LOUDOUN COUNTY PUBLICSCHOOLS

ProcurementServices

21000EducationCourt,Suite#301

Ashburn,VA20148

Phone(571)252-1270Fax(571)252-1432

LCPSSpecial Eventsand UnusualActivitiesGuidelines

A.WhoSponsorsSpecialEventsonLCPSProperty?

Schools/Educational Groups

PTA/PTO/Booster Organizations

ChurchOrganizations

B.LCPSSpecialEventInstructions

Civic, Community,GovernmentalGroups

Athletic OrganizationsCountyParks &Rec.

Non-Profit Organizations

1.TheSchoolorOrganizationEventSponsor/Contactshall submit asimplewrittenproposaltotheschool site

administration,outlining“who,what,when,where, how,andwhy”detailsof therequestedspecialevent.

Pleasesubmitthe proposalaminimumof 60dayspriortotheeventdate.

2.If theschool administratorapprovesmoving forward,theEventSponsor/Contactshall completeandsubmit theLCPSSpecialEventApplicationtoLCPSProcurementServices. Call:571-252-1270with anyquestions.

3.All documentsshall beemailed asPDFattachments to and

4.IMPORTANT:LCPSSpecialEventApplicationsMUSTbereceivedaMINIMUM OF30DAYSPRIORTOTHE EVENTDATE.

  1. WhoApproves SpecialEventsheldonSchool Property?AllSpecialEventsshall be approvedby theLCPS Principal/SiteAdministrator.LCPS ProcurementServices shall reviewall LCPS SpecialEventApplicationsandshall refer unusual activities totheappropriateLCPSDirectorof Educationfor final approval.LCPSProcurementServices’ roleis toprovideadviceregarding risks, reviewcontracts for liability,identifyand assistwith necessaryPermit requirements, andmonitorspecialevents involvingLCPS.
  1. Special Events Vendor/ContractorServicesinclude,but are not limitedto,the following:

AmusementRentalsincludingmechanicalcarnivalrides, inflatables (moonbounces,obstaclecourses, etc.), dunktanks, carnival games, snowcones,cottoncandy, etc.

AnimalExhibitions-Reptiles, Birds, Canines, KissingPigs, PettingZoos,FarmAnimals,etc.

Caterers,Restaurants,Mobile Food Vendors,etc.

DJs,Entertainers, Magicians, FacePainters,Dancers, Artists, AthleticExhibitions,BMXBikeShows, etc.

PhotoBooths,Planetariums, InflatableMovieScreens, LightShows,etc.

Fundraising Organizations-Selling FoodProducts, Merchandise, Subscriptions, School Supplies,etc.

SpeakersandPresenters-Authors, Educators, Comedians, Motivational Speakers, etc.

Music, Theatre, andDancePerforming Groups

Equipment RentalforParties and Ceremonies (stages,platforms,casinotables, tents, stairs,etc.)

5K RaceEvents—RaceEvent PlannersandRaceManagementFirms

  1. Vendor/ContractorAgreementsforSpecialEventsonSchoolProperty—AnySpecial EventonLCPSproperty (before, during, orafterschool)creates liabilityfortheSchool System.

1.AllVendor/ContractoragreementsshallbesenttoLCPSProcurement Servicesforreviewpriortomakinga commitment—this includes contractsinvolvingPTAs,PTOs, Boosters,CommunityGroups, etc. iftheevent/activityisheldonSchoolproperty.NOTE:Events/Activitiesinvolvingstudentsandscheduled during theschoolday aregenerallyconsideredSchoolSponsoredEvents.

2.LCPSwillnot agreetothefollowingcontractual provisions andwillrequest removalfromthe vendor’scontract:

a.Hold Harmless, Indemnification,Waiveror Limitationof Liability, AssumptionofRisk,etc.

b.Additional fees/charges basedon Auditsfollowingthedeliveryof services

c.Payment ofAttorneys’ fees

LCPSProcurementServices/RiskManagementOffice10/24/14 edition

d.Personal GuaranteebytheSigner of theContract

e.Binding Arbitration

f.Legal JurisdictionsotherthantheCommonwealthof Virginia

g.Responsibilityfor Repairingor Replacing Vendor’sProperty

h.AutomaticContractRenewals

  1. LCPSAnnualRequirementsforVendors/Contractors—Thefollowingdocuments arerequiredforapprovalof all Vendors/Contractors providingserviceson Schoolpropertyor onbehalfof LCPS.

