Business and Finance.

Special Events Compliance Guidelines

INTRODUCTION AND SCOPE

Arizona State University’s (ASU) academic, research, athletic and public events, and ancillary support operations, e.g, administrative services departments and student organizations, sponsor and manage a variety of special interest functions which are categorized as special events. ASU and each university department are responsible for ensuring special events are compliant with applicable federal, state, and local regulations as well as ensuring a safe event for staff and patrons. ASU Environmental Health & Safety (EHS) is responsible for inspecting, reviewing plans, and corresponding with each university sponsor as well as regulators to facilitate a safe compliant event.

REQUIREMENTS

All special events on university property or involving university personnel must have an ASU event coordinator submit a request to Risk Management to review, approve, and address any code issues. In every submitted request, EHS requests the following information at least 30 calendar days prior to the event (Fire Marshall Approval Permit Application).

  1. A copy of the certificate of insurance identifying ASU, Arizona Board of Regents, and the State of Arizona as additionally insured (minimum coverage is determined by the EHS Insurance Coordinator and any contracts that may be involved with the event).

  2. Type and purpose of the event.

  3. Dates and times of the event.

  4. Location of the event.

  5. Number of people expected.

  6. Type and size of any temporary structures (structures will require a certificate of fireproofing, UFC Tables 3205-A and 3211).

  7. Number of vehicles expected (a permit may be required to park vehicles on campus. Contact ASU Parking and Transit Services for more information).

  8. Name, title, and contact telephone numbers of the ASU and Vendor event coordinators (home, work, cellular telephone numbers and pager numbers).

  9. Special equipment to be used (e.g., cooking and lighting equipment, powered or motorized equipment).

  10. Special hazards (e.g. open flames, flammables and combustible liquids and gases, fireworks, pyrotechnics) for minimum mortar separation distances see UFC Table 7802.3-A.

  11. A layout plan of the event.

All requests will be reviewed for safety and code compliance. EHS will contact the event coordinator with an approval, rejection or special condition approval.

Special Equipment
Outdoor cooking operations normally involves the use of propane gas and cooking grills/barbecue pits, which results in open flames. When using propane cylinders always inspect the connection lines for possible damage, which could result in leaks and never use or store them indoors. Here are some other requirements to consider when using special equipment:

  1. All compressed gas cylinders must be clearly marked of the gas content with either the chemical name or the trade name of the gas in accordance of nationally recognized standards. All cylinders must be stored in an upright position and secured to a solid object at the top 1/3rd of the cylinder in a manner that will prevent damage to the cylinder as well as prevent cylinder from becoming a projectile. The securing device must be non-combustible. When cylinders are not in use, the protective cap must be installed hand tight. All cylinders must be compliant with a legible hydrostatic test date. For other requirements when using compressed gas cylinders refer to the ASU Compressed Gas Compliance Guideline.

  2. Open flames and use of heat emitting devices must be used in a safe manner and approved by Environmental Health & Safety (EH&S). For cooking purpose, it must also be reviewed, inspected, and approved by Student Health. A person approved by Environmental Health & Safety (EH&S) as a fire watch must constantly attend open flames and any type of burning of materials. For other requirements dealing with open flame operations refer to the ASU Smoking/Open Flames Compliance Guide.

  3. Gas powered generators which uses 50 or more gallons of fuel must have either built in spill containment or other means of containing a potential spill. Generators must always be positioned away from pedestrian walkways and gathering points, including Building Air Intakes. For details contact EHS at 480.965.1823 or e-mail at EHS@asu.edu.

  4. Extension cords may be authorized for temporary use for an event but must comply with the electrical safety compliance guideline. Minimum requirements for extension cords—must be in good condition, be at least 16 gauge with a ground (3 prong) and utilized in a manner that will not created any hazards or violate code.

Special Events on the Mall
Temporary set-ups of tents or displays must not restrict access to the malls. All facilities must be easily accessible for emergency responders such as fire, medical, police, etc. Minimum clear access width and height for emergency vehicles per fire code is 20 feet width and 13 feet 6 inches height. This must be assured on all events on the malls and around any facility.

Tents/Canopies
Below are requirements from the Uniform Fire Code, Article 32, on usage of tents and canopies:

  1. Location and parking. Tents shall not be located within 20 feet of property lines, buildings, temporary membrane structures, other tents and canopies, parked vehicles or internal combustion engines. For the purpose of determining required distances, support ropes and guywires shall be considered as part of the temporary membrane structure, tent or canopy.

  2. The sidewalls, drops and tops of tents and canopies must be composed of flame-resistant material or treated with a flame retardant in approved manner. Floor coverings, bunting, combustible decorative materials and effects, including sawdust when used on floors or passageways, must be composed of flame-resistant material or shall be treated with a flame retardant in an approved manner.

  3. Maximum occupant load for tents will be determined by ASU EHS and enforced by the event coordinator.

  4. If occupancy capacity is 50 or more a minimum of 2 designated exits must be maintained.

  5. ASU Fire Marshal or designee will determine fire extinguisher requirements.

  6. Smoking in tents and canopies is prohibited as well as any other areas determined to be unsuitable to accommodate smoking. NO SMOKING signs shall be conspicuously posted throughout and at every exit/entrance.

  7. Unless otherwise approved—fireworks, open flames, and devices capable of igniting combustible materials shall not be used in or adjacent to tents or canopies.

  8. Use of industrial trucks, forklifts, and any such type of equipment must be done so in accordance with federal regulations. All equipment must be inspected, repaired, and all personnel utilizing such equipment must be trained and authorized to use. Training, maintenance, and inspection records must be maintained for at least 3 years.

Emergency Evacuation Plan
It is the responsibility of the Vendor and the ASU Sponsor to ensure that an emergency evacuation plan (EP) is established and all personnel working the event are aware and familiar with the EP.

APPLICABLE REGULATIONS

29 CFR § Title 1910
Arizona Administrative Code R4-36-201 et seq

University Documentation and Manuals

Arizona State University Fire Prevention and Safety Plan

This guideline is provided as a general guideline for special events and does not cover all code compliance issues. If you have any questions or concerns, or need additional information, contact the ASU Fire Marshal at 480.965.1823 or e-mail at EHS@asu.edu.