Policy Procedure for Safety Review of Special Events

As a result of the recent campus fires, we have taken a close look at our fire safety management and inspection programs. We have determined that we can strengthen our fire safety program through the implementation of a fire and life safety review for special events. Due to the gathering of large numbers of people in one location, special events involve several risk factors. The primary risk factors are the high occupant density, the congregation of occupants who often are not familiar with the building in which the event is held and, in some cases, the state of darkness during the event. These risks can be managed through appropriate event planning.

Special events held on university property and/or in university facilities that may require risk reduction measures to enhance the safety of the participants may include, but are not limited to, the following:

• Events with >200 in attendance
• Events with high-profile attendees or controversial programs
• Events that include cash transactions
• Events that involve dangerous activities or conditions
• Events that include fireworks or pyrotechnics
• Events that require combustible/flammable liquids or gases
• Events that use heat-producing devices or open flames
• Events that serve food
• Events that include the use of tents

When planning a special event, Mr. Jim Cobb, Director of Environmental Health & Safety, should be contacted for information and assistance regarding fire and life safety planning. To ensure an adequate level of safety for the event staff and the public, special event plans will be reviewed to determine the need for risk reduction measures for fire safety or other areas of concern. Please contact Mr. Cobb at least two weeks prior to the event; four weeks is preferred.

Thank you for your assistance with this important procedure to help ensure the safety of all those attending special events on our campus.