LOUDOUN COUNTY PUBLIC SCHOOLS
Procurement Services
21000 Education Court, Suite #301
Ashburn, VA 20148
Phone (571) 252-1270 Fax (571) 252-1432
LCPS Special Events and Unusual Activities Guidelines
A. Who Sponsors Special Events on LCPS Property?
 Schools/Educational Groups
 PTA/PTO/Booster Organizations
 Church Organizations
 Civic, Community, & Governmental Groups
 Athletic Organizations & County Parks & Rec.
 Non-Profit Organizations
B. LCPS Special Event Instructions
1. The School or Organization Event Sponsor/Contact shall submit a simple written proposal to the school site
administration, outlining “who, what, when, where, how, and why” details of the requested special event.
Please submit the proposal a minimum of 60 days prior to the event date.
2. If the school administrator approves moving forward, the Event Sponsor/Contact shall complete and submit
the LCPS Special Event Application to LCPS Procurement Services. Call: 571-252-1270 with any questions.
3. All documents shall be emailed as PDF attachments to Kelly.Briner@lcps.org and Dawn.Taylor@lcps.org
4. IMPORTANT: LCPS Special Event Applications MUST be received a MINIMUM OF 30 DAYS PRIOR TO THE
EVENT DATE.
C. Who Approves Special Events held on School Property? All Special Events shall be approved by the LCPS
Principal/Site Administrator. LCPS Procurement Services shall review all LCPS Special Event Applications and shall
refer unusual activities to the appropriate LCPS Director of Education for final approval. LCPS Procurement Services’
role is to provide advice regarding risks, review contracts for liability, identify and assist with necessary Permit
requirements, and monitor special events involving LCPS.
D. Special Events Vendor/Contractor Services include, but are not limited to, the following:
 Amusement Rentals including mechanical carnival rides, inflatables (moon bounces, obstacle courses, etc.),
dunk tanks, carnival games, snow cones, cotton candy, etc.
 Animal Exhibitions-Reptiles, Birds, Canines, Kissing Pigs, Petting Zoos, Farm Animals, etc.
 Caterers, Restaurants, Mobile Food Vendors, etc.
 DJs, Entertainers, Magicians, Face Painters, Dancers, Artists, Athletic Exhibitions, BMX Bike Shows, etc.
 Photo Booths, Planetariums, Inflatable Movie Screens, Light Shows, etc.
 Fundraising Organizations-Selling Food Products, Merchandise, Subscriptions, School Supplies, etc.
 Speakers and Presenters-Authors, Educators, Comedians, Motivational Speakers, etc.
 Music, Theatre, and Dance Performing Groups
 Equipment Rental for Parties and Ceremonies (stages, platforms, casino tables, tents, stairs, etc.)
 5K Race Events—Race Event Planners and Race Management Firms
E. Vendor/Contractor Agreements for Special Events on School Property—Any Special Event on LCPS property
(before, during, or after school) creates liability for the School System.
1. All Vendor/Contractor agreements shall be sent to LCPS Procurement Services for review prior to making a
commitment—this includes contracts involving PTAs, PTOs, Boosters, Community Groups, etc. if the
event/activity is held on School property. NOTE: Events/Activities involving students and scheduled during
the school day are generally considered School Sponsored Events.
2. LCPS will not agree to the following contractual provisions and will request removal from the vendor’s contract:
a. Hold Harmless, Indemnification, Waiver or Limitation of Liability, Assumption of Risk, etc.
b. Additional fees/charges based on Audits following the delivery of services
c. Payment of Attorneys’ fees
LCPS Procurement Services/Risk Management Office 10/24/14 edition
d.
e.
f.
g.
h.
Personal Guarantee by the Signer of the Contract
Binding Arbitration
Legal Jurisdictions other than the Commonwealth of Virginia
Responsibility for Repairing or Replacing Vendor’s Property
Automatic Contract Renewals
F. LCPS Annual Requirements for Vendors/Contractors—The following documents are required for approval of
all Vendors/Contractors providing services on School property or on behalf of LCPS.
