The following Event Safety Guidelines complement the Guidebook to Planning Events @ MIT that has a short section about safety considerations (Note that safety includes all types of environment, health and safety "EHS" issues.) The purpose of these guidelines is to provide event planners with practical suggestions and safer options for many aspects of events. The MIT EHS Office is available to help apply these guidelines and create solutions for your event.

• Event Sponsor and Event Safety Rep
• Emergency Evacuation
• Room Capacity
• Decorations
• Electrical Extension and Power Cords
• Banners and Posters
• Lighting and Visual Effects
• Candles and Open flames
• Fire Fighter Detail
• Tents
• Table linens, Pipe and Drape
• Fog and Haze
• Slip, Trip and Fall Prevention
• Theatrical Events
• Suppliers of Fire Retardant Products

Event Sponsor and Event Safety Rep

The event sponsor is responsible for the safety of the event and can designate someone to be the event safety rep to fulfill this commitment.

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Emergency Evacuation

Access to all exit doors, corridors and stairways must be kept clear at all times (i.e. can not be blocked by furniture, boxes, etc.) The aisles to get to the exits have to be 4 feet wide and kept clear. Exit signs and doors must be clearly visible. These can not be disguised by decorations or obscured by fog/smoke or by pipe and drape. Set up pipe and drape so the exit signs and doors are still visible by either leaving an open space in the drapes or use different color drape and hang lighted exit signs from the pipe. The Building Code requires this to facilitate evacuation.

The staff/ volunteers for the event should know the exit routes, meeting area and how to assist with the evacuation. Review a floor plan of the area that indicates this information with the staff.

If the building or room doesn't have an adequate fire alarm, the event sponsor is responsible for setting up a God Mike to make an announcement in case of a fire or other emergency.

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Room Capacity
It is the responsibility of the event safety rep to ensure that the maximum capacity of a room/facility is not exceeded during the event. Choose a venue that will be appropriate for the maximum attendance. Tickets and "invitation only" can be used. The use of wristbands and other methods to facilitate this are described in the Guidebook to Planning Events @ MIT.

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Decorations

Use the safe type of decorations in offices, suites and other non-public areas.

The Department of Facilities prohibits the use of duct tape to secure cords or hang decorations. It leaves a sticky residue, removes paint and floor finish. Use removable tapes and adhesives, such as: Long Mast blue masking tape, Gaffer tape for carpets, poster tape, mounting adhesive putty and tabs. Obtain from Office Depot and local stores.

Secure helium cylinders for balloons with a chain on to a cylinder cart or to a column.

1. Keep lighting equipment (especially high intensity) and other heat sources away from decorations.
   
2. Don’t hang decorations from overhead pipes or sprinkler heads to prevent water damage.
   
3. Remove decorations immediately after the event.

Locations where decorations are not permitted without a Safety Program review:

• Atriums
• Auditoriums, Classrooms and other large rooms (Obtain permission from the space administrator before purchasing decorations.)
• Corridors
• Elevators (prohibited by the Mass Elevator regulations)
• Exit Doorways (prohibited by the Mass Fire Prevention regulations)
• Lobbies
• Stairways (prohibited by the Mass Fire Prevention regulations)

If you want to use any unusual decorations, consult with EHS and copy your contact person in Campus Activities Complex (CAC) or Conference Services.

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Electrical Extension and Power Cords

The following are ways to use of Electrical Extension and power cords without creating fire, tripping or shock hazards.

If your event will require extra electrical power either inside or outside, contact Dept of Facilities Electrical/ Controls to provide a temporary power setup. Note: Your CAC/ Conference Services Coordinator will contact DOF. It is unsafe to run an extension cord from a building to an outdoor event site.

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Banners and Posters

First contact the department that is responsible for the space where you propose to hang up the banner/ poster.

Fire Retardant Cloth and Plastic Banners
Before purchasing a banner, ask the manufacturer to supply a fire-retardant treatment certificate. If you treated the material(s), please contact EHS with what fire retardant product was used and how was it applied. (Refer to the local supplier of fire retardant products at the end of this section.)

Hanging up the poster/banner:
Securely tape lightweight poster to the railing or wall. Facilities prohibits the use of duct tape. Refer to Decorations for other options. Use rope to secure heavy banners. Hang a long poster so the bottom is at least 8 feet off the floor. Make sure no one walks underneath while a heavy banner/ poster is being hung up.

Removing the poster/banner:
It is advisable to pull poster on to the landing BEFORE removing the tape/ rope. If the banner is heavy, make sure no one walks underneath while the poster is being removed. Each group is responsible for removing its poster. Re-use, recycle or dispose of it in the nearest compactor.

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Lighting and Visual Effects

The general lighting for the audience/ guests must be bright enough to see the aisles leading to the exits so everyone can evacuate quickly and to prevent people from tripping or falling under normal circumstances. If mood lighting is used, someone must be assigned to stay at the control panel so the lights can be turned up immediately if the fire alarm is activated.

If you plan to use unusual lighting or visual effects, determine how this will be done safely and how the regulations/ guidelines will be met. Then have this reviewed by the following departments:

• CAC’s Technical Advisor if the event will take place in a CAC space.
• Theatre Arts Director or Technical Director reviews all theatrical productions.
• If the event will be in another area on campus, contact EHS.

Lighting equipment (especially high intensity) must be UL rated and positioned so curtains, decorations, etc are not ignited. Refer to decorations & extension cord sections.

Lasers
The use of lasers must be reviewed by the Radiation Protection Program (x2-3477, environment@mit.edu). This applies to lasers used both inside and outside. A licensed operator will control the laser.

