Bringing in an outside speaker requires a bit more elbow grease. Examples of an outside speaker include: STEAM Assemblies, Author Visits, Class Photos, Panther Party vendors, DJs, etc.

 

In addition to the PTSA Contract and the Event Form, the district requires an Application for Use of District Facilities as well as insurance. Documents must be submitted to the district 30 days prior to the event date. 

 

Please follow the below steps and feel free to reach out to a VP you report into with any questions: 

 

• PTSA Contract: When you have confirmed event dates and details, fill out the PTSA Contract and 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. 

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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 (Please note you must fill out a separate form for each school. For example, for class photos, there should be one event form for DW, another for FEB, and a third for MS, even though it is the same vendor.)

  • 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: (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.