Contractors Certification Form
Certificate of Liability Insurance
Virginia Mandatory Contract Provisions
W-9 Tax Payer Identification Form
These documents must be updated annually (or upon expiration) and will allow Vendors to contract with any
School/Department desiring their services. Please contact LCPS Procurement Services at 571-252-1270 to check on
the Vendor’s document status. Vendors/Contractors may also visit this link LCPS Vendor Registration for further
information or to register.
G. Special Event Permits— PERMITS are required based on State and local ordinances. See the LCPS Special Events
Application for details on required permit documents. LCPS Procurement Services manages the permit process and
will assist the Event Sponsor/Contact. IMPORTANT: LCPS Special Event Applications MUST be received a
MINIMUM OF 30 DAYS PRIOR TO THE EVENT DATE.
For more information on the County’s event planning and permit requirements, visit their website at
http://www.loudoun.gov/index.aspx?nid=827. If the special event is open and advertised to the general public
and the expected attendance is 300+, the Event Sponsor/Contact should complete the Loudoun County Special
Event Registration at this link http://interwapp01.loudoun.gov/repi/eventRequest.aspx.
H. Restricted LCPS Events and Activities—The following events/activities are not recommended for sponsorship by
LCPS without prior written approval from the appropriate LCPS Director of Education (Elementary, Middle, High
School, Technical Ed, etc.). LCPS does not carry liability or medical accident insurance for these activities and the
inherent risks involved. If approval is granted by the appropriate administrator, Procurement Services will assist
with insurance requirements and recommend measures to minimize liability.
Bicycle Riding or Racing
Airplane Rides or Air Show Exhibitions
All-Terrain Vehicle (ATV) Rides
Boating—unless provided by a commercial firm
with liability insurance
Amusements-No Demo Ball, Wrecking Ball,
Bob-sledding
Rock Walls, Trampolines, Slingshots, Sumo
Boxing or Bouncy Boxing
Wrestling, Bouncy Boxing, Students in Dunk
Bungee Jumping or Trampolines
Tanks, Joust, Laser Tag-No activities that are
Canoeing—unless provided by a commercial firm
combative or involve shooting at others
with insurance
Animals—Professional Animal Exhibitions and
Car Smashing Fundraisers
Petting Zoos are allowed with prior approval
Catapults or Sling Shot Devices
and liability insurance. Certified Assistance
Circus Sponsorship
Animals are allowed as required by law. No
Climbing Walls—Hard or Soft—No Climbing or
family or volunteer pets.
Rappelling requiring a harness
Athletic Activities open to General Public
Cow Chip Bingo or Meadow Muffin Fundraisers
Participation—Including Road Races (5K runs),
Cruises—unless provided by a commercial firm
Dodge Ball, Tug of War, Basketball, Volleyball,
with insurance
and other Athletic Tournaments. School
Demo Ball-Inflatable Amusement
Community Fun Runs/Walks on School property
are allowed.
Aviation Activities including Airplane/Helicopter
Rides, Hot Air Ballooning, Glider Flying, Hang
Gliding, Parasailing, Sky Diving or Exhibitions
LCPS Procurement Services/Risk Management Office 10/24/14 edition
Restricted LCPS Events and Activities…
Dodge Ball
Dogs—Therapy Dogs unless provided by a
commercial or nonprofit firm with liability
insurance and preapproved. Certified Assistance
Dogs are allowed. No family or volunteer pets.
Dog Wash
Donkey Basketball
Fencing or Sword Play
Fighting or resemblance of hand to hand
combat—No Bouncy Boxing, Sumo Wrestling,
Gladiator Joust, Rock’em Sock’em, etc.
Fire—Pyrotechnics, Candles, Open Air Fires
Fireworks Displays
Flying or Rigging Actors for Drama/Theatrical
Productions
Fog Machines—without prior approval from LCPS
Safety & Security
Gas or Propane powered equipment inside School
facilities
Gelatin, Mud, Pudding, or Sumo Wrestling
Gladiator Joust
Glider Flying
Hang Gliding
Helicopter Rides
Horseback Riding
Hot Air Ballooning or Exhibitions
Hypnotist Exhibitions or Fundraisers without
review and prior approval
Ice Hockey or Ice Skating
Inflatables—No Demo Ball, Wrecking Ball, Laser
Tag, Rock Walls, etc.
