Hosting a PTA Event at Your School?

From the FSPTA Financial Guide: RAFFLES AND OTHER GAMES OF CHANCE (see IRS guidance below)

“A raffle is where the PTA/PTSA sells tickets, separately from tickets for admission to an event, and one of the tickets is drawn from all tickets to win a prize. Raffle tickets are tickets sold separately from event tickets. If everyone attending an event is eligible to win a prize drawing, then it’s a door prize, not a raffle.

While PTAs like an easy raffle, many nonprofits do not realize the registration and reporting that raffles require.  In some Maryland counties, raffles require an entirely separate permit in addition to a Bingo license.  THE IRS HAS INCREASED ITS SCRUTINY OF GAMING ACTIVITIES AND HAS PARTNERED WITH MANY STATES TO COMPARE STATE GAMING REGISTRATIONS TO PROPER IRS REPORTING.

If your PTA decides to run a raffle or Bingo, learn about the requirements that may apply to the PTA and make sure you’re running it correctly.”

Event Manager – Use of BCPS Facilities

Per BCPS Rule 1300: The application for use of facilities must be submitted a minimum of 45 days prior to the proposed activity or events. 

Review Rule 1300 HERE.

“Additional Insured” Requirement

From BCPS Facilities:  In order to complete the use of facilities request, additional information is required. Please forward to BCPS the required information identified below:

Certificate of Insurance – Submit a current insurance certificate as proof of general liability coverage for your organization. The insurance certificate must name the Board of Education of Baltimore County, 6901 Charles St. Towson MD 21204 as additionally insured for this activity. You will upload your proof of insurance (your General Liability Policy) into your BCPS account on the portal.

Indemnification Form – Please read, sign, and return the document below.  In the dates of the activities, put “school year 20xx-20xx” (i.e., the current school year)

BCPS Indemnification Form (5-page document; fill out information on page 5)

From AIM:  Most districts and/or school boards throughout the country want to be listed as additional insureds to the general liability policy.  You are agreeing to share your limits if something were to happen at one of your events which is the intended purpose of your general liability insurance. This is a common request of most districts and there is no charge to add additional insureds.

To add an additional insured/certificate holder, AIM needs you to complete, sign (electronic or typed signatures not accepted), and return the form below:

Additional Insured Request Form

Please return the completed form via one of these options (allow 24-48 hours for processing):

1. Scan and email back to aim@aim-companies.com
2. Fax to 214-360-0802
3. Mail to the following address: AIM Companies, PO Box 674051, Dallas, TX 75267-4051

AIM shared this clarifying information: Instead of completing the above-noted request form, units can log onto their accounts, go to Certificate of Insurance, choose Proof of Coverage, and add Board of Education of Baltimore County, 6901 Charles St. Towson MD 21204 as certificate holder AND as additional insured.

Crowd Management Training

This 2-hour session costs $20 and is a valid PTA expense. Training is required per BCPS Rule 1300 if you’ll host 50 or more people at your event.

https://crowdmanagers.com/