CBP Form 101 – ATC Event Application

Jurisdiction: Country: USA | Province or State: Federal

What is a CBP Form 101 – ATC Event Application?

CBP Form 101 is the official request form to host, conduct, or support an event at the Advanced Training Center (ATC). You use it to secure time, space, and support on the ATC campus. The form captures your event’s purpose, dates, attendees, logistics, and special needs. It routes your request for review, vetting, and facility scheduling.

Who typically uses this form? Training managers, program leads, event planners, and instructors across federal law enforcement. Many events involve interagency partners. State and local partners may also apply when a federal unit sponsors the event. Contractors and vendors occasionally use the form when they support a government-led event and have a government sponsor. Private groups without a government sponsor rarely qualify.

Why would you need this form? You need it to reserve facility space and services at ATC. That includes classrooms, briefing rooms, simulation spaces, ranges, and lodging. You also need it to arrange security vetting and campus access for attendees. The form allows ATC to plan staffing, technology, and safety coverage. Without an approved application, your event will not appear on the campus schedule. You cannot bring equipment or attendees on site without approval.

Typical usage scenarios span training and operational support. You might run a one-week course with classroom and range days. You might host a leadership summit with 100 attendees and hybrid video access. You might plan a tabletop exercise that needs secure rooms and controlled communications. You may schedule a graduation event that includes family guests on campus. You could plan a vendor-supported demo under government sponsorship. In each case, the application is the gateway. It aligns your needs with campus capacity, security, and mission priorities.

When Would You Use a CBP Form 101 – ATC Event Application?

You use this form any time you want ATC to host or support an in-person or hybrid event on campus. That includes small seminars, multi-day classes, and large conferences. If you want any ATC resource beyond a simple visitor meeting, assume you need the form. That includes space, lodging, network access, audiovisual support, and safety coverage.

Consider a training manager who needs a classroom for 30 students for four days. They also need a breakout room, projector, and network access for student laptops. They submit the form to secure rooms, equipment, and access badges. A program lead wants to host a two-day leadership workshop with speakers and remote participants. They request a large briefing room, VTC support, and recording. The application ensures the room, technicians, and equipment are reserved and staffed.

An instructor plans a scenario-based exercise that uses simulation houses and outdoor areas. They request training spaces, safety officers, and props approval. A field office schedules a graduation with 200 guests, some of whom are not issued credentials. The application addresses visitor vetting, parking, seating, and public affairs coordination. A federal partner agency wants to hold a joint course on campus with ATC support. They submit the form with a sponsoring point of contact and funding details. A contractor supports a government class with a technology demonstration. The sponsor submits the application and includes vendor details for access and equipment screening.

Timing matters. Use the form well before your desired dates. Larger events need more lead time due to security, staffing, and lodging. Submit earlier if you need special spaces, foreign national attendance, weapons handling, or live training support. The form is also used when your event shifts dates or scope. You amend your approved application to reflect any changes that affect security, space, or support.

If your event is entirely off campus, you do not use this form. If your meeting is a short, internal visit with no facility or support needs, contact your ATC liaison for guidance. When in doubt, ask. It is safer to apply than to arrive without approval.

Legal Characteristics of the CBP Form 101 – ATC Event Application

This form is an official government application. It is not a contract in the commercial sense. However, it creates obligations once approved. Your approval letter or confirmation will state the terms of use. Those terms include facility rules, access conditions, and cost or reimbursement requirements if any. When you sign the application, you certify the information is true and complete. False statements can carry serious consequences under federal law. You also agree to follow ATC policies while on campus.

Enforceability flows from the agency’s authority to manage its facilities and mission. When you sign, you bind your organization to comply with stated conditions. These conditions can cover safety, security, logistics, and use of government resources. Violations can lead to denial of access, revocation of approval, or removal from the facility. If your event causes damage or creates a safety risk, you can be held accountable under applicable policy.

The form often includes a privacy notice. You may need to provide names and contact details for all attendees. The agency uses this data for identity verification, access control, and safety. The information is protected, but it is still part of a government record. You should collect only what is necessary and ensure it is accurate. Share the required privacy notice with your attendees if the form instructs you to do so.

There are other legal considerations you should plan for. Foreign national attendance triggers extra review and may face limits. Some training props, communications devices, and media equipment need written approval. Recording on campus is restricted. You may not display sensitive information in public spaces. You must follow all firearms, ammunition, and training aid rules. If your event has high-risk activities, expect added safety controls. That can include risk assessments, medical coverage, and participant acknowledgments.

