LOUDOUN COUNTY PUBLIC SCHOOLS Procurement Services

21000 Education Court, Suite #301 Ashburn, VA 20148

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

LCPS Special Events Guidelines and Application

A. Who Sponsors Special Events Involving LCPS?

Schools/Educational Groups PTA/PTO/Booster Organizations Church Organizations

Civic, Community, & Governmental Groups Athletic Organizations & County Parks & Recreation Non-Profit Organizations

B. LCPS Special Event InstructionsStep 1. 60 days prior to the event: The Event Organizer shall submit a simple written proposal to the SchoolAdministration, outlining the “who, what, when, where, how, and why” details of the requested special event.Non-School Groups wishing to host an event on school property must submit a Facility Use Request Form (attached to this application) to the School Administration for approval a minimum of 60 days prior to the event date.

Step 2. 30 days prior to the event: The Event Organizer shall complete and submit the LCPS Special Event Application to the School/Site Administrator for signed approval. If approved, all documents shall be emailed as PDF attachments to lcpscontracts@lcps.org .

IMPORTANT: LCPS Special Event Applications MUST be received in Procurement a MINIMUM OF 30 DAYS PRIOR TO THE EVENT DATE to ensure timely processing and permit requirement deadlines.

C. Who Approves Special Events Involving LCPS? All Special Events involving LCPS shall be approved by the relevantLCPS Site Principal/Administrator prior to moving forward. LCPS Procurement Services shall review all LCPS SpecialEvent Applications and shall refer unusual activities to the appropriate LCPS Central Office Administrators for finalapproval. LCPS Procurement Services’ role is to provide advice regarding risks, review contracts and events forliability, identify and assist with necessary Permit and Insurance requirements, and monitor all special eventsinvolving LCPS, whether on or off of school property.

D. Special Events Vendor/Contractor Services include, but are not limited to, the following:

Amusement Rentals including mechanical carnival rides, inflatables (moon bounces, obstacle courses, etc.),dunk tanks, carnival games, snow cones, cotton candy, etc.

Animal Exhibitions-Reptiles, Birds, Canines, Kissing Pigs, Petting Zoos, Farm Animals, etc. Caterers, Restaurants, Mobile Food Vendors (Food Trucks), etc. DJs, Entertainers, Magicians, Face Painters, Dancers, Artists, Athletic Exhibitions, BMX Bike Shows, etc. Photo Booths, Planetariums, Inflatable Movie Screens, Light Shows, etc. Fundraising Organizations-Selling Food Products, Merchandise, Subscriptions, School Supplies, etc. Speakers and Presenters-Authors, Educators, Comedians, Motivational Speakers, etc. Music, Theatre, and Dance Performing Groups Equipment Rental for Parties and Ceremonies (stages, platforms, casino tables, tents, stairs, etc.) 1K-5K-10K, etc. Road Races—Race Event Planners, Race Course Certification, Race Timing and Management Firms

E. Vendor/Contractor Agreements for Special Events Involving LCPS—Any Special Event involving LCPS(before, during, or after school and on or off of school property) creates liability for the School System.1. All Vendor/Contractor agreements involving LCPS shall be sent to LCPS Procurement Services for review prior

to making a commitment. Any contracts involving LCPS and PTAs, PTOs, Boosters, Community Groups, etc. shallalso be sent to LCPS Procurement Services.

3. LCPS will not agree to the following contractual provisions and will request removal from the vendor’s contract:

a. Hold Harmless, Indemnification, Waiver or Limitation of Liability, Assumption of Risk, etc.b. Additional fees/charges based on Audits following the delivery of servicesc. Payment of Attorneys’ fees

LCPS Procurement Services/Risk Management Office 12/7/18 edition

2. Events/Activities involving students and scheduled during the school day are generally considered SchoolSponsored Events and require contracts to be in the name of the school and a School Administrator's signature.

d. Personal Guarantee by the Signer of the Contracte. Binding Arbitrationf. Legal Jurisdictions other than the Commonwealth of Virginiag. Responsibility for Repairing or Replacing Vendor’s Propertyh. Automatic Contract Renewals

F. LCPS Annual Requirements for Vendors/Contractors—The following documents are required for approval ofall Vendors/Contractors providing services on School property or on behalf of LCPS.

