Admin

REGISTER YOUR SPECIAL  EVENT BY CLICKING THE IMAGE BELOW

Register Here button
The Special Event Form is now CLOSED for all Special Events prior to June 1st.

The 2022-23 Special Event Form will open more than 30 days prior to the beginning of the school year. 
   

Doc SE Steps and Approval Process
Review NEW Steps to Holding and obtaining Approval for your Special Event.

Doc Special Event Compliance Guide
Certain restrictions or criteria apply to activities at your event.  The event Sponsor and School should adhere to these rules.

Image Checklist
Proof of Insurance to Participate in Event - Examples of Acceptable Certificates of Insurance (COI)

IMPORTANT:
School Events require approval through the Special Event Process.
The required submission time for approval is 30 days in advance. 
The Special Event Form is now closed for all Special Events prior to June 1, 2022. 


*If you have questions regarding the Special Event Form being closed for May events, please contact Sr. Manager Joshua Niesman at 407-317-3200 Ext. 2002656 or email [email protected]

*If you are trying to obtain approval for an OCPS Sponsored Summer Camp or Program, please complete the

2022 OCPS Summer Camps & Programs Survey 

WHAT is considered a Special Event? Any activity or event that is not an in-class curriculum-related activity is considered a Special Event.  These activities and events may involve students only tor the surrounding community, where the school or its PTA/PTO/PTSA, club, booster, sports team, etc. are being encouraged or supported.


WHY do I have to register my Special Event with Risk Management
? Risk Management monitors Special Events to reduce the liability to the District ensuring vendors are adequately insured by obtaining proof insurance. Registering your activity or event will help Risk Management determine whether the insurance obligations fall on OCPS, third parties, sponsors, or participants. Additionally, the OCPS Office of the Fire Marshall requires onsite inspections and permits for certain activities.

WHY do I have to obtain permission/approval to hold an activity or event? The safety of our students, employees, and visitors is the utmost importance. Therefore, we must ensure that your event is held in a proper and safe manner. There are certain criteria that must be met to be allowed on OCPS property.

WHY is a Permit required for certain Special Events? OCPS must comply with certain Building Codes, Fire Codes, and other laws or regulations for all activities held on OCPS property. The OCPS Office of the Fire Marshal is the “Authority Having Jurisdiction” overall OCPS locations, including schools. A permit shall be obtained from the governing jurisdiction for certain activities or events.

FACILITY USE  versus SPECIAL EVENT
:

Facility Use: A Facility Use Agreement applies when a third party wants to use school property for their own purpose. This is typically when a church, athletic league, scouts, or other outside party is planning an activity where the use of the school facility is useful for their purpose or possible benefit to the community, but has no direct impact on the school or its students. For more information about this process and whether it applies, please refer to Facilities Use.

Special Event: If the PTA, PTO, Booster, school, or other group is using the school facility for fundraising purposes or to promote the school or students, then follow the Best Practices for Special Event Request and register your event today. Other activities that apply to Special Event Request process include:

a)    a) Homecoming activities

b)    b) Theatre performances

c)    c) Third-party concessions on property

d)    d) Other promotions or activities held at schools or other OCPS facilities
 e) Some off-property activities involving students or employees (excluding field trips).

 

Schools or Facilities should NOT allow an event be held on OCPS property without a Facility use agreement OR approval from OCPS Risk Management.

RM Intranet button

Questions? 

Call 407-317-3296 or email
[email protected]