Cost and funding terms may apply. Some events are mission-funded and non-reimbursable to the facility. Others require reimbursement for lodging, meals, or support services. If the form asks for a funding document or cost center, that requirement is binding upon approval. Cancellations close to the event date may carry fees or resource impacts. Read the confirmation carefully. Your approvals and commitments on the form help ensure clarity and reduce disputes.

How to Fill Out a CBP Form 101 – ATC Event Application

You want a smooth approval. Start by planning your event. Confirm who sponsors the request and who will attend. Draft a realistic agenda. Identify the rooms and services you need. Estimate your headcount with a cushion. The more precise your plan, the faster the review.

Step 1: Confirm sponsorship and eligibility

• Identify the sponsoring office and the event lead. If you are an external partner, secure a federal sponsor. The sponsor typically submits or co-signs the application.
• Check that your event aligns with training or mission needs. The campus prioritizes mission events during peak periods.

Step 2: Gather core details

• Event title, objective, and desired outcomes.
• Preferred dates and times, including setup and teardown.
• Expected number of attendees and their affiliations.
• Any special conditions such as foreign national attendance, weapons handling, or medical support.

Step 3: Complete the applicant and sponsor section

• Enter your organization name, division, and physical address.
• Provide the event lead’s name, title, phone, and email.
• List an alternate point of contact who can make decisions.
• Include the sponsoring official’s name and contact if the sponsor differs from the applicant.

Example: “Office of Training, Use of Force Branch. Event Lead: Alex Rivera, Training Manager, 555-555-0101, alex.rivera@agency.gov. Alternate: Jordan Lee, 555-555-0102.”

Step 4: Describe the event

• Write a clear, concise purpose statement. Explain why ATC is the right venue.
• Note if the event is training, a conference, an exercise, a ceremony, or a meeting.
• State any classification or control level. If unclassified, say so.
• Identify outcomes you will measure, such as completed certifications or hours earned.

Example: “Three-day Defensive Tactics Instructor Recertification. Unclassified. Outcome: 24 students requalified; 24 training hours recorded.”

Step 5: Provide dates and schedule

• Enter start and end dates and daily hours.
• Include setup and teardown windows.
• Attach a draft agenda showing blocks, breaks, and required spaces.
• If you have flexible dates, list alternatives for scheduling.

Example: “Preferred: Oct 7–10, 0800–1700. Setup Oct 6, 1300–1700. Teardown Oct 10, 1700–1900. Alternate: Oct 21–24.”

Step 6: Detail attendees

• Provide the number of attendees by category: agency employees, other federal, state/local, and contractors.
• Note any VIPs or speakers and their roles.
• State if any attendees are non-U.S. citizens. Identify countries without listing names at this stage if not requested.
• Plan to submit a roster with full names, DOB, and contact details before the event. Follow the form’s roster format.

Example: “Total 42. Federal 30, state/local 10, contractors 2. Two VIP speakers on Day 1.”

Step 7: Request facilities and room layouts

• List the types of rooms you need: classrooms, auditorium, breakout rooms, simulation spaces, or outdoor areas.
• Specify room capacity and preferred layouts: classroom, U-shape, pods, or theater.
• If you need special spaces such as ranges or training houses, describe the training tasks.
• Include any accessibility needs for attendees.

Example: “One classroom for 30 in pods of five. One breakout room for 12 in U-shape. Simulation house on Day 2, 1300–1700.”

Step 8: Identify audiovisual and IT needs

• Request projectors, screens, microphones, cameras, and VTC.
• State if you need audio recording or web streaming.
• Ask for wired or wireless network access for instructors and students.
• Note if you will connect non-government devices. Some devices may be restricted.

Example: “Instructor laptop HDMI. Two handheld mics. VTC for remote speaker on Day 1. Guest Wi-Fi for 30 devices.”

Step 9: Plan security and access

• Indicate the highest sensitivity of material and any need for controlled access.
• Identify any controlled items you plan to bring, such as comms gear or training aids.
• If the event involves firearms or inert training weapons, request approval and outline safety procedures.
• Note any photography or media requests. Many areas restrict recording.

Example: “Inert training knives and batons. No live weapons in classrooms. Safety officer present. No photography.”

Step 10: Address safety and medical support

• Describe the physical demands and risks. Include PPE requirements.
• Identify the instructor-to-student ratio for high-risk blocks.
• State the nearest medical support plan and emergency contacts.
• Attach a risk assessment if the form calls for it.

Example: “Defensive tactics drills. Mouthguards and forearm guards required. Ratio 1:6. On-site first aid kit and AED identified.”

