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Special Event Planning Checklist
This document has been developed as a management tool for university sponsored campus events. Through the use of this list, accepted safety, environmental health and risk management standards and techniques can be applied to help insure a successful and accident-free event.
A. SITE SELECTION
- Has the occupancy load/limit been determined for location to be used?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Are stages and platforms appropriately guarded and edges and steps highlighted for clear visibility?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Is the location adequately illuminated for the time and type of event?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have special lighting arrangements been made for outdoor location, e.g. flashlights, spot lights, security lighting?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Does the location have at least two means of egress that are remote from each other?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Are all exits clearly visible and marked to identify them as such?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Are exits so arranged and maintained as to provide free and unobstructed egress from all occupied areas? (No exit may be blocked with furniture, concessions, or locked from the inside; rugs, mats, electrical extension cords or other cables may not be placed across exit corridors so that they impede clear access to the exit doors and corridor.)
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have stairs/stairwells and handrails been inspected to assure that they are in good condition? (No storage is permitted in stairwells or under stairs at any time)
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Will tents be used? (Assembly and maintenance of tents must comply with requirements of NFPA standards 101 & 102)
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have walkways leading to and from the event site been inspected for potential slip & fall and trip & fall hazards? (Slip/trip/fall hazards must be corrected or exposure of participants to these hazards must be prevented prior and during the event)
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have grassy areas to be used or in close proximity been inspected for holes and other hazards?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have areas in close proximity to event location been inspected for standing water or mosquito breeding areas, during the rainy season?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
B. FOOD and REFRESHMENTS
- Is food preparation and service in accordance with state health standards (F.A.C. 10D-13.0121)? (Handouts that outline these standards are available from Student Life or EH & S)
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have arrangements been made to keep perishable foods refrigerated until they are to be used?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have arrangements been made to maintain ‘hot foods’ at a minimum of 160 °F, and cold foods at a maximum of 40 °F?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have arrangements been made for food handlers to wash their hands with soap and water?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Are facilities available for potable water?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have arrangements been made for waste management and disposal? (Arrangements for clean-up and waste disposal must be coordinated with the Physical Facilities Department prior to the event; disposal fees may apply campus events)
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Has the health status of individuals assigned for food preparation been established? (Commercial vendors should furnish proof of health status for any food servers furnished to UNF by contract)
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Are barbeque grills setup at least 10 ft. from any building?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Is a portable fire extinguisher available within 25 feet of barbeque grills?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
C. OPERATIONS
- Does this event require coordination with the Physical Facilities Department? (Representative events that might required coordination include bonfires, facility setup, area clean-up, or special equipment requirements)
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Is setup planned such that aisle ways and doorways are free of cords, protrusions and other obstructions that could cause tripping, struck-by injuries?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have arrangements been made for emergency lighting? (Outdoor activities may meet this requirement with using large battery operated flashlights)
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have responsibilities for execution of emergency evacuation procedures been addressed?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have appropriate accommodations been made for emergency evacuation for persons with disabilities?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Is event setup planned such that access to alarm activation and warning devices are kept clear and accessible?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have security arrangements been confirmed with the University Police Department?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- In addition to 7 above, have procedures been established for effective crowd control?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have arrangements been made to setup barricades to clearly delineate areas for pedestrian and vehicular traffic?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- When required, have arrangements been made to maintain radio communication between the event organizers and event staff?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Will event staff be clearly identifiable so that guests may request help or information?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have responsible individuals been identified to conduct roving inspections during event? (Aware of general and specific crowd control, suspicious activity, hazards)
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Are procedures in place to enforce the state statute which prohibits smoking in public buildings?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Will any Special Equipment, High Risk Activity or Animals be involved in the event?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have ADA accommodations been made to assist persons with disabilities to fully participate in the event as planned? (Mobility Impairments, Sight Impairments, Speech Impairments, Hearing Impairments, Others)
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
D. EVENTS INVOLVING FIRE, FLAME AND/OR HEAT
- Have all combustible decorative materials that will be used in building been treated with flame retardant?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Will there be a firework display at the event?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Do you plan to have a bonfire at the event?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Do you plan to have a barbeque at the event?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Is the use of all “open flames” inside the building prohibited for this event? (Burning candles and all other forms of open flames are prohibited inside buildings)
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Will a post-event area inspection be conducted to insure that no fire or other hazards are left on site? (e.g. lit cigarette butts or other burning/smoldering material)
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Has a request for the use of pyrotechnic devices been submitted to EH & S for this event? (See the UNF Pyrotechnic Plan for guidance)
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
E. INSURANCE and CONTRACTS
- Have all contracts with performers, vendors, suppliers, donors, etc. been reviewed and signed by approved University authority?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Does the event form include the standard UNF performer contract?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Have participants involved in high-risk activities been asked to complete a liability waiver?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable
- Has each vendor used in this event provided a Certificate of Liability that includes a written endorsement listing UNF as an additional insured?
- Yes
- No (Contact EH & S for assistance)
- Not Applicable