Requests from Outside Organizations to Host Tables at School Events

RLAS-116 STANDARD OPERATING PROCEDURES

Superintendent / Board

Procedure:

Effective Date:

9/8/2025

Revised Date:

Type of Process:

Internal Procedure

☒ District Procedure

Authority

Deputy Superintendent’s Office

Purpose

This SOP establishes consistent guidelines for how schools within RLAS-116 will handle requests from outside organizations to set up informational tables during school events (e.g., Open House, Curriculum Nights, Family Nights). The goal is to provide equitable access, comply with First Amendment protections, and maintain a neutral role as a public school district.

Scope

This SOP applies to:

All District schools and school-sponsored events where community organizations may request to set up informational tables.
All outside organizations, including but not limited to nonprofit, civic, faith-based, and advocacy groups.

Background

Historically, the District has allowed certain community organizations (e.g., Scouts, Nicasa Health Services, local nonprofits) to host tables during school events. In consultation with legal counsel, and in recognition of First Amendment protections, the District will no longer restrict access to faith-based or other community organizations, provided requests comply with this SOP.

While participation by outside organizations may raise concerns about separation of church and state, the District emphasizes that allowing participation does not constitute endorsement of any group or its message.

Steps

Procedures

Request Submission

Organizations must submit a request form to the school’s main office at least two weeks prior to the event. (This timeframe may be flexible if agreed upon with school administration.)
1. Request Forms: Send link to your school’s form (English or Spanish). School specific forms are accessible here. this link to organization interested in having a table at an event.
  1. School administration and office staff have editing access to the forms.
  2. Office staff should request Get Email Notifications For New Responses for both the English and Spanish forms set up for your school.
    1. Open Form >> Click Responses >> Click 3 dots to the right side of “Link to Sheets” >> Get email notifications for new responses.
  3. Form Response Spreadsheet: Form response sheets are accessible here.
The request must include:
1. Organization name and contact person
2. Purpose of participation
3. Materials to be distributed (if any)
4. Special needs (e.g., electrical access)

Review and Approval

The Principal or Designee will review requests to ensure they comply with District guidelines.
Requests will be approved unless:
1. The group poses a safety/security risk
2. The group’s participation would substantially disrupt the educational environment
3. The group fails to comply with applicable laws or this SOP
The Principal or Designee will inform the requestor of the request status - approval or denial.

Table Guidelines

Tables must remain in designated areas determined by school administration.
Materials must be informational in nature and suitable for families and students of all ages.
Active recruitment, solicitation of donations, or distribution of food/candy/beverages is prohibited unless explicitly authorized.
Organizations must supervise their tables at all times.

Equal Access

All community organizations, including faith-based and non-faith-based, may request access under the same conditions.
Access may not be denied based on the organization’s viewpoint.
The District reserves the right to establish neutral, uniformly applied limits (e.g., number of tables, event space capacity).

Communication to Families

Schools will include the following disclaimer in event communications (e.g., newsletters, flyers, emails):

“Community organizations, including local nonprofits, civic groups, and faith-based organizations, may host informational tables during this event. The presence of these organizations does not represent an endorsement by RLAS-116. The District provides this opportunity in compliance with First Amendment protections and to support equitable community access.”

Responsibility

Principals: Oversee review and approval of requests, assign table locations.
School Office Staff: Maintain requests and communicate approvals/denials.
Organizations: Follow District guidelines, remain respectful of all participants.

Enforcement

Failure to comply with this SOP may result in denial of future requests by the organization. Schools should report repeated violations to the Deputy Superintendent’s Office for further review.