Step 11: Lodging and meals

• Request on-campus lodging if needed. Provide check-in and check-out dates.
• Estimate the number of rooms and identify any gender or accessibility considerations.
• Clarify payment method for lodging and meals. Indicate if attendees self-pay or if your office funds centrally.
• Note any dietary restrictions for catered events.

Example: “Lodging for 26 from Oct 6–10. Central billing to cost code provided. Boxed lunches for 40 on Days 1–3.”

Step 12: Transportation and parking

• List the number of government and personal vehicles.
• Provide bus or shuttle needs if moving groups between areas.
• Identify any oversized vehicle support or loading dock needs.
• Confirm arrival windows to coordinate gate access.

Example: “Two 15-passenger vans and one box truck for training props. Arrival Oct 6, 1400.”

Step 13: Budget and funding information

• State whether the event is agency-funded or reimbursable.
• Provide the required cost codes or interagency funding document details if requested.
• Note any anticipated charges: lodging, meals, specialized equipment, or technician support.
• Include a billing point of contact.

Example: “Reimbursable event. Funding document attached. Billing POC: Casey Nguyen, 555-555-0103.”

Step 14: Staffing and support

• Request on-site support such as range staff, safety officers, or AV technicians.
• Estimate hours per day for each support role.
• Identify the instructor team and their credentials, if required.

Example: “AV tech support Day 1, 0800–1200. Range staff Day 3, 0800–1600.”

Step 15: Terms, conditions, and acknowledgments

• Read the facility rules and policies attached to the form.
• Confirm you understand cancellation timelines and any cost impacts.
• Acknowledge restrictions on recording, equipment, and sensitive material.
• Agree to follow safety directives and campus instructions.

Step 16: Attach required documents

• Draft agenda with room assignments and timing.
• Attendee roster template or sample, per instructions.
• Risk assessment or safety plan for high-risk activities.
• Speaker bios if requested for vetting.
• Any required funding or authorization documents.

Step 17: Signatures and authority

• The event lead signs and dates the application. Type your name and title.
• The sponsoring official signs. This confirms organizational support and accountability.
• If your office requires supervisor approval, include that signature as well.
• Use digital signatures if the form allows. Ensure the signer has the authority to commit the organization.

Step 18: Submission and timelines

• Submit the application within the stated lead times. Larger events require more notice.
• If you propose multiple dates, list them in order of preference.
• Keep a copy of the submitted form and attachments.
• Expect follow-up questions. Respond quickly to avoid delays.

Step 19: Post-submission actions

• Monitor email for conditional approval or requests for clarification.
• Provide final rosters by the deadline. Update any changes promptly.
• Share arrival instructions and campus rules with all attendees.
• Confirm room assignments, AV checks, and lodging confirmations one week out.
• Schedule a final coordination call if the event is complex.

Practical tips to avoid delays

• Be accurate with attendee numbers. Underestimating can block needed space. Overestimating can cause denials during peak periods.
• Avoid last-minute changes. Changes to dates, headcount, or sensitive content can reset approvals.
• Do not bring unapproved equipment. Coordinate all comms gear, drones, and media devices through the form.
• Align your agenda with safety coverage. High-risk blocks must match approved staffing.
• Lock in funding details early. Incomplete funding data can hold your application.

Real-world examples

• A training unit planned a 40-student class and requested one classroom. Their final roster grew to 54. ATC could not expand the room. The class split and required extra staffing. Early notice would have allowed a larger space. Build a reasonable buffer when you apply.
• A joint exercise included foreign national observers. The sponsor flagged this in the application. Extra time allowed vetting and a tailored agenda. The event stayed on schedule. If they had waited, approval might have been denied.
• A vendor planned to demonstrate a new camera. The sponsor listed the device in the application and requested approval. The equipment cleared review, and the demo ran smoothly. Unlisted devices could have been denied at the gate.

Common mistakes to avoid

• Leaving the purpose vague. A clear objective helps schedulers prioritize and assign the right space.
• Forgetting setup time. Rooms often turn over quickly. Build setup and teardown into your request.
• Skipping the safety plan. If any activity is physical or tactical, submit a risk summary at minimum.
• Ignoring accessibility. Ask attendees early about accommodations and reflect that in the form.

What happens after approval

You will receive an approval notice with terms. It will confirm dates, rooms, and approved support. It may include conditions on access, equipment, and safety. Share the notice with your team. Confirm you can meet any listed deadlines, such as roster submissions. If you cannot, notify ATC immediately. Unmet conditions can lead to cancellation.

If your event is waitlisted, you may be offered alternate dates or a scaled configuration. Respond quickly to hold your place. If your event is denied, the notice will give a reason. Common reasons include lack of space, insufficient lead time, or misalignment with mission priorities. You can revise and resubmit if your sponsor supports it.