Contractors Certification Form Certificate of Liability Insurance

Virginia Mandatory Contract Provisions W-9 Tax Payer Identification Form

These documents must be updated annually (or upon expiration) and will allow Vendors to contract with any School/Department desiring their services. LCPS Procurement Services will secure the needed LCPS Vendor documents. Vendor names and email addresses are required in Block 40 of the Special Event Application. Vendors/Contractors may also visit the LCPS Procurement website for further information or to register.

G. Special Event Permits—PERMITS are required based on State and local ordinances.

See the LCPS Special Events Application for details on required County permit documents. LCPS Procurement Services manages the amusement permit process and will assist the Event Organizer. IMPORTANT: LCPS Special Event Applications MUST be received a MINIMUM OF 30 DAYS PRIOR TO THE EVENT DATE.

County of Loudoun -For more information on the County of Loudoun's event planning and permit requirements, visit their website at https://www.loudoun.gov/827/Special-Events-Planning. If the special event is open and advertised to the general public, involves a large number of attendees, or has the need for public safety or security, the Event Organizer needs to complete the Loudoun County Special Event Registration on line at this link https://interwapp14.loudoun.gov/repi/eventRequest.aspx. The Loudoun County Office of Emergency Management will respond to the Event Organizer with instructions on how to proceed with notifying and complying with the various agencies affected by the event. They will also advise LCPS that your event has been registered with their office.

LCPS Procurement Services/Risk Management Office 12/7/18 edition

⊗ Restricted LCPS Events and Activities—the following events/activities are restricted, meaning they require prior examination and written approval from appropriate LCPS Central Office Administrators. If approval is granted by the appropriate administrators, Procurement Services will assist with insurance requirements and recommend measures to minimize liability.

Airplane Rides or Air Show Exhibitions All-Terrain Vehicle (ATV) Rides or Racing Amusements-No Demo Ball, Wrecking Ball, Rock Walls, Trampolines, Slingshots, Sumo Wrestling, Bouncy Boxing,

Students in Dunk Tanks, Joust, Laser Tag-No activities that are combative or involve shooting at others Animals—Professional Animal Exhibitions and Petting Zoos are allowed with prior approval and liability insurance.

Trained Service Animals are allowed as required by law. No family or volunteer pets. Athletic Activities open to General Public Participation—Including Road Races (5K runs), Dodge Ball, Tug of War,

Basketball, Volleyball, and other Athletic Tournaments. School Community Fun Runs/Walks on School property are allowed.

Aviation Activities including Airplane/Helicopter Rides, Hot Air Ballooning, Glider Flying, Hang Gliding, Parasailing, Sky Diving or Exhibitions; Drone Flying; Remote Control Model Aircraft, etc.

Bees—Bee Hives/Beekeeping Exhibitions with live bees Bicycle Racing or Unicycle Riding, BMX, Mountain Biking, Bike Stunting, etc. Boating—unless provided by a commercial firm with liability insurance Boxing or Bouncy Boxing Bungee Jumping or Trampolines Canoeing—unless provided by a commercial firm with insurance Cannons—Confetti/Streamer Cannons, T-Shirt Launchers, Co2 Cannons and Jets Car or Truck Smashing Fundraisers or Demolition Derbies. Car Washes are not recommended. Catapults, Trebuchets, or Sling Shot Devices—pumpkin chucking, water balloon launches, hurling objects, etc. Chemicals/Hazardous Substances—unless prior approval from LCPS Science Instruction and/or Facilities Services Circus Sponsorship or Commercial Fairs/Carnivals Climbing Walls—Hard or Soft—No Climbing or Rappelling requiring a harness Cooking/Grilling—Charcoal grills are prohibited on school property. Gas and electric grills can be used but must be

25 feet away from any structure. Gas grills can stay on school property but the propane tank cannot stay on school property overnight.

