Event Planning Guide

Safety & Emergency Guidelines

Safety Planning

• Designate one person to be involved in planning and present for the entire event (set up through breakdown) to:
  • Be the single point of (primary) contact with CWI for all issues (safety and otherwise) that may arise at the event.
  • Work with security should passageways or fire lanes become blocked/congested.
  • For emergencies, first call 911 then CWI Security will be available to assist.
• A scheduled walk through the venue in advance is highly encouraged.
• Exit and entrance pathways (including emergency exit doors not routinely used), hallways, corridors, sidewalks, driveways
  CANNOT BE BLOCKED at any time (an exception can be proposed to Scheduling for review well in advance).
• Traffic flow plan (pedestrian and vehicular) defined with CWI input (inside and outside).
• Electrical needs may require specific placement of activities due to circuit capacities and tripping concerns. Equipment must be in
  proper working order (see requirements for outdoor events below).
• Appropriate location and items needed for activities involving scientific demonstrations that will use chemicals, heating elements/
  open flames (including grills), machinery, generators, etc.
  • Use appropriate storage for flammables/fire extinguishers, personal protective equipment, etc. during event.

Large and/or Outdoor Events

• Create plan for inclement weather (outdoor events).
  • Should the event be relocated or cancelled?
  • Should there be a change in activities?
  • Who makes the decision?
  • Who should be contacted?
• Electrical needs for outside events require a generator.
• During outside events, ensure that canopies and other large objects are secured with weights sufficient enough to keep the item in place.
  • Stakes are not permitted in parking lots or grass at any time.
• For large events, create set up schedule (stagger vendor arrival when needed) and accurate, detailed map with enough staff/volunteers available to assist in guiding people to appropriate places the day of event.
  • All transport of items from parking lot must be completed 30 minutes prior to event start (inside or outside).
• Breakdown of displays or equipment must wait until the event is closed/ended.

Emergency Planning

• Be familiar with the Emergency Guidebook and know how to contact CWI Security.
• Create an emergency plan and provide orientation to all CWI employees, volunteers, and vendors working the event that includes:
  • Nearest exits (and safe assembly areas outdoors).
  • Evacuation of a localized area not requiring a full evacuation.
    • Assembly areas cannot be in hallways, roadways, or fire lanes, etc.
    • All people must remain in evacuation areas until clearance is given.
    • Identify where fire extinguishers are located.