Steps to Holding an Event and Process for Approval

Steps to Holding an Event and Process for Approval

Things to Know:

• Did you know that the certain Building Codes, Fire Codes, and other laws or regulations require that a permit be obtained from the governing jurisdiction? The Fire Chief and Deputy Fire Chief are the “Authority Having Jurisdiction” over all OCPS locations, including schools, which may require an inspection PRIOR to the event. The Principal or facility administrator shall NOT allow an event to be held OCPS property without a facility use agreement OR approval from OCPS.
• The safety of our students, employees, and visitors are the utmost importance. Therefore, we must ensure that your event is held in a proper and safe manner. Compliance with Special Event Best Practices is required for events involving students or employees.
• Events should be covered with proper insurance. Registering your event will help Risk Management determine whether the insurance obligations fall on OCPS, the third party (ies), sponsors, or participants.

How to get the activities at your Special Event Reviewed and Approved:

1)Thirty (30) Days PRIOR to the activity/event date, register your Special Event by completing the online questionnaire (Google Form).

2)By answering the interactive form accurately, you will be provided the steps to follow and how to comply for your specific type of event.There are threeCompliance Categories for events:

1. FHS Inspection & Signed Permit–Fire, Health & Safety requires onsite inspection of certain activities at the event. Special Event cannot be held without a permit signed by both Risk Management and Fire, Health & Safety.
2. RM Permit–Risk Management requires precautions and compliance related to certain hazards at the event. No inspection required. Special Event cannot be held without signed permit by Risk Management.
3. RM Approval–Activities are considered low risk. Event is approved based on the truthful response to questionnaire.

3)Upon registering your event through the online questionnaire, you will be prompted on the next steps to approval. It will either advise that further action is required of you or that your request has been submitted for review. Risk Management will be notified and you will receive an email confirming receipt of your event.

4)FHS Approval: If your event requires an inspection by FHS and a signed Special Event Permit, you will be prompted to complete the Application for Special Event Permit (excel form)

1. There is one application specifically for theatre performances and another for all other activities and events. Complete the application and email it to along with a site plan. Reminder: This must be submitted 30 days in advance from the event date (for performance, this is 30 days from dress rehearsal date).
2. What? Where? When? How? Why? Event Organizer should be able to answer these questions in the Description section of the application as it relates to the event. Such as, type of activities at the event, audience of the event, participants of the event, and volunteer/workers of the event. Please ensure you are providing all the necessary information.
3. A site plan and/or diagram of the activities held at the event is required and will allow the reviewer to assess location, access, exits, safety and accident concerns. The site plan/diagram MUST be detailed, showing ALL activities at the event. Diagram of theatre set pieces must be detailed (see more specifics in Theatre Performance Safety Handbook).
4. Certificate of insurance will be required for all concessionaires and vendors except: DJs, photographers, photo booths, carnival games, balloon artists, face painters, magicians, catering, basic refreshments and game buses.
5. Within 5 days of the event (or dress rehearsal), Fire,Health & Safety Inspector will advise details of inspection for activities that require onsite inspection. Inspection shall take place two (2) hours prior to the event date (dress rehearsal date). Vendor/concessionaires must be present if you want them approved for the event. Signed permit with any exceptions or limitations will be provided to you (or school administrator) upon inspection.

NOTE:FHS Inspector has the right to not approve, refuse access, make changes or remove a vendor or concessionaire for any reason based on their inspection. Applicant and school administrator shall comply with inspector’s decision and any declination, refusals or limitations.

5)RM Permit or Approval: If the event does not require an inspection, the questionnaire prompts you provide detailed responses to certain questions. Within two (2)weeks of receipt of your submission, Risk Management will contact for any outstanding items, concerns orsuggestions. Please respond in a timely manner. If approved, Risk Management will issue Permit with recommendations/conditions to hold the event. The school’s principal will be copied on final communication/approval.

6)Changes: The permit and approval is subject to the answers provided by you when the event was registered. Any changes in activities for the event that would result in a “Yes” on the questionnaire MUST be disclosed to Risk Management immediately, but NO LATER than ten (10) days from the event date. Adding or changing activities may result in the need for an inspection or further compliance of certain activities.

7)It is the responsibility of the school principal or facility administrator to ensure that activity or event shall NOT take place until a SIGNED PERMIT is provided to the school/facility.

8)NOTE: Event can be CANCELLED at any time if it is deemed that any part of the submission to Risk Management and/or Fire, Health & Safety is not in compliance with the Best Practices and the submission/application process, including not submitting in a timely manner. Discipline or legal action can be taken against an employee or event sponsor/organizer if submission is deemed to have mislead, misrepresent, or made false statements.