Construction or Alteration of LCPS Property-Building Projects, Painting, Landscaping, Equipment Installation, etc. Cow Chip Bingo or Meadow Muffin Fundraisers Cruises—unless provided by a commercial firm with liability insurance Decorations—including highly flammable materials, cotton batting of any sort, hay, straw, dry vines, leaves, natural

trees, anything hung from the light fixtures or sprinkler heads, anything blocking visibility of exit signs. Electric light bulbs, fixtures, or any heat-producing devices shall not be decorated with paper or combustible materials, whether flame proofed or not. Room numbers, exit doors, electrical outlets, exit lights, fire alarm pull stations, standpipes, smoke detectors, and fire extinguisher locations shall not be concealed or obstructed by any decorative material. Decorative covering on walls and doors must maintain 2 ft. of clearance from the ceiling, 2ft of clearance from the floor, can only extend for a maximum of 8 ft. with a 4 ft. break before starting again. Plans for Major Decorations for Dances, Haunted Houses, and other events on school property are subject to prior LCPS Safety & Security review and approval and may require a permit from the County Fire Marshal.

Demo Ball and Wrecking Ball-Inflatable Amusements Dodge Ball-unless approved by the Principal and a special soft foam ball is used. Not allowed during PE classes. Dogs—Therapy Dogs unless provided by a firm or organization with liability insurance and preapproved. Service

Dogs are allowed for the disabled. No family or volunteer pets. Dog Washes and Dog Walking Donkey Basketball Drone Flying; Remote Control Model Aircraft, etc. unless pre-approved by LCPS Safety & Security. Egress—Exit routes, exit doors, and fire doors are prohibited from being blocked or propped open. Explosive or Incendiary Devices, Materials, or Exhibitions Fencing or Sword Play Fighting or resemblance of hand to hand combat—No MMA, Boxing, Bouncy Boxing, Sumo Wrestling, Gladiator

Joust, Rock’em Sock’em, etc. Fire-Flames-Burning— Candles, Camp Fires, Bonfires, Pyrotechnics. No open flames are to be used for decorations, ceremonies, proms, dances, or theatrical productions. Battery operated LED candles are allowed. Bonfires will be approved on a case by case basis through LCPS Safety & Security and must be manned by the local volunteer fire company. Firearms or Exhibitions Flammable/Explosive Materials such as fireworks displays, blasting caps, black powders, flammable liquids, etc. Flying or Rigging Actors for Theatrical Productions; Aerial Acrobatics while hanging from aerial fabric/silk.

LCPS Procurement Services/Risk Management Office 12/7/18

⊗ Restricted LCPS Events and Activities…continued

Fog or Smoke Machines and other such special effects—without prior approval from LCPS Safety & Security Gas or Propane powered equipment inside School facilities Gelatin, Mud, Oil, Pudding, or Sumo Wrestling Grilling—see Cooking/Grilling Haunted Houses—see Decorations Helicopter Rides-Exhibitions are allowed by firms with aviation liability insurance and with central admin approval Horseback Riding Hot Air Ballooning or Exhibitions Hover Boards Hypnotist Exhibitions or Fundraisers without review and prior approval Ice Hockey or Ice Skating Inflatable Amusements—No Demo Ball, Wrecking Ball, Laser Tag, Rock Walls, etc. Jousting-Gladiator Joust Kayaking-unless provided by a commercial firm with insurance Laser Tag or Paint Ball—NO Laser Pointers or Devices Lighting—Temporary Outdoor Lighting Martial Arts—professional demonstrations or exhibitions are allowed with prior approval Mechanical Rides—No Human Whirl, Gyroscope, Tumbler. Soft Mechanical Bull and other acceptable mechanical

