WHAT is considered a Special Event?
Any activity or event that is not a STANDARD in-class curriculum-related activity is considered a Special Event. These activities and events may involve students only or the surrounding community, where the school or its PT(A/O/SA/SO), 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) Theatre performances
c) Third-party concessions on property
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.
Questions?
Call 407-317-3296 or email
[email protected]