Fire & Safety

Event Planning Guide – Fire & Safety

Guidelines for Events in Major University Facilities

Indoor Events

  1. In the event of an emergency, assign an on-site person and alternates to call the University Police Department (UPD) at (936)261-1375 (8911 on a PVAMU phone, or 911 from non-PVAMU phone). Provide the relevant information to the UPD dispatch.
  2. Assign an on-site person and alternates to evacuate the building (by pulling fire alarm stations, etc.) in the event of fire. Provide name(s) to the UPD dispatch.
  3. Provide on-site emergency power for lighting if required by UPD.
  4. Do not exceed Maximum Allowable Occupant load as posted inside assembly area.
  5. Exits shall be clear and unobstructed at all times during the event.
  6. Decorations shall either be non-combustible or treated with a fire retardant solution. Only fresh-cut foliage (i.e. cut on event day) may be used for decoration. Check with the location for approval.
  7. Decorations shall not obstruct exits, fire protection equipment, including fire extinguishers, fire sprinklers, fire alarm pull stations, fire hose stations, emergency lighting and exit signs.
  8. Do not use candles, tiki torches, or fog/smoke machines indoors or at the event without permission.

Outdoor Events

  1. In the event of an emergency, assign an on-site person and alternates to call the University Police Department (UPD) at (936)261-1375 (8911 on a PVAMU phone, or 911 from non-PVAMU phone). Provide the relevant information to the UPD dispatch.
  2. Provide site plan to UPD/Grounds/Maintenance indicating locations of tents and canopies, booths et al. Verify that proper clearances and Fire Dept. access are maintained e.g. roads must remain clear to allow emergency vehicle access. Environmental Health & Safety (EHS) must be contacted (936)261-1745, for large outdoor events (200+).
  3. Tents and canopies: Rental companies may be used, but Grounds MUST be contacted (936)261-9711, before staking tents in any lawn area. This is to ensure that the irrigation system is not damaged while securing the tent. Failure to do so will result in the offending individual/organization being billed for damages. If the tent is larger than 200 sq. ft. or if the canopy is larger than 400 sq. ft., Environmental Health & Safety (EHS) must be contacted at (936)261-1745.
  4. Portable cooking booths:
    • Cooking booths shall be located a minimum of 20 feet from any permanent structure.
    • Maintain an minimum of 10 feet separation between cooking booths and non-cooking booths.
    • Vendor shall provide a portable fire extinguisher at each cooking booth.
  5. Provide fire extinguishers throughout the site. Consult EHS for number and locations of fire extinguishers.
  6. Charcoal barbecue cooking shall be located a minimum of 10 feet from any booth and a minimum of 20 feet from any permanent structure. Charcoal barbecue cooking is prohibited inside of booths.

Additional Information

Student Activities and Leadership, studentactivities@pvamu.edu, (936)261-1340

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