Strobe lighting
Strobe lighting can cause seizures and therefore it should be used in compliance with the recommendations of the Epilepsy Foundation and MIT EHS Office:

• 2 Hertz, Flicker rate of 4 flashes per second or less, interrupted and synchronize multiple strobes. MIT EHS recommends that the strobe equipment be operated by a licensed person.
  
• Notify Guests by including prominent information in the advertising and program. Also, post a large sign at each entrance to the event location that states:
• Strobe lighting will be used in this production. Those with known sensitivity to strobe light should avoid viewing the (specify the time period or portion) of this show. (Also mention if there are other unusual effects that could startle/ disturb the audience, such as gunfire.)
  

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Candles and Open flames

Candles are only allowed during religious ceremonies in designated areas with fire safety precautions. The use of candles for decoration or for lighting is prohibited by the Mass Fire Prevention regulations. Safer alternatives include electronic flicker candles, flashlights and battery-operated lanterns.

If you want to pursue the use of open flames as part of decorative arrangements or for serving food, contact the Safety Program with your proposed safety precautions. These include the use of flame retardant materials near/ under the candles, the use of hurricane type glass candleholders, not leaving lit candles unattended, putting matches and burnt candles in water before disposal. A fire fighter detail and/ or a fire extinguisher may be required.

The use of open flames (sterno, candles) for serving food is allowed in certain rooms if adequate safety precautions are taken. A safe option is to use warming trays or ovens (electrical) especially in lobbies/ atriums of Kresge, W20, E25, 7, 10, 13, 34 where it isn’t safe to use open flames.

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Fire Fighter Detail

Please contact the Safety Program if you want to pursue an event plan that may require a fire fighter detail. The Safety Program will work with you before sending the Fire Dept the details of the safety plan for your event. If the Fire Department approves of the event safety plan and if they require a fire fighter detail and/or permit, the event planner will be responsible for:

• Giving a copy of the approved safety plan to the caterer/ vendor that they should bring to the fire dept when they get a permit. The Fire Dept requests that vendors work through the Safety Program first before going to the Fire Prevention Headquarters.
• Paying and scheduling the Fire Fighter detail.

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Tents

Contact CAC, which is responsible for renting tents that meet the fire retardant requirements. The vendor will obtain the necessary building permit, which the event sponsor should have on site during the event. The safety requirements are:

• Exit signs posted at each exit.
• Adequate number of exits for the number of occupants. Locate the exits at opposite ends/ sides.
• Exits must be easy to open and move through. The use of flaps that are buckled or snapped does not meet the requirements of an exit door. A canopy at the exit is helpful.
• If the tent will be up overnight, contact Campus Police to arrange for a detail. This will provide security and fire safety in lieu of automatic fire detection or alarm.
• Drapes, table skirts and other materials should be treated with fire retardant.
• Flags tied on to the ropes and/ or stakes so people will see these tripping hazards.
• Safety review of activities.
• A tent for food service should not be over cooking equipment/ grills. It should be a 12 feet high canopy without sides.
• If lights, power and/ or heat is needed, contact Dept. of Facilities Electrical/ Controls to arrange this. Note: Your CAC/ Conference Services Coordinator will contact DOF.

Request smoker posts be set up 5 feet away from each exit. These are provided by Facilities Grounds Dept.

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Table Linens, Pipe and Drape

These types of linens need to be professionally treated with flame retardant after being cleaned. Contact CAC for approved vendors. (Mass. Fire Prevention regulation 527 CMR 21 requires this.)

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Fog and Haze

These are the safety concerns related to fog and haze.

• The high concentrations of fog can obscure the visibility of exit signs/ doors, which is prohibited by the building code as well as the Fire Prevention Regulation (527 CMR 1.06 (k)). (Refer to the details below.)
• The fog at high concentrations can set off smoke detectors that are in the HVAC system, activate the fire alarm and disrupt the event.
• The glycol solutions used to produce fog may cause irritation of eyes, nose and throat and/ or allergic reactions at high concentrations. Therefore this is not appropriate to use at a public event.
• The MIT Metal Detector policy may apply to your event.

In 2004 the Massachusetts Fire Prevention Regulation 527 CMR 1.06 was updated to prohibit “the use of any machine, device or chemical to create fog, foam or a haze-like visual effect, which could become an obstacle to ingress or egress from any place of assembly.” This regulation applies to theatrical performances and to special events. Even if MIT has a safety plan and will pay for a fire fighter detail, the Cambridge Fire Department will not grant approval. The State Fire Marshal and Cambridge Fire Department are the authority having jurisdiction to apply the Fire Prevention Regulation (527 CMR 1.06 (k)). No one at MIT has the authority to grant a group an exemption.

Note: Fog and haze are often created by heating glycol solutions or by boiling dry ice in water.

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Slip, Trip and Fall Prevention

Check the area for uneven walking surfaces and step heights (risers). Walking surfaces can become slippery because of rain/ice or spills. Secure the edges of rugs and cords to prevent tripping. Raised platforms should have railings to prevent guests and chairs from falling off. Provide steps with railings so people can safely move on and off the platforms used for either seating or performances.

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Theatrical Events

Set designs and construction for all theatrical events must be reviewed and approved prior to construction by CAC and/ or Theatre Arts Technical Experts.

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Local Supplier of Fire Retardant Products for Wood, Cotton/ natural fibers, Synthetics and to mix with Paint

Backstage Scenic Supply
617-330-1422
Dry Dock Ave, South Boston

They will ship any quantity to MIT. They will advise you on the correct product for your situation.

To treat foam core poster board with fire retardant: Put the board on a horizontal surface. Spray the back and let it dry. Repeat 3 times. Then apply the poster or art work.

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Green Goods Purchasing
How to "buy green" at MIT.

Additional Information on Decorations