Outdoor Events, Carnivals, & Fairs

PURPOSE:

The primary objective for this procedure is to ensure the best interests of the college (fiscal, physical and community relations) and its community is protected. Public Safety will regulate all outdoor events such as carnivals, fairs, ceremonies, and celebrations as it pertains to access for emergency vehicles, access to fire protection equipment, placement of stands, concessions booths, and exhibits or activity or the number of persons present. An event audit will be conducted to identify any potential hazards and safety concerns and put into place preventative measures to avoid injury, death , loss of property and or the environment.

Public Safety may require standby fire and medical personnel when potentially hazardous conditions exist due to the type of performance, display, exhibit, or activity or the number of persons present.

A minimum of one portable dry chemical fire extinguisher must be provided for each concession stand. A minimum of one single station smoke alarm must be located in all stock or equipment trailers when they are being used for sleeping purposes. This includes campers and RV's. The college electrician and/or Fire and Life Safety Coordinator must approve all electrical feeds to any outdoor event.

SCOPE

This procedure applies to the holding of potentially hazardous events on college controlled property. For annual events, such as graduation, the operating procedures in place are most certainly well established and involve all responsible parties in order to ensure a successful event with minimal negative impact. It has been the success of these events, with across the board involvement from the college community, which has provided the model for this operating guideline.

DEPARTMENTS WITH REVIEW AND APPROVAL RESPONSIBILITIES:  

  • Public Safety Services
  • Facilities Management: Plant Operations.
  • Risk Management
  • Scheduling
  • Conference Department

ASSUMPTIONS:

Each event must be defined prior to scheduling as either an official event, or potentially hazardous event.

Official or Traditional events do not require approvals beyond their status as official, except when a new event is designed and designated as a permanent yearly fixture.

All departments with responsibility for approval shall be consulted prior to scheduling potentially hazardous events. Their Directors or appointees shall represent those departments, listed previously.

Reviews for approval shall be conducted, before the of receipt of application for an event on college controlled property, unless otherwise requested by the reviewing department.

Any college or non-college person or organization must secure approval in advance or before conducting or publicly announcing intent to conduct a potentially hazardous event on college controlled property.


Applications for approvals must be made in writing at least 15 calendar days in advance of the potentially hazardous.

Written applications shall be submitted to the Scheduling Office or Conference Department. That office is responsible for ensuring that all reviewing departments have the time for review. Reviewing departments will work directly with the Scheduling Office or Conference Department to clarify information provided on the application.

Reviewing departments are responsible for identifying and providing questions that are relevant to their approval processes. Those questions will be incorporated into the scheduling application if possible. On an annual basis, reviewing departments will be given the opportunity to update the questions pertinent to their respective areas of responsibility