Jousting
Kayaking
Laser Tag or Paint Ball
Martial Arts—professional demonstrations or
exhibitions are allowed with prior approval
Mechanical Rides—No Human Whirl, Gyroscope,
Tumbler; Soft Mechanical Bull is allowed at level 2
and below
Motorcycle Rides or Car Racing
Paint Ball
Parasailing
Parties on Watercraft—unless provided by a
commercial firm with insurance
LCPS Procurement Services/Risk Management Office 10/24/14 edition
Petting Zoos—unless provided by a commercial or
nonprofit firm with insurance
Pie Throwing
Pony Rides—unless provided by a commercial firm
with insurance
Pyrotechnics-flash pots, flames, candles, etc.
Rafting or Tubing
Rock Face or Wall Climbing and Rappelling
Rocket Launching-(except approved LCPS Science
or Tech. Ed. Programs)
Rodeos
Ropes Courses—unless provided by a commercial
firm with insurance
Sailing
Scooter Boarding
Scuba Diving
Shooting or resemblance of weapons or toy
guns—Laser Tag, Pointless Paintball, Water Gun
Tag, etc.
Skateboarding, Rollerblading, Scooter Boarding or
Wave Boarding
Sky Diving or Exhibitions
Sling Shot or Catapult Devices
Snow Skiing, Snow Boarding, Sledding, Bobsledding
Sumo Wrestling
Surfing
Swimming Pool Parties (except at a commercial
facility with lifeguards)
Tattooing
Theatre—Stage Rigging for Flying or Elevating
Actors
Trampolines or other rebound devices—Extreme
Air Jumpers, Bungee Jumping, etc.
Tubing or Rafting
Tug of War or use of ropes/cords
Water Activities—Boating, Canoeing, Kayaking,
Sailing, Tubing, Whitewater Rafting, Water Skiing,
Surfing, Scuba Diving, Snorkeling, or Parties on
Watercraft
Water Balloons-Fights or Water Tag
Whitewater Rafting
Wrecking Ball Inflatable
Wrestling—Gelatin, Mud, Pudding, Sumo
Zip Lines and Ropes Courses—unless provided by
a commercial firm with liability insurance
Location at LCPS Facility:
Event Date:
Event Name:
PROCUREMENT SERVICES USE ONLY
Off-Site Location:
Event Time:
Loudoun County Public Schools
Special Event Application
 Refer to the LCPS Special Events and Unusual Activities Guidelines.
 E-mail this completed application and required documents as PDF attachments to LCPS Procurement Services,
Kelly.Briner@lcps.org and Dawn.Taylor@lcps.org. Call 571-252-1270 with any questions.
Event/Activity Info
Event
Supervisor
Event Site & Applicant Info
 Submit all information a MINIMUM of 30 days prior to the event date.
1. School/LCPS Site Name:
2. Today’s Date:
3. School/Site Contact Name:
4. Title:
5. Event Location Name, if off site:
6. Off-site Event Address/City/State/Zip:
NOTE: If this Application is for a School Sponsored Event, skip to #22 and continue completing the application. Events/
Activities involving students and scheduled during the school day are generally considered School Sponsored events.
7. Name of Organization Sponsoring Event:
8. Address:
9. Phone #:
10. Does Organization have Tax Exempt Status?
Yes
No 11. Web Address:
12. Event Applicant/Contact Name:
13. Title:
14. Street Address:
15. Phone #:
City/State/Zip:
16. Email Address:
17. Cell #:
18. Alternate Event Contact Name:
19. Phone #:
20. Email Address:
21. Cell #:
22. Will Applicant attend this event and act as the on-site event supervisor?
Yes
No
NOTE: If Applicant is NOT the on-site supervisor for this event, please complete items #23-27.