ContractorsCertificationFormVirginia MandatoryContract ProvisionsCertificateof LiabilityInsurance W-9 TaxPayerIdentification Form

Thesedocumentsmustbeupdated annually(or uponexpiration) andwill allowVendors tocontractwithany School/Departmentdesiring their services.PleasecontactLCPSProcurementServicesat571-252-1270tocheckon theVendor’s documentstatus.Vendors/Contractorsmay alsovisitthislinkLCPS VendorRegistrationforfurther informationorto register.

  1. SpecialEvent Permits—PERMITSarerequired basedon State andlocalordinances.SeetheLCPSSpecialEvents Applicationfor detailsonrequired permitdocuments.LCPSProcurementServices manages thepermitprocess and willassisttheEvent Sponsor/Contact.IMPORTANT:LCPSSpecial EventApplicationsMUST bereceivedaMINIMUMOF30DAYSPRIORTOTHEEVENTDATE.

FormoreinformationontheCounty’seventplanningand permitrequirements, visittheirwebsiteat . Ifthespecialeventisopen andadvertisedtothegeneralpublic andtheexpected attendanceis300+,theEventSponsor/ContactshouldcompletetheLoudounCountySpecial EventRegistration atthis link.

  1. RestrictedLCPSEventsandActivities—The followingevents/activitiesarenotrecommendedforsponsorshipby LCPSwithoutpriorwrittenapprovalfromtheappropriateLCPSDirector of Education(Elementary,Middle,HighSchool, TechnicalEd, etc.).LCPS doesnotcarryliabilityormedicalaccidentinsurancefor theseactivities andthe inherentrisksinvolved. If approval isgrantedbytheappropriateadministrator, ProcurementServiceswill assist with insurancerequirements and recommendmeasures tominimizeliability.

AirplaneRides orAir ShowExhibitions All-Terrain Vehicle(ATV) Rides

Amusements-NoDemoBall, Wrecking Ball, RockWalls,Trampolines, Slingshots, Sumo Wrestling, BouncyBoxing,Students inDunk Tanks, Joust,LaserTag-Noactivities thatare combativeor involveshooting atothers

Animals—ProfessionalAnimal Exhibitionsand Petting Zoos areallowedwith priorapproval and liabilityinsurance.Certified Assistance Animals areallowedas required bylaw.No familyor volunteer pets.

AthleticActivities opentoGeneralPublic Participation—IncludingRoadRaces (5Kruns), DodgeBall,TugofWar,Basketball, Volleyball, andotherAthletic Tournaments.School CommunityFunRuns/Walks on Schoolproperty areallowed.

AviationActivitiesincluding Airplane/Helicopter Rides, HotAir Ballooning, Glider Flying, Hang Gliding, Parasailing, SkyDiving or Exhibitions

BicycleRidingorRacing

Boating—unlessprovidedbya commercial firm with liability insurance

Bob-sledding

BoxingorBouncyBoxing

BungeeJumpingorTrampolines

Canoeing—unless provided bya commercial firm with insurance

CarSmashingFundraisers

Catapultsor SlingShot Devices CircusSponsorship

ClimbingWalls—Hardor Soft—No Climbingor Rappelling requiringa harness

CowChipBingoorMeadowMuffin Fundraisers

Cruises—unless providedbya commercialfirm with insurance

DemoBall-InflatableAmusement

RestrictedLCPSEventsandActivities…

DodgeBall

Dogs—TherapyDogsunless provided bya commercialor nonprofitfirmwith liability insuranceand preapproved.CertifiedAssistance Dogsareallowed. Nofamily or volunteer pets.

DogWash

Donkey Basketball

FencingorSwordPlay

Fightingorresemblanceofhandto hand combat—NoBouncyBoxing, SumoWrestling, Gladiator Joust,Rock’emSock’em, etc.

Fire—Pyrotechnics, Candles, Open Air Fires

FireworksDisplays

FlyingorRiggingActorsforDrama/Theatrical Productions

FogMachines—withoutprior approval fromLCPS SafetySecurity

GasorPropanepoweredequipmentinsideSchool facilities

Gelatin,Mud,Pudding, orSumoWrestling

GladiatorJoust GliderFlying

HangGliding

HelicopterRides Horseback Riding

Hot AirBallooningorExhibitions

HypnotistExhibitionsorFundraiserswithout reviewand priorapproval

Ice HockeyorIce Skating

Inflatables—NoDemo Ball,Wrecking Ball,Laser Tag, RockWalls,etc.