Final checks before arrival

• Verify all approvals, including special items like training aids and recording.
• Ensure attendees have government-issued ID and any required visitor paperwork.
• Print the agenda and room assignments for instructors and staff.
• Bring backups for presentation files and cables. Arrange a test run if possible.
• Remind attendees about campus rules: badges visible, no prohibited items, and follow safety directions.

By approaching the application as a complete event plan, you set yourself up for success. Provide clear information, respect timelines, and align with campus rules. The result is a safe, well-supported event that meets your objectives and respects the facility’s mission.

Legal Terms You Might Encounter

Applicant means the person who fills out the form and takes responsibility for accuracy. In practice, that is you or your designated planner. You provide the event facts, contacts, and required attachments.

Sponsor refers to the CBP office or program that supports the event. The sponsor confirms the event purpose and alignment with mission needs. On the form, you identify the sponsor and their approving official.

Point of Contact (POC) is the primary person for questions. You list at least one operational POC and one logistics POC. These names must include phone and email. CBP staff will use them to resolve conflicts and arrange support.

Attendee Roster is the list of all participants. It typically includes full names, affiliations, citizenship, and contact details. The roster supports access control, badging, and security vetting. You attach it or enter it into the form.

Foreign National means a person who is not a U.S. citizen or U.S. national. Foreign nationals often require added lead time and escort rules. On the form, you mark any foreign national attendees and provide details.

CUI (Controlled Unclassified Information) covers sensitive but unclassified data. Examples include law enforcement sensitive data and PII. The form asks if your event will involve CUI. You state what will be shared and how you will protect it.

PII (Personally Identifiable Information) is data that can identify a person. Examples include full name with date of birth or government ID number. If you submit an attendee roster, treat it as PII. The form may ask how you will handle and transmit PII.

Access Credential refers to the badge or card used to enter the facility. Examples include a government PIV card or a visitor badge. The form may ask which credentials attendees will present. It may also ask if escorts are required.

Escort Requirement is a condition placed on certain visitors. It applies if an attendee lacks pre-clearance, required ID, or specific privileges. On the form, you note who needs an escort and who will escort them.

Support Services are resources requested for the event. These often include rooms, AV, IT, training aids, transport, and lodging. The form asks you to specify each need with dates and quantities. Clear requests help resource planning and cost estimates.

Rules of Behavior are the conditions for using government networks and systems. You agree to them when requesting IT support or accounts. The form may require you to acknowledge these rules if you need network access.

Waiver means a written approval to deviate from a standard rule. Examples include a noise waiver, an after-hours access waiver, or a photography waiver. The form may ask if your event needs any waiver and why.

FAQs

Do you need to submit the ATC Event Application by a certain deadline?

Plan ahead. Submit the form as early as possible. A 45–60 day lead time is a good target for standard events. Complex events, foreign national attendance, or special equipment may need 60–90 days. Short-notice submissions are possible but risky. Space, security vetting, and resources are limited. Late submissions face higher denial rates.

Do you need a sponsor to host an event?

Yes. You should identify a CBP sponsor office and an approving official. The sponsor confirms the event’s purpose and supports any required coordination. Without a sponsor, the application may be delayed or rejected. Confirm your sponsor’s approval before you submit.

Do you need to list every attendee on the form?

Yes. Provide a full attendee roster. Include full names, organizations, and citizenship for each person. Add contact information for at least the group leads. If you miss names, those attendees may be denied entry. If the roster changes, file an update as soon as you know.

Do you need to include foreign nationals on the roster?

Yes. Identify each foreign national clearly. Provide requested details for vetting. Expect longer processing timelines. Some events may have limits or added escort rules. Do not invite foreign nationals without confirming their eligibility and timing.

Do you need to request AV or IT support in advance?

Yes. List all AV and IT needs in the application. Include hardware, software, network access, conferencing, and recording. Note any special formats or security requirements. Late requests are hard to meet. Unlisted needs may be denied due to capacity or security.

Do you need to arrange lodging and transportation through the form?

It depends on the facility and your event plan. The form allows you to request support or note that you will self-arrange. If you request government support, provide exact dates, numbers, and special needs. Confirm who pays for what. Without details, you may not receive the support you expect.

Do you need a risk assessment or safety plan?

If your event involves practical training, specialized equipment, or outdoor activity, you likely do. Use the form to attach safety plans and risk controls. Include medical support, PPE, instructors, and emergency procedures. Missing safety documentation delays approval.

Do you need to update the form if anything changes?

Yes. Submit amendments for roster changes, schedule shifts, room counts, or support needs. Do not wait. Even small changes affect security, logistics, and staffing. Late changes may trigger new reviews or loss of space.

