Events

Colorado requires an organization to obtain a Bingo-Raffle license to hold a raffle, drawing, or any bingo game where money is charged.

A raffle is considered any game where: Chance determines the winner; There is an exchange of consideration (time, money, etc.); or the items being raffled or drawn for have value.

A Bingo-Raffle license cannot be issued to a government entity. Therefore, PSD does not hold a license, and schools cannot apply for one. Organizations such as a PTA/PTO or Booster club can apply for a license. There may be fees associated with Bingo-Raffle events.

Alternatives to Bingo-Raffle events include:

• Door Prizes as long as the participants don't have to buy a ticket. You can charge an admission fee to the event but the ticket for the drawing should be separate from the ticket issued for gaining admission to the event. It's also important to announce the rules of the door prize drawing, including whether participants must be present to win, and the start and end times for the drawing.
• Silent auctions are not considered a game of chance and therefore a license is not required.
• Creative games and prize activities, as long as they are not games of chance, are a great alternative. This can include a friendly competition (ex. a class can win a pizza party if they raise the most money in a fundraising event).

For more information, visit Colorado's Bingo and Raffle licensing page.

Poudre Fire Authority no longer allows bonfires at school locations. Therefore, PSD does not allow bonfires at any school locations or PSD facilities.

Bounce houses and inflatable games are popular for school celebrations, but accidents can happen. There are no safety regulations for the use of these devices and PSD's liability insurance provides limited coverage.

The following inflatables should not be rented:

• Trampolines
• Velcro walls
• Wrestling games such as Mud & Jello wrestling
• Equipment that attaches two or more players to each other via bungee cords or other devices
• Water slides, slip-n-slides, and other water featured equipment
• Games where there is the potential for students to be intimidated, bullied, or harassed

Follow the steps below if you are renting other inflatable equipment.

• Any agreement required by the vendor must be reviewed and approved by Risk Management and/or the District's Contract Administrator.
• The vendor must set up and take down the equipment.
• The vendor must provide supervision of the equipment for the entire event. Equipment must be used in accordance with manufacturer's safe use guidelines at all times.
• The vendor must not require waivers from the District or its students.
• The vendor must acknowledge that its equipment is regularly inspected, has passed inspection prior to each rental, and will be inspected after the equipment is set up prior to use.
• The vendor and/or school sponsor must contact the District's Customer Support Center at 490-3333 to discuss installation requirements with facilities personnel.
• The vendor must carry General Liability insurance with limits of no less than $1,000,000 per occurrence/$2,000,000 aggregate; Automobile Liability insurance with limits of no less than $1,000,000 for Bodily Injury & Property Damage Combined Single Limit; and Workers' Compensation coverage in accordance with state limits.
• The vendor must have a current Certificate of Insurance (COI) on file with PSD's Risk Management Department. The certificate must name Poudre School District R-1 and its elected officials and employees as additional insureds on the General and Automobile Liability Policies. Some vendors already have COIs on file, which you can request from Risk Management online.
  • COIs should be emailed to COI@psdschools.org. If a hard copy must be sent, it should be mailed to PSD Risk Management at 2413 Laporte Avenue, Fort Collins, CO 80521.
• Games involving competition, such as "jousting" should be supervised by a PSD staff member to watch for indications of bullying.

"Car bashing" is a fun and popular activity that can be performed only if the below preparations have been adequately followed.

Preparation of the Vehicle

1. Remove the gas tank, car battery, and windows.
2. Remove all fluids, including gas from lines, anti-freeze, oil, transmission fluid, and power steering fluid.
3. If the vehicle has air conditioning, CFCs should be recovered prior to the event.

Preparation of the Site

1. Place a tarpaulin under the car to catch parts.
2. Establish a safety perimeter around the car of at least 20 feet.
3. Allow only one participant at a time to bash the car.
4. Have "Speedy-Dry" on hand to catch any unforeseen spills.

Protective Wear

1. Participant(s) should wear full-surround safety glasses, thick gloves, and closed-toed footwear (no sandals).
2. Long sleeves & pants are recommended.
3. Clean up crew should wear thick gloves and appropriate footwear.

Sledge Hammer

1. Use a sledgehammer with a good quality handle, preferably fiberglass.
2. The hammer should have a protective guard on the handle (even if the handle is fiberglass).

Clean Up

1. Have brooms, flat shovels, and other tools for cleaning ready at the site.
2. Have a plan for the removal of the vehicle and leftover metal scraps and recycle through proper channels.
3. Place materials in appropriate receptacles and remove from the site.

Questions? Email Facilities Services or call (970) 490-3333 or email Risk Management or call (970) 490-3237.

If a school, parent organization, or other District program wishes to offer childcare during a function sponsored by the school or District, a childcare license is not required by the State of Colorado as long as the care does not exceed 3 hours in a 24-hour period and parents are on site. School functions, parent meetings, and "Parents' Night Out" events requiring childcare should not occur regularly.

A waiver and release should be signed by parents utilizing the childcare services. Please use our PSD Childcare Waiver and Release (coming soon!) for all events requiring on-site childcare.

Other requirements include:

1. Colorado law requires babysitters to be at least 12 years of age. If PSD is paying the provider, they must be at least 14 years of age. Ideally, the provider of childcare should be a PSD student.
2. A PSD employee should supervise any students providing childcare. If an adult who is not a PSD employee is providing care, they must register with the PSD Volunteer Center.
3. There should always be at least 2 care providers present and the ratio of children to caregivers should be no more than 10:1 depending on the age of the children.
4. Ensure the childcare providers know where the Crisis Response & Management Quick Guide is located in the room and that they are familiar with PSD's emergency procedures.

Dunk tanks may be rented and used only if the proper insurance and inspection requirements are met. Requirements can be found under the "Bounce Houses & Inflatables" section of this page. 

The following rules must also be followed for dunk tanks to be used:

• Only adults may sit in the dunk tank.
• The dunk tank should be positioned that no one can walk behind it, and the line should be positioned behind the individual throwing the ball toward the tank target.

When inviting food trucks to district hosted activities, be aware that Poudre School District requires the vendor to have proof of insurance and licensing including:

1. General Liability Insurance with the following limits ($1m/$2m)
2. Auto Insurance with the following limit ($1m)
3. Vendor must possess a Colorado Retail Food Establishment License

PSD activity sponsors shall coordinate with Facilities Services on the appropriate parking locations as needed. PSD Activity Sponsors are also responsible for coordination of trash or other services.

Food Truck vendors and employees must prevent the disposal of any materials, including rinse or wastewater and any spilled materials/waste onto paved surfaces or into storm drain inlets/waterways.

Food trucks will not be allowed at events where Poudre School District Child Nutrition is serving meals.