rides are allowed to be operated at Level 2 and below. Motorcycle/Dirt Bike/ATV Rides or Racing Paint Ball and Laser Tag Parties on Watercraft—unless provided by a commercial firm with insurance Petting Zoos—unless provided by a commercial or nonprofit firm with insurance Pie Throwing Pony Rides—unless provided by a commercial firm with insurance Pyrotechnics-flash pots, flames, candles, etc. Raffles or Games of Chance—unless sponsored by a Parent Organization—no cash prizes on school property Rafting or Tubing-No White Water Rock Face or Rock Wall Climbing and Rappelling Rocket Launching-except as approved by LCPS Science or Technical Education Instruction Rodeos Ropes Courses—unless provided by a commercial firm with insurance Sailing, Windsurfing, Paddle Boarding, etc. STEM Event Science Lab Activities involving chemicals-except as approved by LCPS Science Instruction Scuba Diving Shooting or resemblance of weapons or toy guns—Laser Tag, Pointless Paintball, Water Gun Tag, etc. Skateboarding, Hover Boarding, Rollerblading, Scooter Boarding or Wave Boarding Sky Diving or Exhibitions Sling Shot, Catapult Devices, Trebuchets Snow Skiing, Snow Boarding, Sledding, Bobsledding, Snowmobiling, etc. Sumo Wrestling Surfing, Wakeboarding, Skiing, Windsurfing, Paddle boarding, etc. Swimming Pool Parties (except at a commercial facility with lifeguards and liability insurance) Tattooing-Airbrush/Glitter Tattoos and Face Painting unless provided by a contractor with liability insurance Theatre—Stage Rigging for Flying or Elevating Actors Trampolines or other rebound devices—Extreme Air Jumpers, Bungee Jumping, etc. Tubing or Rafting-No White Water Tug of War or use of Ropes/Cords Wall or Rock Face Climbing and Rappelling Water Activities—Boating, Canoeing, Kayaking, Sailing, Tubing, Whitewater Rafting, Water Skiing, Surfing, Scuba

Diving, Snorkeling, Paddle Boarding, or Parties on Watercraft Water Balloons-Launching, Water Balloon Fights, or Water Tag Weapons—Firearms, Knives, Swords, Tasers, Martial Arts Weaponry, etc. Whitewater Rafting Wrecking Ball and Demo Ball Inflatable Wrestling—Gelatin, Mud, Oil, Pudding, Sumo Zip Lines and Ropes Courses—unless provided by a commercial firm with liability insurance

LCPS Procurement Services/Risk Management Office 12/7/18

LCPS Special Event Application 12/7/18 edition Page 1 of 4

PROCUREMENT SERVICES USE ONLY

Location at LCPS Facility: Off-Site Location: Event Date: Event Time: Event Name:

Loudoun County Public Schools Special Event Application

INSTRUCTIONS: Read and refer to the LCPS Special Events Guidelines and electronicallycomplete this Special Event Application by clicking and typing answers in the blue boxes.

E-mail this completed application and required documents as PDF or Email attachments to LCPS ProcurementServices, lcpscontracts@lcps.org. Call 571-252-1270 with any questions.

Submit all information a MINIMUM of 30 days prior to the event date to ensure timely processing and permitdeadline requirements.

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1. School/LCPS Site Name: 2. Today’s Date:3. School Employee Contact Name: 4. Title:5. Event Location Name, if off site:6. Off-site Event Address/City/State/Zip:NOTE: If this Application is for an event sponsored by the School, skip to #22 and continue completing the application. Events/Activitiesinvolving students and scheduled during the school day are generally considered School Sponsored events.

7. Name of Organization Sponsoring Event:8. Address: 9. Phone #:10. Does Organization have Tax Exempt Status? Yes No 11. Web Address:12. Event Organizer/Applicant Name: 13. Title:14. Street Address:

City/State/Zip: 15. Phone #:

16. Email Address: 17. Cell #:18. Alternate Event Contact Name: 19. Phone #:20. Email Address: 21. Cell #:

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22. Will Applicant attend this event and act as the on-site event supervisor? Yes No NOTE: If Applicant is NOT the on-site supervisor for this event, please complete items #23-27.

