Overview
The primary objective for each school PTO in planning their events is the protection of the children and those in attendance at the event. Never assume an event is covered by PTO insurance.
Below is the process each school’s PTO events coordinator must follow in order to secure approvals for PTO-sponsored events held on school property, when school is not in session. If an event occurs during school hours, the event is covered by the school’s insurance and no action need be taken with the PTOC insurance.
When you begin your yearly PTO event planning, it is recommended that you contact the PTOC Treasurer so that any new events can be researched with the insurance company for appropriate coverage prior to them being formally added to your calendar. There will be an additional charge for events that fall out of those currently covered.
The PTOC Treasurer will gather listings of PTO-sponsored events at the beginning of the school year. This list must be completed and submitted to the insurance agent no later than November 1, so that adequate time is given to review and update the PTOC policy.
Securing School Property Rental and Certificate of Insurance
- Secure the “Rental Agreement Use of Schools” application from the PTOC website or from your school’s office.
- Read through the application and complete in full.
- Secure your principal’s signature on the application.
- If your event will have more than 125 people, you must also secure the signature of the Fire Marshall (Glen Iannacone 854-0240) and Asst. Fire Marshall (John McGuirk - 854-0245) located on Fairfield Avenue.
- Contact the PTOC Treasurer, via email, at least one week before your event to ensure the event(s) is/are covered by the PTOC insurance policy. (If your event is not covered, there may be an additional cost to add it). Please be prepared to provide the following in your email communication:
- name of event
- date and time
- expected number of people
- primary contact information of event coordinator (name, phone, email if available)
- babysitting (if applicable)
- outside vendors (vendors must have their own insurance)
- The PTOC Treasurer will confirm that the event is covered under the PTOC insurance policy. You will be contacted if your event is not covered.
- If the event is covered, the PTOC Treasurer will email the event details along with the Certificate of Insurance and approvals to the Norwalk Public Schools Finance Office. PTO presidents and/or the primary contact person for the event will be copied on this email. Save this for your records.
- Bring the signed Rental Agreement Use of Schools application to the Norwalk Board of Education Finance Office.
Note:
Should anything change regarding the event after you have secured approvals, please contact the PTOC Treasurer.