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Special Events

Special Events

SCHOOL SPONSORED SPECIAL EVENTS:

School Events require approval through the Special Event Process. The required submission time for approval is 30 days in advance. 

Click on the umbrella below to register your Special Event online

 

An umbrella featuring a logo, accompanied by promotional text that says "Special Events Click Here to Register!" in a clear font.

 

If updates or changes are needed to your event entry, do not resubmit the same request as this will cause a duplicate entry. 

Click here to view the status of each submitted event.

 

Please Note: The Submitter will have access to view only the event entries that they submitted, however the School Principal should have access to view all submitted event entries for their school. If it prompts you to log in, you will log into the email section and enter the email address you use when submitting events.

 

From this Smartsheet Dynamic View, you can make any necessary updates or changes, or include an attachment if requested/required. You may need to log in with your OCPS Credentials; the email you enter must be the same email used when submitting the form.  

 

You may email Risk Management at RiskManagement@ocps.net and include your Row ID entry number in the subject line (e.g. SE0000-24) with any questions or if assistance is needed.

 

IMPORTANT: 

  • All vendors coming onto District property MUST be a Board Approved Procured Vendor. 

    Board Approved Vendor Lists (as of 04/22/25):

    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 Board approved vendor lists are non-negotiable.

     

    • How to become a Board Approved Procured Vendor
      • Any vendor who would like to become Board approved must submit their paperwork, whenever they are ready, on Procurement's platform VendorLink under bid solicitation ID number ITB2207229.
    • 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.
    • Did you know?
      • OCPS Food and Nutrition Services can provide catering services for events held on District property. FNS also has a food truck or food bus that can be used for your event. For more information, please visit the OCPS-FNS Catering webpage.

  • Any third party coming onto OCPS property or providing a product or service to OCPS must provide a current ACORD form Certificate of Liability Insurance (COI) naming the School Board of Orange County as Certificate Holder and Additional Insured.

    Please email Risk Management to obtain the Insurance Requirements and Examples of Acceptable Certificates of Insurance (COI) for vendors and sponsors to participate in School Special Events. 

    They also need to remain compliant with District Guidelines and the Jessica Lunsford Act.

    Email COI's to Dina.Barkley@ocps.net or RiskManagement@ocps.net. Include school, event name, and date in the subject line. 

A close-up view of a sign displaying the text "Orange County Public Schools Risk Management" in clear font and design.

 

RiskManagement@ocps.net

(407) 317-3296 or Cisco 200-3296

Office of Legal Services Memo & Permission Slip

In reference to a memo sent to all schools from the Office of Legal Services:

The State Board of Education adopted Fla. Admin. Code R. 6A-10.089. The Rule requires parental notification and approval for “school-sponsored events or activities.”

Pursuant to Fla. Admin. Code R. 6A-10.089(5)(b), parents must sign a permission slip to participate in a school-sponsored event or activity or an extracurricular activity. If a parent does not sign a permission slip, the student cannot participate in a school-sponsored event or activity or an extracurricular activity. The language of the rule is below:

“(5) Parental Notification.

  1. Districts must adopt procedures to fully inform parents of the details of the event or activity and supplemental programs.
  2. District procedures must require signed parent or guardian permission forms for the event or activity that include, at a minimum, the following information:
    1. The nature of the event or activity.
    2. The date(s) and time(s) of the event or activity.
    3. Specific location(s) and type(s) of sponsors/guests at the event or activity.
    4. Method of student supervision provided, such as anticipated number of chaperones.” (Emphasis added)
       

Please review the following items by the Office of Legal Services which were sent out to all schools.

The parent permission form can be found under the Legal Services section on the Forms Management intranet page titled:


If you have any questions regarding the above memo, permission form, or should any questions arise, please do not hesitate to contact the Office of Legal Services at (407) 317-3411.

  • A theater stage with red curtains and the text 'Theatre Performances as Special Events'.

     

    The following applies to performances:

    • Student Performers shall NOT be allowed to rehearse, perform, etc. on any moving set piece, any weight bearing set piece, or around any non-weight bearing set piece exceeding 8 feet until an OCPS OFM Inspector has approved the set.
    • Any third party being used as part of the performance, set piece design or construction, or other purposes to benefit the performance MUST provide proof of insurance to Risk Management. School shall maintain copies of contracts and insurance and upon request submit copies to Risk Management for review/approval.
    • Construction of set pieces must be completed no later than 2 weeks prior to dress rehearsal date. Where engineering report is required, school shall remit report no later than one week prior to dress rehearsal date.

     

    • Visual Performing Arts Handbook
      • Use this as a resource and for compliance purposes related to set pieces and props used for theatre performances.   
    • Engineering Report Examples
      • These are examples of Engineering Reports that we submitted for approval. Note: weight-bearing capacity, load capacity, and photos are required.