Safety Considerations
There are numerous safety issues connected with holding events in Institute facilities. Listed below are some guidelines organizers should follow to enhance safety before, during, and after your event. If your event is being managed by CAC, the CAC managers are good resources for groups planning activities that are out of the ordinary. The MIT EHS Office is responsible for all matters of safety on campus; if CAC is managing your event, the CAC Managers will discuss major concerns with them or the department's EHS Coordinator prior to the event. If your event is not being managed by CAC, contact the MIT EHS Office directly. For more information about safety concerns see web.mit.edu/environment/ehs/event_safety.html.
Also see web.mit.edu/slp/events/rules.shtml for more safety information.
Event Safety Plans
Events involving environment, health, and/or safety hazards will require a written safety plan which must be reviewed by the EHS Office, Insurance Office, and other departments as necessary. The EHS Office will work with the event planners to identify and address safety concerns prior to running the event, but it is the event host's responsibility to supervise the event and ensure that the plan is executed.
Examples of hazards include:
- Risk of slip/trip/fall (rented amusements, constructed objects, etc.)
- Use of regulated materials (biological, chemical, lasers, etc.),
- Risk of exposure or injury (heat/cold, electricity, sharps, flying objects).
- Risk of fire/explosion
- Use of power tools
For more information and a template safety plan, visit this link: web.mit.edu/environment/ehs/event_safety.html and contact your EHS Coordinator or the EHS Office for assistance.
Exit Doors
Egress routes may not be obstructed in any way and exit signs must remain clearly visible. NO EXCEPTIONS! Additional temporary exit signs may be required for some events to ensure clear visibility of egress routes and exit signs.
Room Capacity
There is a listing of room capacities in the "CAC Facilities" and "Other Facilities" sections of this Guidebook. Refer to this guide when planning an event. Understand that the maximum capacities of facilities may have to be reduced depending on how much furniture is used and what activities will occur. Exceeding the maximum capacity of a facility is prohibited by law. It is the responsibility of the organization to take appropriate measures to ensure room capacities are not exceeded. Wristbands can be provided to monitor attendance at events (see the "Wristband" section of this Guidebook for more information). If numbers exceed the room's capacity, Police at MIT and, if CAC is managing your event, the CAC reserve the right to restrict access to the event or to close down the event.
Fog/Smoke Machines
Smoke machines, dry ice, or other devices that limit visibility are not permitted at campus events, including theatrical events. More information on this topic can be found at http://web.mit.edu/environment/ehs/event_safety.html#smoke_machines. The use of pyrotechnics is prohibited at all times on the MIT campus.
Decorations and Sets
Whenever decorations are used at events, the materials used must be flame-retardant and cannot obscure exit signs or exit doors. Contact CAC or the appropriate scheduling office before purchasing any items which will be used for decorating a room. The use of paints should also be approved by a CAC or the appropriate scheduling office. Spray paints are of particular concern due to ventilation requirements. Due to special safety and fire code requirements, set designs for all theatrical events must be reviewed and approved prior to construction. For other safety concerns see web.mit.edu/environment/ehs/event_safety.html#deco.
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Lighting at Events
Rooms must have adequate lighting for the safety of the participants. Appropriate lighting levels for parties and dances are controlled by the CAC Manager or building manager and/or Police at MIT officers at the event. Lighting equipment used at events must also be approved by CAC or appropriate scheduling office. Specifications for lighting should be given to CAC or appropriate scheduling office well in advance of the event. If strobes or lasers are used, signs must be posted.
Candles and Open Flames
In general, the use of candles as decoration or for lighting is prohibited by the Mass Fire Prevention regulations. Candles are only allowed during religious ceremonies in designated areas such as the marble altar in the chapel. Any use of candles or open flames requires approval by the EHS Coordinator or the MIT EHS Office, and may require a Fire Fighter Detail paid for by the event planner.
If you want to pursue the use of candles in approved areas, contact the EHS Office or your EHS Coordinator with your proposed safety precautions such as the use of flame-retardant materials near/under the candles, not leaving lit candles unattended, and putting matches and burnt candles in water before disposal.
Propane
The use of portable pressurized fuel cooking and heating equipment (such as propane, butane, or white fuel grills, burners, etc.) is prohibited by the Cambridge Fire Department (CFD). Under some circumstances, the CFD may allow the use of propane cooking equipment outdoors by professional caterers, through this permission is at their discretion and is not guaranteed. The CFD will not approve a request to use propane or other pressurized fuel to heat tents or other non-cooking functions, nor will they allow the use of propane cooking equipment inside buildings or tents. Any event that would like to use propane for cooking outdoors should work with CAC or the EHS Coordinator to put together a safety plan for submittal to the CFD and MIT's EHS Office at least two weeks prior to the event. The use of propane, if permitted by the CFD, will require at a minimum a fire department detail, hiring of professional caterers, hiring of a licensed plumber to leak test the set up, and an approved safety plan and permit from the CFD.
http://web.mit.edu/environment/ehs/event_safety.html#fire_fighter_detail
Fire Fighter Detail at an Event
Please contact the EHS Office or your EHS Coordinator if you want to pursue an event plan that may require a Fire Fighter Detail. The Safety Program will work with you before contacting the Fire Dept with the details of the safely plan for your event. The event planner will be responsible for scheduling and paying for the Fire Fighter Detail.
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Electrical Cords
Use of extension cords can be problematic and should be reviewed and approved by the CAC Manager or appropriate individual prior to their use. For safety concerns see web.mit.edu/environment/ehs/event_safety.html#extension_cords.
