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 and sufficient 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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Review the COI requirements below 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.
Risk Management and Facilitron cannot approve an event unless or until a current and sufficient Certifiate of Insurance is on file.
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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.
- 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: SEP000-24) in the subject line.
- Animal(s) MUST remain under the care, custody, and control of the designated handler at all times.
- Trainers/Handlers 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.
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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.
Approval from the Office of Safety will also 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.
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 Esaie Alexandre from the OCPS Procurement Department at Esaie.Alexandre@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.