Checklist: Before, During, and After

Before signing

• Confirm sponsor and approving official.
• Set event dates, daily schedule, and room needs.
• Draft the event agenda with time blocks.
• Compile a complete attendee roster with citizenship.
• Flag foreign nationals and gather required details.
• Confirm who needs escorts and who will escort.
• Identify presenters and instructors with bios if required.
• List AV needs: microphones, displays, recording, conferencing.
• List IT needs: accounts, network access, software, media.
• Define data sensitivity: PII, CUI, and handling controls.
• Prepare safety plan for practical training, if applicable.
• Estimate headcounts for each day and room.
• Request support services: lodging, transport, training aids.
• Confirm catering rules. Note any food delivery requirements.
• Identify prohibited items and align your plan.
• Assign on-site POCs with phone numbers.
• Prepare attachments: roster, agenda, safety plan, diagrams.
• Verify funding arrangements and any cost approvals.
• Check lead time versus event complexity.

During signing

• Verify event title, purpose, and sponsor alignment.
• Confirm primary and alternate POCs with contacts.
• Check date and time accuracy, including setup and teardown.
• Validate room capacities against your headcount.
• Confirm AV and IT requests are specific and complete.
• Mark any foreign nationals and escort requirements.
• Review PII and CUI entries for detail and safeguards.
• Attach all required documents in correct formats.
• Certify that information is accurate and current.
• Obtain sponsor or approving official signature if required.

After signing

• Submit the form through the required channel.
• Note your confirmation number and submission date.
• Calendar follow-up dates for status checks.
• Respond quickly to requests for more information.
• Distribute provisional details to your team as “pending.”
• Track approvals for rooms, AV, IT, security, and waivers.
• Deliver attendee changes as formal amendments.
• Lock final roster by the stated deadline.
• Share entry instructions and prohibited items with attendees.
• Send parking, shuttle, and check-in procedures to all.
• Schedule a pre-event coordination call with facility staff.
• Print or securely store a copy of the approved form.
• Retain records according to your retention policy.

Common Mistakes to Avoid

Submitting without a complete roster

Consequence: Delays, denied access, or last-minute rescreens. Don’t forget to include every attendee and update changes fast.

Understating AV and IT needs

Consequence: Poor sound, missing connectivity, or data risk. Don’t forget to list exact devices, software versions, and accounts.

Ignoring foreign national lead times

Consequence: Vetting delays and denied access on arrival. Don’t forget to mark foreign nationals and submit early.

Skipping safety or risk details for practical activities

Consequence: Application hold or cancellation. Don’t forget to attach a safety plan, PPE list, and medical support.

Leaving escort plans undefined

Consequence: Visitors stuck at the gate or noncompliance. Don’t forget to assign escorts and confirm availability and ratios.

What to Do After Filling Out the Form

• Submit the application through the designated intake path. Use the correct email, portal, or handoff as required. Capture proof of submission and the timestamp.
• Wait for acknowledgment. You should receive a confirmation or tracking number. If you do not receive one, follow up within a few business days. Keep your sponsor informed.
• Respond to requests for clarification. These may cover rosters, foreign nationals, AV details, IT security, or safety. Answer in writing and keep a record of each response.
• Monitor approvals by category. Track rooms and schedule, AV/IT support, security vetting, and any waivers. Flag any partial approvals and adjust plans if needed.
  Lock the attendee roster by the deadline. After the deadline, changes may be denied. If a change is critical, submit an amendment with a clear justification.
• Issue access instructions to attendees. Include entry points, ID requirements, prohibited items, and escort expectations. Share the daily schedule and contact numbers for POCs.
• Coordinate materials and shipments. If you plan to ship materials, confirm delivery windows and labeling rules. Do not ship restricted items without approval.
• Track shipments end to end.
• Complete pre-event checks. Hold a final call with facility staff. Confirm room layouts, AV tests, IT accounts, and signage. Verify emergency procedures and muster points.
• Manage on-site check-in. Bring the final approved roster. Ensure escorts meet visitors at the correct location. Keep POCs reachable by phone.
• Report changes or incidents. If an issue occurs, notify the appropriate contact immediately. Document actions and resolutions.
• Close out after the event. Return badges and equipment. Remove materials and trash. Provide any required after-action notes or attendance reports.
• File records. Store the approved form, rosters, and any amendments. Follow your records schedule. Protect PII and CUI in storage and disposal.
• Plan amendments as needed. If you need to reschedule or expand the event, submit a new application or amendment. Explain what changed and why. Reference the original tracking number.