Jousting Kayaking

LaserTagorPaintBall

MartialArts—professionaldemonstrationsor exhibitionsareallowedwith prior approval

MechanicalRides—NoHumanWhirl,Gyroscope, Tumbler;SoftMechanicalBull is allowedatlevel2 and below

MotorcycleRides orCarRacing

Paint Ball Parasailing

Parties on Watercraft—unless providedbya commercial firmwith insurance

PettingZoos—unless provided byacommercialor nonprofit firmwith insurance

PieThrowing

PonyRides—unless provided byacommercial firm with insurance

Pyrotechnics-flash pots, flames,candles,etc.

Raftingor Tubing

Rock FaceorWallClimbingandRappelling

Rocket Launching-(exceptapprovedLCPS Science or Tech. Ed.Programs)

Rodeos

RopesCourses—unless provided bya commercial firmwith insurance

Sailing

Scooter Boarding ScubaDiving

Shootingorresemblanceof weaponsortoy guns—Laser Tag, PointlessPaintball,WaterGun

Tag, etc.

Skateboarding,Rollerblading, ScooterBoardingor WaveBoarding

SkyDivingorExhibitions

SlingShot orCatapult Devices

SnowSkiing,SnowBoarding, Sledding, Bob- sledding

Sumo Wrestling

Surfing

SwimmingPoolParties(exceptata commercial facilitywith lifeguards)

Tattooing

Theatre—StageRiggingforFlyingorElevating Actors

Trampolinesorotherrebound devices—Extreme Air Jumpers,BungeeJumping, etc.

TubingorRafting

Tugof War oruseofropes/cords

WaterActivities—Boating,Canoeing,Kayaking, Sailing, Tubing, Whitewater Rafting, WaterSkiing, Surfing, Scuba Diving, Snorkeling, orPartieson Watercraft

Water Balloons-Fights orWaterTag

WhitewaterRafting

WreckingBallInflatable

Wrestling—Gelatin,Mud,Pudding,Sumo

ZipLinesandRopesCourses—unless providedby a commercial firmwith liabilityinsurance

PROCUREMENTSERVICESUSEONLY
LocationatLCPS Facility: / Off-SiteLocation:
EventDate: / EventTime:
EventName:

Loudoun CountyPublicSchoolsSpecial Event Application

Referto theLCPSSpecial Events andUnusualActivitiesGuidelines.

E-mailthis completed applicationandrequireddocuments asPDF attachmentstoLCPSProcurementServices,

571-252-1270 with anyquestions.

Submit allinformation aMINIMUMof30 days priortotheevent date.

