PTA Event Questionnaire

Event During School Hours

Please Note: This event submission will NOT be registered with Risk Management at this time.

All events taking place DURING SCHOOL HOURS must be submitted by a school administrator or designee on a separate Special Events registration form located within the OCPS Risk Management INTRANET web page which is ONLY accessible to active OCPS employees.

Please contact a school administrator to schedule your event at the hosting school.

May Require Additional Approval

OCPS must comply with the Florida Fire Prevention Code and other laws/regulations for all activities on campus; according to the answers provided, approval from the Office of Fire Marshal (OFM) or Office of Safety. OFM may need to conduct an inspection.

Sponsor Type*

Select

Not a PTA Organization or Booster Club Event

This event registration form is for PT(A,O,SA,SO) organizations and Booster Clubs ONLY.

Please contact and inform a school administrator at the school you wish to host your event prior to scheduling your event.

You will be required to submit a Facilities Use reservation request via Facilitron to obtain a Permit/Reservation Number and sign a Facilities Use Agreement.

PT(A/O/SA/SO) or Booster Events

The organizing group MUST have a Certificate of Insurance (COI) naming the School Board of Orange County as Certificate Holder and Additional Insured on file with Risk Management prior to the date of the event.

CLICK HERE to review the COI requirements as set forth by the School Board.

Schools are NOT allowed to register after-hour events with Risk Management or reserve through Facilitron on behalf of the PT(A/O/SA/SO) or Booster Clubs.

File Upload

Upload a copy of your current Certificate of Liability Insurance (COI) if one is not already on file with Risk Management.

Drag and drop files here or

Facilitron Reservation Request is Required

All PT(A,O,SA,SO) and Boosters organizations must complete a Facilities Use Request via Facilitron and this form prior to your event.

All organizing groups are required to submit a Facilities Use reservation request via Facilitron to obtain a Permit/Reservation Number and sign a Facilities Use Agreement.

Please Note: Schools are NOT allowed to reserve any after-hour PT(A,O,SA,SO) sponsored events on behalf of the PT(A,O,SA,SO); an after-hour event reservation is the sole responsibility of the PT(A,O,SA,SO).

Select Facilitron Status for this Event*

Reservation has already been submitted in Facilitron

Reservation will be submitted via Facilitron within the next 24 hours

*Event will not be held on any District Property; a Facilitron reservation is not required

I acknowledge that a Facilitron reservation is REQUIRED for any event held on any District property being hosted by PT(A/O/SA/SO) or Booster Clubs.*

Enter Facilitron Reservation Number*

Select School Name*

Please select school name affiliated with the requesting organization:

Select

Alternative OCPS School/Location*

Will this event take place at a alternative OCPS school/location other than the hosting school indicated above?

No

Yes

Select Alternative OCPS Location*

Please list alternative OCPS property location here:

Select

Alternative Off-Site Location

Please reiterate to participants that this is NOT an on-site OCPS school event but a completely voluntary recreational/social off-site event which is sponsored by the PT(A/O/SA/SO) or Booster organization.

The School Board of Orange County Florida is not liable for any damages or injuries suffered by the participants who voluntarily partake in the PT(A/O/SA/SO) or Booster sponsored off-site activity. Supervision is not directly provided by OCPS employees but by the coordinators in conjunction with the requesting PT(A/O/SA/SO) or Booster organization sponsoring the event.

Enter Name of Alternative Off-Site Location*

Enter Name of Event*

Enter Event Date*

Events submitted less than 14 days in advance will receive an automatic decline. A possible change in a denial status will be under the discretion of Risk Management.

Number of Attendees*

Enter the estimated number of attendees to your event

Crowd Management Training

The Office of the Fire Marshall requires Crowd Management Certification. Under current national fire codes, assembly occupancies of between 50 and 250 people require at least one certified crowd control manager in attendance. Gatherings in excess of 250 people require an additional certified crowd controller per 250 people (NFPA 101, Section 12.7.6).

The one-hour online course is available under the title of "Crowd Manager Training - for Civilians and Non-Fire Service". Once the course is complete, be sure to keep copies of all certificates on file at your school.

If there are questions or you need assistance, please contact the OCPS Office of the Fire Marshal at fm@ocps.net or call 407-317-3468.

Enter Event Contact Name*

Enter Event Contact Email*

It is recommended to enter a general PTA organization email that is accessible to all PTA Board members. If a PTA Board member is an OCPS employee, do not use your OCPS email.

Enter Event Contact Phone Number*

Phone

Description of the Event*

REQUIRED: Specific details of your event MUST be included.

For Events that Include Animals: Along with a description of your event, the following information is also REQUIRED:

Include the name of vendor or OCPS FFA who is providing the animals for your event; and
Specify what animals will be included in your event.

Because "Other" has been selected:

If not provided from the list above, include what you mean by "Other". This may help us make proper updates to this form.

Board Approved Vendor List

All food truck and interactive vendors coming onto District property MUST be Board approved.

Food Truck Vendor List (As of 04/02/2024)
Interactive Vendor List (As of 04/02/2024)

Bubble Bus/Foam Arena/Dunk Tanks/On-site Water Activities

Water activities need to be adequately distanced, in a non-trafficked area and water needs to be confined to prevent slip and falls
Ample Wet Floor Signs should be displayed.

