Examples of an outside speaker include: STEAM Assemblies, Author Visits, Class Photos, Panther Party vendors, DJs, etc.

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Documents must be submitted to the district at least 30 days prior to the event date. 

 

Please follow the steps below and feel free to reach out to a VP with any questions.

 

• PTSA Contract: Fill out the PTSA Contract and the send it to the vendor for their signature. Once it’s signed, email it to the PTSA President along with the Vendor’s W-9. This does not go to the district, but is kept for PTSA records.

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• Event Form: complete the Event Form for the district. Make sure you: 

  • List the dates you will be on District Property (if coming to multiple schools, each school needs a seperate form)

  • Put your name and contact information as “Supervisor in charge.”

  • Be sure to list any equipment needed (table, chairs, water cooler, etc.)

  • Send the completed form to the building principal and copy the VP you report into.

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•  Application for Use of District Facilities Form:(Only required for In-Person Vendors):  

  • Put your name and contact information as “Supervisor in Charge”

  • List any equipment needed (table, chairs, water cooler, microphone, etc.)

  • In the “Indemnification Agreement” list the outside vendor’s name as “name of facility user.”

  • Sent it to the vendor for their signature

  • Send the completed form to the PTSA president at president@ryeneckptsa.org to sign. It will be returned to you. 

  • Once you receive the signed Application from the vendor and the PTSA President, email them to the building principal or Athletic Director (for use of fields or MS/HS gym) and ask them to sign the application. Copy (cc:) the PTSA you report into, and Mary Beebe-Harrison in the district office at: mbeebe-harrison@ryeneck.org

 

• Insurance: All companies must (exception for individuals / hold harmless/Parent volunteers / parking disability insurance)

  • Gather the required insurance documents from the vendor; they are listed on pages 5 and 6 of the Application for Use of District Facilities. Samples of the insurance documents can be found here.  Here are a few guidelines:

    • Note that the “Description of Operations” on the Certificate of Insurance must state: Rye Neck UFSD, Rye Neck PTSA, NY State PTA, it’s Boards, employees & volunteers included as Additional Insureds with respect to the General Liability on a primary and no-contributory basis, with a waiver of subrogation.

    • If the exemption from workers compensation CE-200 is being used, please ensure that it is signed and dated at the bottom BEFORE submitting to the district office. 

    • The fingerprint form on the last page is only required to be completed if an employee of the vendor will be on District property for more than 5 days during the course of the school year. 

 

Please send insurance documents to Mary Beebe-Harrison (mbeebe-harrison@ryeneck.org) as soon as you receive them.