EventSiteApplicantInfo / 1.School/LCPSSiteName: / 2.Today’sDate:
3.School/SiteContactName: / 4.Title:
5.EventLocationName,ifoffsite:
6.Off-siteEventAddress/City/State/Zip:
NOTE:IfthisApplicationisforaSchoolSponsoredEvent,skipto#22andcontinuecompletingtheapplication. Events/
ActivitiesinvolvingstudentsandscheduledduringtheschooldayaregenerallyconsideredSchoolSponsoredevents.
7.NameofOrganizationSponsoringEvent:
8.Address: / 9.Phone#:
10. DoesOrganizationhaveTaxExemptStatus?YesNo / 11. WebAddress:
12. EventApplicant/ContactName: / 13. Title:
14. StreetAddress:
City/State/Zip: / 15. Phone#:
16. EmailAddress: / 17. Cell #:
18. AlternateEventContactName: / 19. Phone#:
20. EmailAddress: / 21. Cell #:
Event Supervisor / 22. WillApplicantattendthiseventandactastheon-siteevent supervisor?YesNo
NOTE:IfApplicantisNOTtheon-sitesupervisorforthisevent,pleasecompleteitems#23-27.
23. On-SiteEventSupervisor’sName:
24. StreetAddress:
City/State/Zip: / 25. Phone#:
26. Email: / 27. Cell #:
Event/ActivityInfo / 28. EventName:
29. Date(s)ofEvent: / StartDate / EndDate / RainDate(s)
IfEvent/Activityisongoing,listdaysoftheweekanddaterange:
30. Setuptime: / EventStartTime: / EventEndTime: / DepartureTime:
31. Event/Activitieswilltakeplace:IndoorsOutdoorsBoth
32. ListSpecificAreasofthesitewhereEvent/Activitieswilltakeplace:
33. EventisOpento:StudentsOnlySchoolCommunity(Staff/Students/Families)GeneralPublic
34. #ofParticipants: / #ofVolunteers: / #ofStaff: / TotalAttendance:
35. DescribeTypeofEventandActivitiesInvolved:
36. Isthisafirsttimeeventatthislocation?YesNo
Ifno,describehowthiseventdiffersfrompreviousyears:
37. AttendanceTotalforlastevent: / 37. EventWebsiteAddress:
38. WilltheEventinvolveParticipantsengaginginAthleticorPhysicalactivities?YesNo
Ifyes,describe:
39. WilltherebeanyAmusements(Inflatable/MechanicalRides)orTemporaryStructuressuchasStages,Tents,Booths/Tables, etc.installedforthisevent? Yes No
Ifyes,describe:
EventVendors/Contractors / 40. ListEventVendors/Contractors/Businesses,contacte-mailaddresses,andapplicableServicesbelow(i.e.,Amusement
Rentals,EquipmentRentals,Caterers/Restaurants,DJs,Entertainers,ProgramInstructors,EventManagementFirms,etc.)PLEASEATTACHANYCONTRACTS.Note:SeeRequiredDocumentsChecklistattheendofthisApplication.
Vendor/ContractorNameContactEmail: / TypeofServices:
a.
b.
c.
d.
e.
f.
g.
h.
i.
Food/Refreshments/MerchandiseInfo / 41.Doyouplantosell,distribute,orgiveawayrefreshments/foodaspartofthisevent?YesNo
Ifyes,SellingorGivingAway
42.DescribeAllType(s)ofFood(i.e.,bakesale,prepackagedcommercialproducts,catered,restaurant,carnivalfood-popcorn/cottoncandy/snowcones,potluck,freshfoodpreparedonsite,other,etc.):
Note:AnyeventopentotheGeneralPublicandhavingfoodpreparedonsiterequiresaLoudounCountyHealthDepartmentcertificateoratemporaryfoodpermit.SeeRequiredDocumentsChecklistattheendofthisApplication.
43. Areyourequestinguseofthe schoolkitchenorconcessionfacilities?YesNo
44. Willtherebeoutdoorcookingorgasgrills/propanestovesused (charcoalgrillsareprohibited)?YesNo
45. #ofFoodVendors: / 46. #ofFoodboothsortablessetup:
47. Doyouplantosell,distribute,orgiveaway merchandise(non-fooditems)orservicesinconjunctionwiththisevent?
YesNoIfyes,SellingorGivingAway#ofbooths/tablessetup:
48. ListtypesofEventExhibitorsandRetailers:
FinancialInfo / 49. IsthisaFundRaisingEvent?YesNo Ifyes,explain:
50. Willdonations/contributionsbeacceptedorsolicitedduringthisevent?YesNo
51. Ifyes,explainhowdonationswillbegeneratedorsolicited:
52. Listallpartieswhowillreceivetheproceedsfromthedonations/contributions:
53. Willaregistration,membership,oradmissionfeeberequiredinordertoattendorparticipateintheevent/activities?
YesNoIfYes,NameofPayee:
54. Willanypaymentsor feesbe collectedonsite?YesNo
55. Ifyes,whatmethodsofpayment willbeaccepted?CashCheckCreditCard
56. Willanypaymentsor feesbe collectedonline?YesNo
57. Ifyes,giveNameWebAddressofOnlinePaymentPortal:
58. NameofOrganization(s)makingpaymentstoEventVendors:
OtherEventInfo / 59. Areyourequestinguseofelectricity?YesNo
