Event Management

Purpose

The purpose of this document is to provide guidance for those individuals and departments who are hosting events.

Scope and Applicability

This guide shall apply on-campus and off-campus events hosted by university departments having more than 50 occupants. It applies to indoor and outdoor events. This does not apply to the following:

• Classrooms
• Events held in Neyland Stadium or Thompson Boling Arena
• Events where the occupants are primarily UT staff and faculty, such as in meetings to conduct business meetings.

Abbreviations and Definitions

Abbreviations

AED –Automated external defibrillator

EHS – campus Environmental Health and Safety

Definitions

Assembly occupancy or place of assembly – a location where 50 or more individuals gather for the purpose of entertainment, recreation, eating, drinking, deliberations,  worship, awaiting transportation or similar activity

Crowd manager – an individual who is present during the event and has a designed role with respect to crowd management or the safety of the occupants

Medical emergency – a serious injury or illness where the individual must be transported to a local hospital for care or treatment

Near Miss – often called a close call, is an accident without injury or property damage

Occupant Load – the maximum number of individuals present in a room or space permitted by the fire code

Roles and Responsibilities

Environmental Health and Safety will:

• Maintain this written plan and place in the online safety manual
• Assist with interpretation of the plan
• Conduct site reviews, including complaint follow up, upon request
• Assist departments or individuals to the extent feasible with safety planning for events
• Maintain records as required

Departments or individual on campus who are hosting an event will:

• Use Appendix A from this plan as guidance for hosting events
• Consult with Environmental Health and Safety when specific questions arise related to this guide
• Report any deficiencies or problems with this guide
• Maintain records as required

Procedures

Appendix A shall serve primarily as the procedure for this document.

Recordkeeping

A copy of Appendix A should be kept by the organizer for at least one year after the event is complete.  In situations where litigation or other claims (property damage or injury) are likely to be made against the university, Appendix A shall be kept until after the litigation or claim has been resolved.

References

None

Appendices

Appendix A: Event Safety Checklist

Appendix B: Emergency Evacuation Announcement

Appendix C: Guidelines for Use of Solid Alcohol (Sterno) Fuels to Warm Food

Disclaimer

The information provided in these guidelines is designed for educational use only and is not a substitute for specific training or experience.

The University of Tennessee Knoxville and the authors of these guidelines assume no liability for any individual’s use of or reliance upon any material contained or referenced herein. The material contained in these guidelines may not be the most current.

This material may be freely distributed for nonprofit educational use. However, if included in publications, written or electronic, attributions must be made to the author. Commercial use of this material is prohibited without express written permission from the author.