Fillable Printable Special Event Proposal - Oklahoma
Fillable Printable Special Event Proposal - Oklahoma
Special Event Proposal - Oklahoma
Attachment E
OP-090211
Page 1 of 8
SPECIA L EVENT PR OPOSAL
This form is to be used for requests to bring a special event or a special activity to a
Department of Corrections facility. The nature of this event requires special approval
(i.e., large events; events where donations would be required; where food is requested
to be brought in for the event; events that require special arrangements by the facility
such as extra supervision by staff and/or volunteers or use of property not normally
dedica t ed for that pur p os e) .
It is the responsibility of the staff or the volunteer requesting a special event to submit
this “Special Event Proposal” form to the volunteer coordinator at least 90 days in
advance. The volunteer coordinator will forward the request to the facility administration
within one week of receipt of the request.
The facility/district head will approve or deny the request at least 60 days prior to the
event.
Date Subm itted:
Group or Organization Submitting Request:
Contact Person(s):
Date and Ti me o f Purp os ed Event:
Alternate date if applicable:
Type of Event:
PRIMARY PURPOSE (What is the reason you want to conduct this activity?):
GIVE A BRIEF DESCRIPTION OF THE PROPOSED ACTIVITY AND ANY
BACKGROUND INFORMATION (i.e., schedule of activities). Attach page if needed.
Has this been an annual event? If so, was it successful? What problems if any were
encountered?
Attachment E
OP-090211
Page 2 of 8
WHAT SPECIFIC MATERIALS, SUPPLIES OR RESOURCES WILL BE REQUIRED?
(i. e., chair s , musi c eq ui pme nt, etc. )
WHERE W ILL THIS ACTIVITY BE HELD?
HOW MANY OFFENDERS ARE NEEDED TO ASSIST IN PREPARATION AND
CONDUCTING T HIS ACTI VITY?
SPECIFIC JOB DUTIES FOR EACH OFFENDER REQUESTED: (Attach additional
page if necessary)
ESTIMATED NUMBER OF VOLUNTEERS THAT WI LL PARTICIPATE: ___________
ESTIMATED NUMBER OF S PECIAL GUESTS THAT WILL PARTI CI PATE: ________
*Required information on volunteers and outside guest s must be turn ed i nto the
facility volunteer coordinator at least two w eeks in advance
TOTAL NUMBER O F OFFENDERS (approx.) THIS ACTIVITY WI LL BE NEFIT: _____
Attachment E
OP-090211
Page 3 of 8
Food Donations at Programs
Volunteer groups are allowed to bring food into correctional facilities under the following
conditions:
a. The volunteer group must demonstrate that the food is necessary for the
program to accomplish its established goals. Such goals must be stated as the
justi fication for us e of food on t he next page.
b. Food must be either pre-packaged or professionally prepared under the
supervision of someone with a food handler’s license. A copy of the food
handler’s license must be submitted with this form. Volunteers are responsible to
deliver and serve the food at the facility in an appropriate time frame and
manner.
c. All requests for the use of food will be included in the “Special Events Proposal.”
No special accommodations will be made for religious feasts and festive meals except
as follows:
a. W here program space and security level allows, offenders who are celebrating a
recognized religious feast or festive meal will be able to eat their meal together
as a faith community. The food will be the same as that which is served to the
rest of the general populati on for that me al .
b. Foods that have a verifiable religious significance may be donated by an outside
religious organization or purchased by the offender from an authorized vendor for
ceremonial meals. Foods purchased by an individual offender are for that
offender’s use only. Foods purchased by a faith group may be shared among
the group. Religious significance must be verif ied by the f aith group’s sacred text
and outside religious authority.
c. All donations or purchases must be arranged through the facility chaplain and
approved by the facility head or their designee.
d. Food items must be either pre-packaged or professionally prepared under the
supervision of someone with a food handler’s license.
All food donations and purchases are subject to search prior to distribution to the
offender faith community.