60. Willgeneratorsbeusedasapower source?YesNo
61. Areyourequestingaccesstoawatersourcebesides waterfountains?YesNo
62. Areyouinstallinganymajordecorationsforthisevent?YesNo
63. Areyouhavinglivemusical entertainmentoraDJforthisevent?YesNo
64. Doyouplantohaveanimalsonsiteduringthisevent?YesNo
IfYes,Explain:
65. Willanypublicstreet(s)needtobepartiallyclosedorblockedoffinconjunctionwiththisevent?
YesNo
Ifyes,streetname(s):
OtherEventInfo / 66. Willeventinvolveuseofnon-schoolproperty,i.e.neighborhoods,sidewalks/trails,facilities,businesses,etc.?
YesNo
Ifyes,describe:
67. Areyouprovidingportabletoiletsforyourevent?Placementtobeonhardsurfacesonly.YesNoHowmany:Wherewilltheybesetup:
68. Describeplansforprovidingemergencymedical/servicesforyourevent (i.e.,schoolclinicstaff,call911,on-site
emergencyservices,etc.):
69. Estimate#ofparkingspacesthatwillbeusedforyourevent:
Note:Allvehiclesmustbeparkedindesignatedparkingspacesortheymaybeticketedand/ortowed.
70. Will shuttleservicesbeusedforoff-siteparking?YesNo
71. Describeplansforeventtrash/recyclingcollectionanddisposal:
72. Arethereanyspecialprovisionsorinformationpertainingtoyoureventwhichhavenotbeenaddressedonthisapplication/questionnaire? Yes No
Ifyes,explain:
ChecklistandRequiredDocuments
Yes / No / N/A / Date
Submitted / DocumentChecklist—AttachthefollowingdocumentstothisApplication
a.Event/ActivityInformationalFlyerorcopiesofWeb-sitepages
b.MapofSchool/SitemarkingEventLogistics-Setup,ingress/egress,areasused,etc.
c.VendorContractsforMoonBounces/Inflatables,MechanicalRides,Stages,Tents,etc.—
Countypermitswillberequired—LCPSwillassistwiththisprocess.
d.FoodVendorContractsHealthDept.CertificateorTemporaryFoodPermit-seemore
informationatthislink:
e.FundRaisingEvents—Letter(s)ofacknowledgementtoorfromtheOrganization(s)forwhichtheEventwillbenefit
f.LCPSFacilityUseRequestFormforNon-SchoolUsers-FormmustbeApprovedbyaSchool
Administrator(N/AforSchoolEvents)—Requestformisatthislink:ApplicationforCommunityUseofSchoolFacilitiesandGroundsbyallNon-SchoolUsers
g.EventSponsor’sCertificateofLiabilityInsurance(N/AforSchoolEvents)
h.EventSponsor’sDocumentationofTaxExempt/NonProfitStatus(N/AforSchool
Organizations)
i.RaceEvents—MapofRaceCourseandCourseCertification
j.RaceEvents—EventPlanner/RaceConsultantContractoutliningservicestobeprovided
k.RaceEvents—RaceManagementFirmContract(outliningservicestobeprovidedforrace
promotion,registration,entryfeesanddonations,coursesetup,check-in,racetiming,etc.)
l.RaceEvents—CopyofEventParticipantRegistrationForm
m. RaceEvents—PermissionletterfromHOAorotherpropertyownersinvolved
n.RaceEvents,Parades,OtherRoadClosures—CopyofVDOTPermitApplicationfoundat
thislinkVDOTRoadClosurePermitApplication
o.RaceEvents,Parades,OtherRoadClosures—CopyofLoudounCountySheriff’sOffice
AgreementtoProvideLawEnforcement/SecurityServices
p.SchoolGraduationCeremonies—CopyofcompletedLoudounCountyFireMarshal’sPermit
ApplicationforSchoolAssemblies—LinkforApplicationLoudounCoFireMarshal-AssemblyPermitApp
q.PTSA/PTSOPostPromandAllNightGraduationEvents—CopyofcompletedLoudoun
CountyFireMarshal’sPermitApplicationforSchoolAssemblies—linkforLoudounCounty
FireMarshal'sPermitInformationPacketSamplePermitApp
LinkforBlankApplicationisLoudounCoFireMarshal-AssemblyPermitApp
r.ALLEVENTSopentothegeneralpublic.—CompletetheLoudounCountySpecialEvent
Registrationatthislink

LCPSSpecial Even t Ap pl icati on …con tinued

EventApplicantCommentsorQuestions:

ProcurementServicesReviewandApproval / PROCUREMENTSERVICESUSE ONLY
Eventis: / Approved As Is / Disapproved
Explanation:
Eventstatus is pendingfurther informationonthe following:
Event isapproved under the followingconditions/restrictions:
Approved by NameTitle: / Date:
Email: / Phone#:
Copiesto:
SchoolSiteEvent ContactSafety & SecurityOther
EventRegisteredwithLoudounCoOEM?
YesNoN/A / Permit(s)Necessary?YesNoList:
EventLoggedonLCPSSpecialEventSpreadsheet?
YesNoDate:
Permit(s)ReceivedfromLoudounCo?Date:
Permit(s)SenttoSchool?Date:
Notes/Comments