Application, Approvals and Insurance Coverage Process

2008-2009

The primary objective for each school PTO in planning events is the protection of the children and those in attendance at the event. Never assume an event is covered.

 Below is the process each school’s PTO must follow in order to secure approvals for PTO-sponsored events held on school property, when school is not in session, to ensure appropriate insurance coverage. If an event occurs during school hours, the event is covered by the school’s insurance and no action need be taken.

 When you begin your yearly PTO event planning, it is recommended that you contact the PTOC Treasurer so that any new events can be researched with the insurance company for appropriate coverage prior to them being formally added to your calendar. There will be an additional charge for events that fall out of those currently covered. 

 The PTOC Treasurer will begin to gather listings of PTO-sponsored activities at the beginning of the school year. This list must be completed and submitted to the insurance agent no later than December 1, so that adequate time is given to review and update the PTOC policy.

 A list of approved events for the 2008-2009 school year follows after the below process.  

 Process

1. Secure the “Rental Agreement Use of Schools” application from the PTOC website or from your school’s office. Click here for the application form (PDF).
2. Read through the application and complete in full.
3. Secure your principal’s signature on the application.  
4. Contact the PTOC Treasurer, via email, at least one week before your event to ensure the event(s) is/are covered by the PTOC insurance policy. In the event that it is not on the list, there will be an additional cost to add it. Please be prepared to provide the following in your email communication:
• name of event
• date and time
• expected number of people (>125 requires Fire Marshall signature on application. See below or more information)
• primary contact information (name, phone, email if available)
• babysitting (if applicable)
• outside vendors (vendors must have their own insurance)
5. The PTOC Treasurer will confirm if the event is covered under the PTOC insurance policy. You will be contacted if your event is not covered.
6. If the event is covered, the PTOC Treasurer will email the event details along with the Certificate of Insurance and approvals to the Norwalk Board of Education Finance Office located in City Hall. PTO presidents and/or the primary contact person for the event will be copied on this email. Save this for your records.

7. Bring the signed Rental Agreement Use of Schools application to the Norwalk Board of Education Finance Office along with the PTOC Certificate of Insurance.    

8. Take the signed application (school principal and if necessary, the Fire Marshall) and the PTOC Certificate of Insurance to the City Clerk for signature. 

9. Return to the Norwalk Board of Education Finance Office with all signed paperwork.

List of Approved & Covered PTO-Sponsored Activities and Events

2008-2009 School Year