Engineering | Event Planning Guide

Events Emergency Planning

Emergency Plans

For larger events, work with Allen Clark ASU Emergency Manager (ALLEN.CLARK@asu.edu 480-965-6328) to create emergency incident plan for your event.  Keep a printed backup in case you lose internet or electricity.

 

Event Registration Form

Fill out the event registration form at least 30 days prior to your event.  This form will notify fire marshal, food service, risk management and police about your event.  Once the form is submitted and received by the listed parties they will work with you to ensure your event is as safe as possible for everyone involved.

 

Who makes the call?

For each of your events, you need to determine one person that is in charge of making the call on cancelation, postpone or relocate an event (having already established alternative locations).  This is mainly due to weather issues but can be because of construction, an incident in the area.

 

Contact List

Create a complete contact list (e-mail, cell phone, work phone, role at the event) for everyone involved in the event planning, including staff, volunteers and vendors.  Keep a printed backup in case you lose internet or electricity.

 

Evacuation and Shelter Location

Have a plan on how to evacuate attendees and where to direct them for shelter if needed.  Make sure to communicate the plan to your volunteers and staff during training or walkthrough.  Do not forget to include plans for people with mobility challenges in your plan. 

 

Access

Make sure nothing is within 8ft from any entry or exit areas and that there is a clear path available for everyone in case of emergency. 

 

Event Staff/Volunteers

Have a uniformed shirt or a nametag that quickly identifies your staff/volunteers from attendees during emergencies.  This is particularly important for larger events. 

 

Fire prevention

Make sure you and your staff/volunteers know where the nearest fire extinguisher and pull stations are at your event location.

 

Incident

If you have any of the following at your event, you should fill out Incident Report, accident (vehicle, injury or property loss) or near miss (potential for accident) involving ASU facilities or property.

 

First Aid

If you have larger event consider hiring the Student EMS team or professional EMT´s to have on hand in case anyone is hurt or injured.  Request ASU EMS team

 

Weather

Monitor the weather for your event day, including temperature, wind and storm warnings.  This is particularly important for outside events so you can make the correct call on if you postpone or cancel your event.  Consider getting weather monitoring apps on your phone for up to the min information.

 

Food

Only serve food from caterers on our approved vendor list, these have been approved by ASU Food Safety Manager as safe options as well as insured.  If your event is open to the general public or has attendees other than faculty, staff or students at the university you will have to apply for Temporary Food Establishment Permit.  The only exception for this is when you use ASU in-house caterers (Aramark, Atlasta and Sodexo).

 

Training

Have training/briefing meetings for your staff/volunteers and include your emergency plans in the briefing. 

 

Missing Person

If your events includes children, have a plan on how to communicate with your staff and volunteers on the information about the missing person so not to alarm guests.  Also, make sure you assigned a person that has fingerprinting clearance to monitor the child once found until it is reunited with family/teachers.

 

Media

Do not contact media or post any information online about your emergency.  In the event Media shows up at your event, do not give statements to them, leave it up to someone from ASU media relations as they are the spokes people for ASU 480-965-3502, mediarelations@asu.edu

 

Emergency supplies

Create event kit with items you may need for your event such as paper, pens, duct tape, scissors, etc.  Include in the kit emergency supplies such as first aid kit and flashlight.

 

Contact information

  • ASU Police – 480-965-3456
  • Environmental Health and Safety Management (University Fire Marshal’s Office) – 480-965-1823 ASUFIRE@asu.edu
  • Insurance and Risk Management – 480-965-7700
  • Food Safety Program – 480-965-6853
  • Parking – 480-965-6124
  • Safety Escort Service Tempe 480-965-1515, Other campuses 480-965-3456
  • Engineering Safety Manager Jonathan Klane – (480)965-8498 Klane@asu.edu

 

For an emergency, call 911

 

Useful Templates

FSE OHS Guidance on Event Safety Plans

Event Safety Plan (ESP) Template