Want to Volunteer? Are you organizing an event?  Need to send an email? Hiring a vendor? Looking to be reimbursed? Need to pay a vendor? This is how you do it:  

Summary of Insurance Requirements for Outside Vendor

  • Provide Certificate of Insurance AND ISO Endorsement CG 20 20 or it's equivalent with required "Certificate Holder" and "Description of Operations" language;

  • Be a policy from an AM Best A-Rated insurer;

  • Coverage must be primary and non-contributory;

  • CGL of:

    • $1m per occurrence/$2m aggregate with no exclusions for athletic participants;

    • $2m products & completed operations;

    • $1m personal & advertising injury;

    • $100K fire damage; and 

    • $10K medical expenses

  • Auto liability limit of $1m when a vehicle is brought onsite;

  • Worker's Comp and NYS Disability Insurance; and

  • Umbrella/Excess:

    • $1m each occurrence & aggregate.  Must be follow-form basis of the required auto and CGL coverage;

    • $5m for Athletic/ Recreational Camps; and

    • and $10m for carnivals & fireworks

  • For more details, see pages 1, 4 & 5 of the Application for Use of District Facilities

  • To run an event not on District Property, there is no outside vendor and you want to send an email (ex. Walk to School Week or No Idling Initiative):

    • Follow the Email Guidelines​.  Requests MUST be received at a minimum of 4 days before the email is to be sent.  

  • To hold an event on District Property, there is no outside vendor and you want to send an email (ex. Afterschool Playdates, Activity Nights, School Garden Events):

    • Submit the Application for Use of District Facilities.

      • List the dates you will be on District Property.  If applicable, list all dates on one form (i.e. all after-school playdates, monthly meetings, etc.).

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

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

      • On the second page, in the box under “AGREEMENT” put “Rye Neck PTSA” as “name of facility user”.

      • Send the completed form to the PTSA president for signature at president@ryeneckptsa.org 

      • Once signed, the president will return the Building Use Form to you.

      • Send the completed form to the Building Principal.  

      • A sample completed form to use as guidance is here

    • To send an email, follow the Email Guidelines.  Requests MUST be received at a minimum of 4 days before the email is to be sent.  

  • An event on District Property, there is an outside vendor and you want to send an email (ex. STEAM workshops, Class Photos, Spring Fair):

    • Fill out the PTSA Contract and send it to the vendor for signature.  Once signed, email it to the PTSA President along with the Vendor's W-9 with cc: to PTSA VP.

    • Fill out Application for Use of District Facilities.  THIS APPLICATION IS ALSO REQUIRED FOR VIRTUAL PROGRAMS.

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

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

      • On the second page, in the box under “AGREEMENT” put the outside vendor's name as “name of facility user". If submitting for a virtual event, leave "name of facility user" blank.

      • If a vendor is coming in person, send it to the vendor for his/her signature. THE VENDOR IS NOT REQUIRED TO SIGN FOR VIRTUAL PROGRAMS

      • Send the completed form to the PTSA president at president@ryeneckptsa.org 

      • Once signed, the president will return the Building Use Form to you.

    • Obtain the required insurance information from the Vendor.  The insurance requirements are listed on the 1st, 4th, and 5th pages of the Application and in the box to the left.  Note: This is not necessary for virtual programs. 

    • The fingerprint form (last page) is only required if an employee of the vendor will be on District property more than 5 days over the school year.

    • Questions? Contact the PTSA President.

    • Once you receive the signed Building Use Form from the vendor and PTSA President and all of the insurance documents, email to Mary- Beebe-Harrison and cc: building principal and PTSA VP.  Documents must be submitted 30 days prior to the event date. 

    • To send an email, follow the Email Guidelines.  Requests MUST be received at a minimum of 4 days before the email is to be sent.  

  • You need to be reimbursed for PTSA related expenses or pay a vendor who supplied services to the PTSA.