23. On-Site Event Supervisor’s Name:24. Street Address:

City/State/Zip: 25. Phone #:

26. Email: 27. Cell #:

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28. Event Name:29. Date(s) of Event: Start Date End Date Rain Date(s) If Event/Activity is ongoing, list days of the week and date range: 30. Set up time: Event Start Time: Event End Time: Departure Time: 31. Event/Activities will take place: Indoors Outdoors Both 32. List Specific Areas of the site where Event/Activities will take place:

33. Event is Open to: Students Only School Community (Staff/Students/Families) General Public 34. # of Participants: # of Volunteers: # of Staff: Total Attendance: 35. Describe Type of Event and Activities Involved:

36. Is this a first time event at this location? Yes No If no, describe how this event differs from previous years:37. Attendance Total for last event: 37. Event Website Address:38. Will the Event involve Participants engaging in Athletic or Physical activities? Yes No If yes, describe:39. Will there be any Amusements (Inflatable/Mechanical Rides) or Temporary Structures such as Stages, Tents,

Booths/Tables, etc. installed for this event? Yes NoIf yes, describe:

LCPS Special Event Application 12/7/18 edition Page 2 of 4

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40. List Event Vendors/Contractors/Businesses, contact e-mail addresses, and applicable Services below (i.e., AmusementRentals, Equipment Rentals, Caterers/Restaurants, DJs, Entertainers, Program Instructors, Event Management Firms,etc.)PLEASE ATTACH ALL CONTRACTS. Note: See Required Documents Checklist at the end of this Application.

Vendor/Contractor Name & Contact Email: Type of Services: a.b.c.d.e.f.g.h.i.

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fo 41. Yes No Do you plan to sell, distribute, or give away food/refreshments as part of this event?

If yes, Selling or Giving Away/Providing Refreshments42. Describe All Type(s) of Food (i.e., food truck, pot luck, bake sale, prepackaged commercial products, catered, restaurant,

pizza delivered, popcorn/cotton candy/snow cones, fresh food prepared on site, tasting samples, other):

Note: Any event with the sale of food prepared on site requires a Loudoun County Health Department Certificate or aTemporary Food Permit. See the Required Documents Checklist at the end of this Application.

43. Are you requesting use of the school kitchen or concession facilities? Yes No 44. Will there be outdoor cooking or gas grills/propane stoves used (charcoal grills are prohibited)? Yes No 45. # of Food Vendors: 46. # of Food booths or tables set up:47. Do you plan to sell, distribute, or give away merchandise (non-food items) or services in conjunction with this event?

Yes No If yes, Selling or Giving Away # of booths/tables set up: 48. List types of Event Exhibitors and Retailers:

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49. Is this a Fund Raising Event? Yes No If yes, explain: 50. Will donations/contributions be accepted or solicited during this event? Yes No 51. If yes, explain how donations will be generated or solicited:

52. List all parties who will receive the proceeds from the donations/contributions:

53. Will a registration, membership, or admission fee be required in order to attend or participate in the event/ activities? Yes No If Yes, Name of Payee:

54. Will any payments or fees be collected on site? Yes No 55. If yes, what methods of payment will be accepted? Cash Check Credit Card 56. Will any payments or fees be collected on line? Yes No 57. If yes, give Name & Web Address of Online Payment Portal:58. Name of Organization(s) making payments to Event Vendors:

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59. Are you requesting use of electricity ? Yes No60.

Will generators be used as a power source? Yes No

61. Are you requesting access to a water source besides water fountains? Yes No 62. Are you installing any major decorations for this event? Yes No 63. Are you having live musical entertainment or a DJ for this event? Yes No 64. Do you plan to have animals on site during this event? Yes No

If Yes, Explain:65. Will any public street(s) need to be partially closed or blocked off in conjunction with this event? Yes No If yes, street name(s):

Does event involve Science Experiment/Lab/STEM Activities? Yes No-If Yes,attach a detailed description of activities.

LCPS Special Event Application 12/7/18 edition Page 3 of 4

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66. Will event involve use of non-school property, i.e. neighborhoods, sidewalks/trails, facilities, businesses, etc.?Yes No

If yes, describe:67. Are you providing portable toilets for your event? Placement to be on hard surfaces only. Yes No How many: Where will they be set up:68. Describe plans for providing emergency medical and security services for your event (i.e., school clinic staff, call 911,

on-site emergency services, local law enforcement, professional security firm, etc.):

69. Estimate # of parking spaces that will be used for your event:Note: All vehicles parked in designated NO PARKING or Emergency Zones may be ticketed and/or towed.

