Overview
Keeping our campus a safe and vibrant place for everyone is a top priority, and that includes the amazing events held every day. While we encourage a lively campus environment, it’s crucial to ensure that all events are planned with safety in mind. To support this, especially with events that might have a little extra going on – like big crowds, special setups, or even just unique activities – we have a process and guidelines in place.
University Regulation UCF 4.0292 Potentially Hazardous Events requires that any event reasonably expected to create a risk of harm to people or property damage be reviewed and approved. All events held at Memory Mall require review. Other elements or characteristics of your event may necessitate the submission of a Safety Action for Event Form (SAFE form) for review. Below is additional information to help with the SAFE Form submission.
Examples of potentially hazardous events include:
This list is not exhaustive; other event characteristics may require review.
Activities NOT Requiring SAFE Form Submission
These specific activities are exempt from the SAFE Form Submission:
Activities Generally Exempt from SAFE Form Submission (with exceptions)
A SAFE Form is generally not required for the following activities unless other potentially hazardous elements are involved:
Risk Tiers and Submission Deadlines
|
Risk Tier |
Risk Tier Definition |
Example Activities |
Calendar Review Days |
|---|---|---|---|
|
Tier I |
Events/activities usually involve no special risks and hazards other than those inherent in the activity. |
Award presentations, auctions, club/business meetings, card games, charity benefits, tabling, job/benefits fairs, small-setting speaking engagements, seminars, telethon, poetry slam, voter registration, food delivery for events, new member presentations, art/craft shows |
15 Days |
|
Tier II |
Events/activities that involve some risk of potential injury and/or property damage as a result of the activity itself and/or several participants (greater than 400). The activities are normally well-conducted, but the safety of the participants and attendees/spectators depends upon implementing appropriate safety equipment and procedures. |
Marches, organized walks/runs, parades, events including the distribution of alcohol, inflatables, dunk tanks, outdoor events involving animals; birthday/anniversary parties, wedding receptions; candlelight vigils, events with tents / temporary structures greater than 10′ X 10′ |
30 Days |
|
Tier III |
Events/activities that include elements with significant potential for injury and/or property damage as a result of the activity itself, and/or the number of participants (greater than 1,000). The potential for harm or damage could involve someone “attending” or “participating” in the event. An individual standing on the sidelines can still become injured, even without participating. |
Non-NCAA athletic events, events with open flame, fireworks/pyrotechnics, drone shows, events involving helicopters or other aircraft, motor vehicle races, motorized sporting events, carnival rides, circus events, archery, block parties/street fairs, concerts, political rallies, rocketry |
45 Days+ |
Event Deadline Calculator
Use the calculator below to determine your event submission deadline:
Event Submission Calculator
SAFE Form Submission
To ensure a smooth SAFE Form review process, you’ll find guidance on specific elements (such as food, animals, fireworks, etc.) by clicking through the tabs on the left. The information outlined will aid in your SAFE Form review and guide general event safety.
Please note this is a potentially hazardous event review process, and does not remove the requirement to reserve the event space with the appropriate parties.
Alcohol consumption on campus must comply with UCF Policy 3-115 Alcoholic Beverages on Campus. All campus events, except those specifically exempted in the policy, at which alcoholic beverages will be served, are considered potentially hazardous events and require a SAFE Form submission. Alcoholic beverages served, possessed, or consumed at university-sponsored events require the submission of an Alcohol Acknowledgement Form.
Every organization must have a system for determining which guests are of legal age and submit those measures with the SAFE Form for review. Designated server(s) at the function must not consume alcoholic beverages before or during the event. Non-alcoholic beverages must be available and always prominently featured in the same place as alcoholic beverages.
Permitted
- Alcoholic beverages at social events (with appropriate approval)
- Possession and consumption in designated, approved event spaces
Not Permitted
- Purchase, consumption, or possession of any alcoholic beverage by persons under 21
- Drinking games / other activities that encourage rapid and/or excessive consumption of alcoholic beverages (i.e., binge drinking)
- Alcohol in academic / work spaces, unless specifically approved for an event or research purposes
- Open containers in unauthorized spaces
All events planning to include animals must have a SAFE Form submitted for review. For all permitted animals, the following conditions apply:
- The animal must be under the control of the handler/owner at all times.
- Animals must be healthy, clean, well-groomed, and free of pests.
- The animal must not be aggressive or pose a threat to any individuals.
- The handler/owner is responsible for immediately cleaning up and disposing of all animal waste.
- The handler/owner is responsible for any damage or injury caused by the animal.
Permitted
- Service animals, as defined by the Americans with Disabilities Act (ADA).
