedures, finances, tour documents that will be required and initiates an Independent Government Estimate (IGE), which produces the proposal. The proposal is forwarded to the entertainer(s)/agent and identifies the honorarium and other expenses AFE is willing to pay for the tour. The entertainer(s)/agent signs and returns the proposal to the circuit manager. Concurrently, the circuit manager forwards a “Rules of Engagement” letter to the entertainer(s)/agent for review and signature.

  4. Tour documents.

    Upon receipt of the signed proposal, circuit managers forward the following documents to be completed by the entertainer(s)/agent:
    • Personal Information Form (PIN) – Required for travel orders, flight arrangements, theater/country clearances, immunization and passport authorizations.
    • Equipment List – Identifies excess equipment by size and weight for estimates on excess baggage costs and if applicable, preparation of a carnet necessary for travel to the Mediterranean.
    • Armed Forces Entertainment trademark logo – May be posted on artists website and/or other promotional material artists may include for distribution to service members.
    • Rules of Engagement Letter – Outlines expectations, rules and procedures of touring with Armed Forces Entertainment. Each artist participating in the tour must review, sign and return a copy of the letter to the circuit manager.
    • Immunization Authorization Letters – Allows tour members to obtain immunizations at military installations and/or a private physician office if there is no military installation within a radius of 50 miles.
    • Talent Release Form – Allows Armed Forces Entertainment to photograph or video/record portions of the performances to help promote the professional entertainment services.
    • Publicity Questionnaire – Entertainers are asked to complete the questionnaire to facilitate promotion of the artists and performances through various forms of media.
    • Electronic Payment Agreement (EFT) – Entertainer(s)/agent must complete and provide to the circuit manager for financial processing of advances and final reimbursements.
    • No-Fee Passport Authorization Letters – Entertainer(s) are highly encouraged to obtain personal passports. Only in extreme cases will no-fee passports be arranged and issued.

  5. Passenger/equipment transportation arrangements.

    Circuit managers will arrange for the issue of commercial air transportation for both group members and equipment.

  6. Tour package preparation.

    Approximately 7 – 14 days prior to entertainer’s departure, circuit managers prepare the tour package which contains the following documents:
    • Travel Orders
    • Airline tickets and MCOs (Miscellaneous charge orders) for excess baggage including information on airline procedures.
    • Tour Evaluation forms
    • Damage claim forms
    • Country clearance messages (if applicable)
    • Itinerary and point of contact list
    • Geneva Convention cards (if applicable)

    After final inspection, package will be mailed via FedEx to the designated recipient.

  7. Post tour.
    Within 30 days after tour end date the group must submit receipts for all authorized reimbursable items, to include lodging receipts. Receipts will be reconciled against the appropriate amount of advance provided to the group. We ask the tour groups to complete a tour evaluation for each of the sites visited. This allows us to measure how we are meeting expectations as well as feedback for process improvements.