Notice for Events with DJ's

NOT PERMITTED: Use of CO2 Cannons, Pyrotechnics, or Fog/Haze Machines.

Food Service*

Select the type of food service you will be using for your event.

Food Trucks

Catering/Ordered Food

For food being catered, ordered for delivery or brought in for distribution to attendees; concessions may not be run by vendor.

Where is the catered, ordered or delivered food coming from?*

VENDOR NOT LISTED/OTHER*

All food truck and interactive vendors coming onto District property MUST be Board approved. Interactive vendors also include DJ's, photobooth/photographers, and movie screen vendors.

**Please Note: An entity with a Vendor ID number and a PROCURED Vendor are different. Anyone who registers is given a Vendor ID Number by default as this is an accounting function, not a procurement award.

The vendor list is not a negotiable list nor a list that would be amended casually. If a vendor reaches out wanting to become Board approved, they can submit their paperwork whenever they are ready on Procurement’s platform VendorLink under the contract # ITB2207229. They will need:

The solicitation packet “Invitation to Bid (Feb 2024 Edition)”;
“Addendum #1 - ITB2207229 Misc. Entertainment Goods and Services”; and
“Addendum #2 - Feb 2024 Edition”.

Please note that although the vendor may submit their paperwork, they are NOT automatically awarded/Board-approved. Procurement will include the registered vendor checklists on the Board agenda, when available to do so, for Board approval. If there are any questions about the Board approved vendor process, please contact Sara Lundy from the OCPS Procurement Department at Sara.Lundy@ocps.net as she is the person currently in charge of Bid Solicitation ITB2207229

The Board Approved Vendors are THE ONLY APPROVED VENDORS allowed to provide goods/services on District Property.

REQUIRED: Enter the name of the outsourced vendor/company you are requesting to use below:

Trunk-or-Treat Event

It is recommended that the Trunk or Treat car participants have a designated arrival time prior to the start of event and departure time after the end of event to avoid any incidents/accidents.
It is recommended that the general parking area is monitored or have someone direct traffic to avoid any incidents/accidents.
It is recommended to have signs indicating the flow-through traffic in and out of the general parking area to avoid any accidents/incidents; or have someone direct traffic.

Fog Machine

Approval from the Office of the Fire Marshal will be required. OFM will be automatically be notified.

Grills (Propane/Charcoal Grill - Onsite)

Grill(s) are to be maintained a MINIMUM of 50 feet away from any building or structure to avoid any smoke/fire damage.
Have the grills partitioned/blocked so only those who will be maintaining the grills have access.
No one other than those maintaining grills are allowed near area; Adults ONLY.

The Office of the Fire Marshal will be notified if/when grills will be on-site; OFM must approve grills being on-site at the time of the event.

Animals (Provided by an OCPS School - FFA)

Animal(s) MUST remain under the care, custody, and control of the designated handler at all times.
They will be expected to be subject matter experts and take the necessary precautions regarding safety of students, staff, and visitors as well as human treatment of all animals.

Animals (Provided by an Outside Source)

Personal pets are not allowed on any District property. These are not controlled situations and may open students/visitors to dangerous animal interactions.

If the vendor being used is not listed above, the following will be required for animals(s) to be onsite:

A current and sufficient Certificate of Liability Insurance (COI) naming the School Board of Orange County, FL as Certificate Holder and Additional Insured. The COI must also include Workers’ Compensation and Employer’s Liability. (See attached requirements)
Animal’s Certifications
Animal’s Vaccination Records
Trainer/Handlers Certification

Please email the required information directly to Dina.Barkley@ocps.net and reference your Row ID number (Example: SE0000-24) in the subject line.

Animal(s) MUST remain under the care, custody, and control of the designated handler at all times.
They will be expected to be subject matter experts and take the necessary precautions regarding safety of students, staff, and visitors as well as human treatment of all animals.

Drone Use

Orange County Public Schools has created guidance and an approval process for non-OCPS employees and/or drones not owned by OCPS who request to fly at schools serving students. House Bill 1473 outlines that any drone user flying over a School will receive a misdemeanor of the first degree. If an individual is flying a drone on OCPS property without permission from the district (as outlined in the guidance below) the action required will be to contact law enforcement.

External Drone Approval Safety Guidance

Approval from the Office of Safety will be required; they will be automatically notified.

The amendment to Florida Statute 330.41 Unmanned Aircraft Systems Act, which went into effect on July 1st, 2024, introduced new provisions under section 5 titled "PROTECTION OF SCHOOLS." This subsection establishes restrictions on UAS (Unmanned Aircraft Systems) operations over educational institutions. Specifically, it prohibits individuals from:

Knowingly or willfully operating a drone over a public or private school serving students from voluntary prekindergarten through grade 12; or
Allowing a drone to make contact with a school, including any person or object on the premises of or within the school facility.

Persons found in violation of this act can be charged with a second-degree misdemeanor.

This subsection does not apply to actions identified in paragraph (a) which are committed by:

1. A person acting under the prior written consent of the school principal, district school board, superintendent, or school governing board.