23. On-Site Event Supervisor’s Name:
24. Street Address:
25. Phone #:
City/State/Zip:
26. Email:
27. Cell #:
28. Event Name:
29. Date(s) of Event: Start Date
End Date
Rain Date(s)
If Event/Activity is ongoing, list days of the week and date range:
30. Set up time:
Event Start Time:
Event End Time:
Departure Time:
31. Event/Activities will take place:
Indoors
Outdoors
Both
32. List Specific Areas of the site where Event/Activities will take place:
33. Event is Open to:
Students Only
School Community (Staff/Students/Families)
General Public
34. # of Participants:
# of Volunteers:
# of Staff:
Total Attendance:
35. Describe Type of Event and Activities Involved:
36. Is this a first time event at this location?
Yes
No
If no, describe how this event differs from previous years:
37. Attendance Total for last event:
37. Event Website Address:
38. Will the Event involve Participants engaging in Athletic or Physical activities?
Yes
No
If yes, describe:
39. Will there be any Amusements (Inflatable/Mechanical Rides) or Temporary Structures such as Stages, Tents,
Booths/Tables, etc. installed for this event?
Yes
No
If yes, describe:
LCPS Special Event Application 10/22/14
Page 1 of 4
Food/Refreshments/Merchandise Info
Event Vendors/Contractors
LCPS Speci al Even t Ap pl icati on …con
tinued 40. List Event Vendors/Contractors/Businesses, contact e-mail addresses, and applicable Services below (i.e., Amusement
Rentals, Equipment Rentals, Caterers/Restaurants, DJs, Entertainers, Program Instructors, Event Management Firms,
etc.)PLEASE ATTACH ANY CONTRACTS. Note: See Required Documents Checklist at the end of this Application.
Vendor/Contractor Name & Contact Email:
Type of Services:
a.
b.
c.
d.
e.
f.
g.
h.
i.
41. Do you plan to sell, distribute, or give away refreshments/food as part of this event?
Yes
No
If yes,
Selling
or
Giving Away
42. Describe All Type(s) of Food (i.e., bake sale, prepackaged commercial products, catered, restaurant, carnival foodpopcorn/cotton candy/snow cones, potluck, fresh food prepared on site, other, etc.):
Note: Any event open to the General Public and having food prepared on site requires a Loudoun County Health
Department certificate or a temporary food permit. See Required Documents Checklist at the end of this Application.
43. Are you requesting use of the school kitchen or concession facilities?
Yes
No
44. Will there be outdoor cooking or gas grills/propane stoves used (charcoal grills are prohibited)?
Yes
No
45. # of Food Vendors:
46. # of Food booths or tables set up:
47. Do you plan to sell, distribute, or give away merchandise (non-food items) or services in conjunction with this event?
Yes
No If yes,
Selling or
Giving Away
# of booths/tables set up:
48. List types of Event Exhibitors and Retailers:
Other Event Info
Financial Info
49. Is this a Fund Raising Event?
Yes
No If yes, explain:
50. Will donations/contributions be accepted or solicited during this event?
51. If yes, explain how donations will be generated or solicited:
Yes
No
52. List all parties who will receive the proceeds from the donations/contributions:
53. Will a registration, membership, or admission fee be required in order to attend or participate in the event/ activities?
Yes
No If Yes, Name of Payee:
54. Will any payments or fees be collected on site?
Yes
No
55. If yes, what methods of payment will be accepted?
Cash
Check
Credit Card
56. Will any payments or fees be collected on line?
Yes
No
57. If yes, give Name & Web Address of Online Payment Portal:
58. Name of Organization(s) making payments to Event Vendors:
59. Are you requesting use of electricity?
Yes
No
60. Will generators be used as a power source?
Yes
No
61. Are you requesting access to a water source besides water fountains?
Yes
No
62. Are you installing any major decorations for this event?
Yes
No
63. Are you having live musical entertainment or a DJ for this event?
Yes
No
64. Do you plan to have animals on site during this event?
Yes
No
If Yes, Explain:
65. Will any public street(s) need to be partially closed or blocked off in conjunction with this event?
Yes
No
If yes, street name(s):
LCPS Special Event Application 10/22/14
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Other Event Info
LCPS Speci al Even t Ap pl icati on …con
tinued 66. Will event involve use of non-school property, i.e. neighborhoods, sidewalks/trails, facilities, businesses, etc.?
