Submit a Special Event Proposal

What is a Special Event?

Special Events aim to provide unique and engaging activities designed to encourage patients and families to step away from the bedside and join us for moments of mindful fun. These events create opportunities for creativity, connection, and joy, helping to brighten their day during their hospital visit.

Special events are not intended for promotion, advertising, and fundraising for third party entities. Events may not be religious or political in nature.

Please submit Special Event Proposal form at least one month prior to ensure adequate coordination time. Submission of this form does not guarantee scheduling of Special Event.

Contact Information

( ) -

 

Have you hosted a Special Event at Nicklaus Children's before?*:

Event Scheduling

Special Events are scheduled Monday through Friday. Weekend dates are currently unavailable.

Nicklaus Children's Hospital staff will determine the best location to host the proposed activity considering the intended audience and hospital protocols.

Please provide at least 2 dates.
 
Preferred Event Time*:
Select all that apply.

Event Activity Proposal

When preparing your activity, please consider participants of all ages and abilities. Participant ages may range from infants to teens. The number of participants vary based on daily census and patients' disposition.

All events are closed to the public and intended to engage and distract children receiving care at Nicklaus Children's Hospital.

All activity materials must be new, and each participant should receive their own individualized activity kit. Activities that require prepping or cutting should be pre-assembled prior to the event.

Set Up & Decorations

Nicklaus Children's is a latex-free facility. Latex products, including balloons, are not permitted. Foil and Mylar balloons only.

Nicklaus Children's will provide:

  • Tables and Chairs
  • Standard Table Covers
  • Standard Foil Balloon Bundle Centerpieces

Special Event Guests are welcome to bring:

  • Themed Table Covers
  • Themed Foil Balloons
  • Tabletop Decorations
  • Other decorations require prior approval

Giveaways

Giveaway items must be appropriate for all ages. Items should be identical or equitably similar in size and value. Special Event Guests may not distribute toys or gifts without prior review and approval.

Snacks & Catering

External catering must be prepared and delivered by a licensed vendor. Proof of insurance and location/store number is required for approval.

Snacks must be store bought, shelf stable, and individually sealed. All items and quantities must be reviewed and approved.

Catering Services and snacks may be requested through Nicklaus Children's Food & Nutrition Department.

Items not permitted include: candies and chocolates, homemade foods and drinks, items containing peanuts, tree nuts, and other common allergens.

Patient Privacy & Media

HIPAA is a federal law that guarantees patient and family rights to confidentiality and privacy. Special Event Guests may not inquire about a patient's condition or hospital stay.

Patient and family consent is required for all photography and videography. Hospital approved media captured will be shared with Special Event Guests post event, via email. Guest photography and videography is NOT permitted.

Would you like to receive approved photos and videos captured by hospital staff?:
Please note: promotion, advertising, campaigning and fundraising for third party entities are not permitted.
Press Releases, TV and Media requests must be approved and coordinated by our Marketing department. Will your event require PR?*:

Infection Prevention & Control

All Special Event Guests must be in excellent health on the day of the visit. We recommend up-to-date immunizations and vaccines.

Nicklaus Children's staff will provide hand sanitizer, nitrile gloves, and germicidal wipes. Any items or games that will be shared among participants must be sanitized between each use.

Special Event Guests

Up to 5 guests are welcome to assist in a Special Event. Exceptions may be made for events requiring additional assistance to facilitate; approval is required. All Special Event Guests must be at least 15 years old, and should be mindful of their attire, ensuring it is appropriate for a pediatric setting.

Special Event Guests must wear Guest Pass and be accompanied by hospital staff at all times.

Security Clearance Acknowledgement*: