Public Assembly Safety Guidelines

Attached is the updated set of guidelines for special event/public assembly safety. Several years ago an earlier version of these recommendations were provided to student activities personnel who normally schedule and coordinate events where large assemblies of persons are involved. There have been some physical changes to the campus since then and potential for more non-University or University related but non Student Affairs involved groups is more significant. Consult with the Safety Engineer prior to scheduled events. Please supply the Safety Engineer with as much information about the event as possible, i.e., the number of people anticipated, the physical requirements for rooms, furnishings, and manner of set up.

If there are to be last minute changes, they must be with the concurrence of the Safety Engineer since most of what is done impacts on fire code requirements and vice versa. The basics to remember are not to block or otherwise obstruct egress areas serving as legal fire exits, to avoid or minimize trip and fall hazards such as turned up carpet edges, exposed and unsecured runs of auxiliary power cables or cords, provision of required fire suppression devices, and operable emergency lighting and exit signs plainly visible from all parts of the assembly area. That is why it is important that the Safety Engineer know everything about your physical needs and to avoid deviations from plans submitted to him.

GENERAL SAFETY AND SECURITY INSTRUCTIONS/PRECAUTIONS FOR EVENTS IN AREAS OF PUBLIC ASSEMBLY SUCH AS BUT NOT LIMITED TO THE LEEOLOU CENTER BALLROOM, GODWIN HALL, WILSON HALL AUDITORIUM, PHILLIPS HALL BALLROOM AND THE CONVOCATION CENTER

1. At least one if not more primary aisles six (6) foot in width servicing the main means of egress when chairs are in place with forty-four (44) inch intermediate, side, and rear aisles (between bleachers and contiguous rows of chairs). No more than fourteen (14) chairs between primary/intermediate aisles are permitted. All chairs must be coupled or tied with sash cord in groups of not less than three (3) nor more than seven (7). This will prevent persons from moving chairs into the aisles, which would obstruct egress. Allow 12 inches of clearance between chair rows.
   
   
2. No legal means of egress (fire exits, corridors, stair towers, etc.) are to be physically obstructed, locked, secured, etc., during occupancy of the facility, which would prevent or impede swift and orderly evacuation of the areas in question.
   
   
3. Care should be taken not to obscure from view or otherwise obstruct emergency "EXIT" signs, whether illuminated or not. All illuminated "EXIT" signs should be checked for proper operation on regular and emergency power periodically and prior to admission of groups of assembly. Emergency lighting systems are to be similarly checked.
   
   
4. Protective railings or guards must be in place at the exposed ends of bleachers. This serves to prevent spectators from being pushed off the exposed ends by people consigned to bleacher seating.
   
   
5. All vehicles should be removed from sidewalks, ramps, etc. serving main means of egress prior to admission of spectators/participants to the featured event. All vehicles, likewise, should be removed from fire lanes, service drives, etc. providing means of vehicular access to the facility prior to admission/occupancy. Such fire lanes should be identified with appropriate signage or surface markings in "safety" yellow reflective coatings. Heavy gross weight vehicles are prohibited from Godwin ramps.
   
   
6. All temporary wiring/power cables must be elevated above aisles and seating or secured to the floor with "duct" tape and/or covered with unrolled rubberized foot treads (runner carpet). Such surface runs should be minimized as much as possible, running parallel or perpendicular to the effected corridors and flooring.
   
   
7. If carbon arc lamps are to be used, proper recepticals for the safe disposal of spent carbon elements should be in place adjacent to all such "lime lights." A proper receptical would be at least a ten-quart bucket, or the equivalent, filled with sand or other inert loose material to the "half full" mark.
   
   
8. In the event of the use of extensive light show and/or audio amplification equipment, at least three (3) 20 pound all purpose ABC dry chemical, gas, or CO2 fire extinguishers (ABSOLUTELY NO WATER PRESSURE OR FOAM TYPE) should be in place adjacent to said electronic equipment (one on either side of the stage and one next to the sound/light control console). These extinguishers should be under the supervision of persons trained in their use during times such equipment is energized. All water and all purpose extinguishers should be in place in their normal wall cabinets or stations; tagged, fully charged, currently certified for use on specified combustibles.
   
   
9. All temporary wiring and connections should be installed according to code and sized for the electrical power draw. All wiring should be protected, i.e., no bypassing of circuit breakers or quick disconnects switches. In other words NO HOT WIRING!
   
   
10. Gain cooperation of road crew's relative smoking/no smoking rules and the use and display of combustible decorative materials or non-fire resistive backdrops. Such combustible materials will be removed prior to the event at the order of the safety personnel.
    
    
11. All special effects utilized by entertainers must be inspected and cleared for use by safety personnel prior to the event.
    
    
12. Large waste recepticals should be in place at all entrance areas prior to admission of spectators. This is for the collection of prohibited contraband and unauthorized alcoholic beverages and containers. Event staff should be involved in the collection of these materials. Uniformed officers are there back up and assist only. Searches of persons on entry are on a "consent" basis. Signage prominently displayed at all entrances is required worded as such:
    "PHOTOGRAPHIC AND SOUND REPRODUCING DEVICES, ALCOHOLIC BEVERAGES, CONTROLLED SUBSTANCES, WEAPONS, OR ANY OTHER CONTRABAND MATERIALS WILL NOT BE PERMITTED IN THE FACILITY. ALL PERSONS ENTERING ARE REQUESTED TO CONSENT TO A SEARCH FOR SUCH ITEMS UPON ENTRY."
    
    
13. Prior to admission to the event entrance areas are to be protected to prevent awaiting crowd from pressing against doors and large glass foyer panels. Special swing gates for this purpose are custom fitted at the east and west entrances of Godwin' s main corridor. THEY ARE NOT TO BE LOCKED IN PLACE AGAINST THE DOORS. Once the awaiting crowd has been admitted to the Hall, these gates are to be swung back, stowed, and locked against the brick wall away from the doors. At the Convocation Center custom fitted ropes and hooks for this purpose are to be attached to the wall mounted rings on either side of the entrances. These pre-cautions are for the safety of persons in the crowd to avoid crushing injuries prior to entry. Staff will be stationed behind these barricades while set up.
    
    
14. All security and crowd control personnel, ushers, stage crews, an other authorized personnel should be properly identified with "T" shirts, arm bands, adhesive passes or other appropriate attire. Ushers should carry flashlights (2 cell non police type) and discourage smoking by spectators in the main function assembly areas or where otherwise posted. Smoking should be permitted only in specified areas.
    
    
15. Supervise rest rooms for loitering, sick, intoxicated, or injured persons.
    
    
16. Supervise unauthorized areas of egress for prevention of illegal entry and loitering. NO MORE PERSONS ARE TO BE ADMITTED THAN SPECIFIED ON THE POSTED OCCUPANCY NOTICES OR OCCUPANCY LIMITATIONS ON FILE WITH THE SAFETY OFFICE. Provisions will be made for proper body count, either by presale of tickets or at the door head count.
    
    
17. The number of police and security personnel assigned to an event will be at the discretion of the Director of Campus Police and Safety or designated al ternate.
    
    
18. In the event of a bomb threat prior to or during a scheduled function, the established bomb threat procedure as described elsewhere in the Master Fire Safety Plan or the Emergency Response Plan shall be followed.
    
    
19. Spectators and participants must be encouraged to find seating quickly. They must not be permitted to congregate in front of egress areas, in aisles, between the stage and the first row of seating. Fifteen feet of buffer zone should be provided between the stage and first row of seating. When appropriate, a protective barrier set out ten feet from the edge of the stage or riser should be installed between the first row of seating and the stage. Non-police, non-uniformed security personnel may be seated in this ten foot void facing toward the crowd to prevent the spectators from mounting the stage.
    
    
20. A check for trash and debris should be made under the extended bleacher sections prior to the admission of spectators. All such debris should be policed up and discarded. A carelessly discarded cigarette landing in combustible debris posses a definite smoke or fire hazard. Such an incident, going undiscovered, could degenerate into a panic flight situation.
    
    
21. All decorative materials, candles, etc. must be approved by the safety personnel prior to use. The safety coordinator may adjust the maximum occupancy load at his discretion.