Yes
No
If yes, describe:
67. Are you providing portable toilets for your event? Placement to be on hard surfaces only.
Yes
No
How many:
Where will they be set up:
68. Describe plans for providing emergency medical/services for your event (i.e., school clinic staff, call 911, on-site
emergency services, etc.):
69. Estimate # of parking spaces that will be used for your event:
Note: All vehicles must be parked in designated parking spaces or they may be ticketed and/or towed.
70. Will shuttle services be used for off-site parking?
Yes
No
71. Describe plans for event trash/recycling collection and disposal:
72. Are there any special provisions or information pertaining to your event which have not been addressed on this
application/questionnaire?
Yes
No
If yes, explain:
Checklist and Required Documents
Date
Document Checklist—Attach the following documents to this Application
Yes No N/A
Submitted
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
l.
m.
n.
o.
p.
q.
r.
Event/Activity Informational Flyer or copies of Web-site pages
Map of School/Site marking Event Logistics-Set up, ingress/egress, areas used, etc.
Vendor Contracts for Moon Bounces/Inflatables, Mechanical Rides, Stages, Tents, etc.—
County permits will be required—LCPS will assist with this process.
Food Vendor Contracts & Health Dept. Certificate or Temporary Food Permit-see more
information at this link: http://www.loudoun.gov/documentcenter/view/114
Fund Raising Events—Letter(s) of acknowledgement to or from the Organization(s) for
which the Event will benefit
LCPS Facility Use Request Form for Non-School Users-Form must be Approved by a School
Administrator (N/A for School Events)— Request form is at this link: Application for
Community Use of School Facilities and Grounds by all Non-School Users
Event Sponsor’s Certificate of Liability Insurance (N/A for School Events)
Event Sponsor’s Documentation of Tax Exempt/Non Profit Status (N/A for School
Organizations)
Race Events—Map of Race Course and Course Certification
Race Events—Event Planner/Race Consultant Contract outlining services to be provided
Race Events—Race Management Firm Contract (outlining services to be provided for race
promotion, registration, entry fees and donations, course set up, check-in, race timing, etc.)
Race Events—Copy of Event Participant Registration Form
Race Events—Permission letter from HOA or other property owners involved
Race Events, Parades, & Other Road Closures—Copy of VDOT Permit Application found at
this link VDOT Road Closure Permit Application
Race Events, Parades, & Other Road Closures—Copy of Loudoun County Sheriff’s Office
Agreement to Provide Law Enforcement/Security Services
School Graduation Ceremonies—Copy of completed Loudoun County Fire Marshal’s Permit
Application for School Assemblies—Link for Application Loudoun Co Fire Marshal-Assembly
Permit App
PTSA/PTSO Post Prom and All Night Graduation Events—Copy of completed Loudoun
County Fire Marshal’s Permit Application for School Assemblies—link for Loudoun County
Fire Marshal's Permit Information Packet & Sample Permit App
Link for Blank Application is Loudoun Co Fire Marshal-Assembly Permit App
ALL EVENTS open to the general public.—Complete the Loudoun County Special Event
Registration at this link
http://interwapp01.loudoun.gov/repi/eventRequest.aspx
LCPS Special Event Application 10/22/14
Page 3 of 4
LCPS Speci al Even t Ap pl icati on …con tinued
Event Applicant Comments or Questions:
Event is:
Explanation:
PROCUREMENT SERVICES USE ONLY
Approved As Is
Disapproved
Procurement Services Review and Approval
Event status is pending further information on the following:
Event is approved under the following conditions/restrictions:
Approved by Name & Title:
Date:
Email:
Phone #:
Copies to:
School Site
Event Contact
Event Registered with Loudoun Co OEM?
Yes
No
N/A
Event Logged on LCPS Special Event Spreadsheet?
Yes
No
Date:
Permit(s) Received from Loudoun Co? Date:
Permit(s) Sent to School? Date:
Notes/Comments
LCPS Special Event Application 10/22/14
Page 4 of 4
Safety & Security
Permit(s) Necessary?
List:
Other
Yes
No