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:  

Available Forms/Guidelines:

Summary of Insurance Requirements for Outside Vendor

  • Provide Certificate of Insurance AND ISO Endorsement CG 20 20 or its 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;

  • Auto liability limit of $1m;

  • Worker's Comp and NYS Disability Insurance; and

  • Umbrella/Excess of $1m; $5m for Athletic/Recreational Camps; and $10m for carnivals

  • 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 Facility Use Application  

      • 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.).

      • 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”.

      • Sign your name as PTSA representative.  

      • 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. Note: This is not necessary for virtual programs.

      • 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". 

      • Sign your name as PTSA representative. 

      • Send to the vendor for his/her signature.

    • 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 form from the vendor 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.