70. Will shuttle services be used for off-site parking? Yes No 71. Describe plans for event trash/recycling collection and disposal:

72. Are there any special provisions or information pertaining to your event which have not been addressed on thisapplication/questionnaire? Yes NoIf yes, explain:

Checklist and Required Documents- Attach all applicable documents to this Application or submission Email.Yes No N/A Date

Submitted Event Document Checklist

a. Attach the Information Flyer or Web page advertising the Event to Participants & Attendeesb. Map of School/Site marking Event Logistics-Set up, entrance/exits, areas involved, etc.c. Vendor Contracts for DJs, Entertainers, Games, Inflatable/Mechanical Amusements,

Stages, Tents, etc.—County permits may be required—LCPS will assist with this process.d. Food Vendor Contracts & Health Dept. Certificate or Temporary Food Permit-see more

information at this link: https://www.loudoun.gov/DocumentCenter/View/125802/Temporary-Food-Vendor-Application-and-Information-Packet?bidId=

e. Fund Raising Events—Letter(s) of acknowledgment identifying the recipients of the fund- raising proceeds if the organization is different from the event host/applicant.f. LCPS Facility Use Request Form for Non-School Users-Form must be Approved by a School

Administrator (N/A for School Events)— Request form is attached:

g. Event Sponsor’s Certificate of Liability Insurance (N/A for School Events)

h. Event Sponsor’s Documentation of Tax Exempt/Non Profit Status (N/A for SchoolOrganizations)

i. STEM Events and Science Experiment/Lab Activities—Attach details to include use of chemicalsj. Race Events—Map of Race Course and Course Certificationk. Race Events—Race Management Firm Contract (outlining services to be provided for race

promotion, registration, entry fees and donations, course set up, check-in, race timing, etc.)l. Race Events—Copy of Event Participant Registration Form

m. Race Events—Permission letter from HOA or other property owners involvedn. Race Events, Parades, & Other Road Closures—Copy of VDOT Permit-Application

o. Race Events, Parades, Other Road Closures & High School Dances—Copy of LoudounCounty Sheriff’s Office Agreement to Provide Law Enforcement/Security Services

p. School Graduation Ceremonies—Copy of completed Loudoun County Fire Marshal’s Permit

q. PTSA/PTSO Post Prom and All Night Graduation Events—Copy of completed LoudounCounty Fire Marshal’s Permit Application for School Assemblies—found at https://www.loudoun.gov/DocumentCenter/View/98275/All-Night-Grad-and-After-Prom-Events-Revision-Final-2013-PDF?bidId=

r. ALL EVENTS open to the general public, involving a large number of attendees or requiringpublic safety or security—Complete the Loudoun County Special Event Registration at thislink https://interwapp14.loudoun.gov/repi/eventRequest.aspx

can be found at this link https://www.loudoun.gov/DocumentCenter/View/97465/Assembly-Permit-Application-10-31-13-PDF?bidId=

LCPS Special Event Application 12/7/18 edition Page 4 of 4

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PROCUREMENT SERVICES AND LCPS ADMINISTRATIVE USE ONLY Event Documents are: Complete Date: Incomplete Explanation:

Event status is pending the receipt of further documentation and information on the following:

Event conditions/restrictions:

Reviewed by Name & Title: Date:

Email: Phone #:

Copies to: School Principal School Event Contact

Other: ________________________ Safety & Security Facilities Services Event Registered with Loudoun Co Office of Emergency M'gmt?

Yes No N/A Permit(s) Necessary? Yes No List:

Event Logged on LCPS Special Event Spreadsheet? No

Permit(s) Received from Loudoun Co?

Permit(s) Sent to School? Yes No N/A

Notes/Comments

Support Services Central Office Administrators

Yes

Yes No N/A

Loudoun Co. OEM

Event Location at LCPS Facility:Event Name:

Sponsoring Organization:

Date:

Event Contact Name:

Off-Site Event Location:

Event Dates: Start _______ End _______ Rain _______ Event Times: Set Up ________ Departure ________ Contact Email:

Administrator Signature: ____________________________________ Administrator Name: ____________________________________

LCPS Special Event Application…REVIEW AND APPROVAL LCPS site Administrator's Comments and Questions:

Application reviewed and event is approved by an LCPS Site Administrator: YES