Special Events
PTA Organizations and Booster Club Special Events
Prior to registering any event, the school principal or principal's designee MUST be consulted first.
PT(A,O,SA,SO) and Booster Club organizations are required to register their special event(s) with through the online registration process.
CLICK ON PICTURE BELOW TO REGISTER YOUR EVENT
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All PTA and Booster Club organizations are required to submit and maintain a current Certificate of Liability Insurance (COI) on file with Risk Management. The COI must name the School Board of Orange County as a Certificate Holder and Additional Insured.
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Click on the picture below to review the COI requirements and send a copy of your COI directly to RiskManagement@ocps.net if one is not already on file for the current fiscal school year.
Event Registration Process
Review the PDF below on Special Event procedures for all PTA Organizations.
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Should you have any questions or need further guidance please contact Risk Management at (407) 317-3296
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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 PTA organization, club, booster, sports team, etc. are being encouraged or supported.
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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.
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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.
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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.
Board Approved Vendors
All vendors coming onto District property MUST be a Board Approved Procured Vendor
Review the Board Approved Vendor List (as of 03/12/26)
The Board Approved Vendors are the ONLY APPROVED VENDORS allowed on any District Property. An entity with a Vendor ID number and a PROCURED Vendor are different. A Vendor ID Number is an accounting function, not a procurement award. The vendor list is non-negotiable.
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OCPS utilizes VendorLink for solicitation notifications to interested parties and for posting award notifications. It is the vendor's sole responsibility to monitor these sites for bidding opportunities. Please visit VendorLink OCPS to create an account to receive notices of solicitations.
Any vendor who would like to become Board approved must submit their paperwork under contract number ITB2207229.
Please Note: Although a 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 the OCPS Procurement Department at Procurement@ocps.net.
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 PT(A/O/SA/SO) 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.
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?
If assistance is needed regarding the special event registration process, please contact Risk Management at RiskManagement@ocps.net or by calling 407-317-3296.