Attachment E
OP-090211
Page 4 of 8
SPE CIFIC FOODS WHICH YOU W ISH TO DONATE FOR THIS P ROGRAM AND THE
JUSTIFICATION: (Attach additional page if necessary)
Attachment E
OP-090211
Page 5 of 8
Supervision of t he Event
I understand that by signing below I commit to be present at the event. By giving my
approval as a supervisor I understand that the time spent at the event is work hours for
which the employee must be paid. Staff supervisors may not grant approval that would
result in post vacancies or would place an undue burden on other staff. At least one
approved volunteer or staff sponsor must be present during the event.
____________________________/_____ _________________________/_____
Volunteer or Staff Supervising Event Date Staff Member’s Supervisor Date
____________________________/_____ _________________________/_____
Volunteer or Staff Supervising Event Date Staff Member’s Supervisor Date
___________________________/______ _________________________/______
Volunteer or Staff Supervising Event Date St aff Member’s Supervisor Date
____________________________/_____ _________________________/_____
Volunteer or Staff Supervising Event Date St aff Member’s Supervisor Date
____________________________/_____ _________________________/_____
Volunteer or Staff Supervising Event Date St aff Member’s Supervisor Date
______ ________ ___ _ _________ /__ ____ ___________ ___ ___ _______ _/_ _____
Volunteer or Staff Supervising Event Date St aff Member’s Supervisor Date
Attachment E
OP-090211
Page 6 of 8
ST AFF USE ONLY
THIS EVENT WILL BE SUPERVISED BY VOLUNTEERS
STAFF
BO TH STAFF AND VOLUNTEE RS
HOW WILL THIS EVENT BE SUPERVISED? (Be specific)
WILL THIS EVENT REQUIRE ADDITIONAL STAFF TO PROCESS VOLUNTEERS,
SPE CIAL GUESTS, OR ITEMS BROUGHT INTO THE FACILITY? YES NO
WILL SUPERVISION OR PROCESSING FOR THIS EVENT REQUIRE OVERTIME?
YES NO
IF YES, ESTIMATE HOW MUCH OV ERTIME WILL BE REQUIRED:
ANY EVENT REQUIRING OVERTIME MUST BE REVIEWED BY THE APPRORIATE
DIVI S ION MANAGE R
AR E TH E R E ANY AD D I T IO NAL SECURI TY REQUI REMENTS FOR THIS ACTIVITY?
DESCRIBE POTENTIAL PROBLEMS AND SOLUTIONS TO SUCCESSFULLY
COMPLETE THI S ACTIVITY:
Attachment E
OP-090211
Page 7 of 8
*****REVIEW PROCESS*****
Proposal must be reviewed & approved by all involved supervisors:
Chaplain/Volunteer Coordinator Comments: __________________________________
______________________________________________________________________
______________________________________________________________________
Recommend: Approval / Denial
___________________________________ _______________________________
Chaplain/Volunteer Coordinator Signature Date
Security Staff Comments: _________________________________________________
_____________________________________________________________________
______________________________________________________________________
Recommend: Approval / Denial
___________________________________ ________________________________
Security Staff Signature Date
Deputy War den/ Assi st ant Di st. Super vi sor Comments: _________________________
______________________________________________________________________
______________________________________________________________________
Recommend: Approval / Denial
__________________________________________ ___________________________
Deputy War den/ Assi st ant Di st. Super vi sor Signature Date
Warden/District Supervisor – Comments: _____________________________________
______________________________________________________________________
______________________________________________________________________
Approved / Denied
Division Manager/Associate Director Review is required by OP-090211 if this special
event involves one of the following (check all that apply and forward to the appropriate
division manager with your recommendation):
Affects more than on e facility
Volunteers or special guests in athletic competition with offenders
Vehicles inside the facility during the event
Events not sponsored by DOC volunteers or staff
Recommend: Approval / Denial
_______________________________________ _____________________________
Warden/District Supervisor Signature Date
Attachment E
OP-090211
Page 8 of 8
Division Manager/Associate Director Review (if required by OP-
090211)
Division Manager – Com ments: ____________________________________________
______________________________________________________________________
______________________________________________________________________
Recommend: Approval / Denial
____________________________________ _______________________________
Division Manager Signature Date
Associate Director – Comme nts : ___ _______ ___ ___ ________ ___ _ _________ __ ___
______________________________________________________________________
______________________________________________________________________
Associate Director: Approved / Denied
____________________________________ ______________________________
Associate Director Signature Date
(R 12/14)