- Pre-approved event animals via the SAFE Form process.
Not Permitted
- Unattended animals.
- The graphic below outlines the requirements for the two typical event animal requests we receive.
- Hiba’s updated graphic.
Each event planning to have outdoor open flames on university property must be reviewed in advance by the Office of Risk and Safety, in addition to following the SAFE Form requirements, where applicable. A responsible representative of the event who will be in attendance for the fire activity must meet with the Office of Risk and Safety fire staff to review event details as outlined on the form here: Guidelines for Outdoor Recreational Fires and Open Flames. All open flames, including those associated with grilling equipment, must be a minimum of 10 feet from any building.
Permitted
- Flameless candles
- Charcoal/propane grilling
Not Permitted
- Traditional, real-flame wax candles
- Flying sky or floating lanterns and similar open flame devices released uncontrolled into the environment
- Open flames on any landscaped or finished area
Hosting an event often involves food and beverages, and the university has guidelines to ensure a safe and successful experience. When serving or providing food and beverages at events on campus, see some guidelines below:
- No outside food service is allowed on or in university facilities during or in conjunction with any public meeting, event, or function without prior specific approval of the University.
- Event organizers and/or food vendors are responsible for ensuring food safety. This includes proper temperature control (keeping hot foods hot and cold foods cold), preventing cross-contamination, and safely storing or disposing of leftovers.
- Event organizers and/or food vendors should be mindful of common allergens (e.g., nuts, dairy, gluten) and consider offering options for various dietary needs. Properly label food items clearly.
- Events at which alcohol is served must also make food available to all attendees.
- A Florida Department of Health (FLDOH) temporary food permit is required when an event is 30 days or less in duration, and food will be prepared, served, or sold to the general public and is advertised to the public. For more information on securing a FLDOH temporary food permit, please contact UCF Business Services.
- Food trucks must be pre-approved by UCF Business Services and the Office of Risk and Safety. Mobile units used to prepare or serve food are considered food trucks.
- In a partnership established in 1999, the Coca-Cola Company has exclusive pouring rights at UCF. This includes drinks served (whether purchased or donated) at meetings and university events & activities, and water used in departmental emergency kits.
The graphic below provides more information on permissible items.
For more information on approved caterers, solicitation policies, and food safety, refer to the links below.
- University Approved Caterers: https://businessservices.ucf.edu/catering/
- Solicitation Management: https://businessservices.ucf.edu/solicitation/
- Food Safety: https://www.fsis.usda.gov/food-safety/safe-food-handling-and-preparation/food-safety-basics/steps-keep-food-safe
Depending on the nature of your event or activity, insurance may be required. The graphic below outlines common vendors and activities.
Pyrotechnics, fireworks, and special effects displays on university property require (1) submission of a SAFE Form, (2) review and approval of the Permit Application for the Use of Pyrotechnic Displays Form, and (3) approval by the State Fire Marshal. The completed permit, including all supporting documentation outlined in the permit, must be submitted to the Office of Risk and Safety at least 45 calendar days in advance. To support a smooth review process, please organize and present the application and submittal contents in the order that they are requested and numbered in the Application Checklist. Note: The form requires UCF Facility Management approval and confirmation of Independent Fire Watch.
Where a demonstration of an effect is requested by the State Fire Marshal or the Office of Risk and Safety, such demonstration shall be arranged in advance to be scheduled from 8 AM to 5 PM Monday through Friday at the event facility.
Vendor Requirements
The pyrotechnics vendor applicant is required to hold a valid ATF license for any pyrotechnic display. The operator must be a current employee of the applicant. The vendor is required to provide all necessary safety equipment, such as magazines, secured containers, and fire extinguishers, to protect the materials while on site. A minimum of 2 ABC dry chemical and 2 water H20 extinguishers are required per event, with additional ones provided as indicated on the application or as needed to cover remote staging areas, the pre-show preparation area, and the display site during the show. Failure to have properly tagged and charged units for the event will void the approved application. The University does not provide fire extinguishers for vendor use. Unauthorized relocation or tampering with the building’s units is a felony.
Pyrotechnic materials must be delivered, secured, and monitored by the display vendor on an as-needed basis for each show day. Only the amount for each show shall be placed at the point of use inside the facility at a time. No other storage inside the facility is allowed unless approved in advance in the application. Suitably secured safety containers to be provided for all materials, with sufficient staffing provided for all locations.
Fire Watch
An independent pyrotechnics fire watch is to be provided by the facility management. A copy of the approved application and show features will be forwarded to the individual for their reference at the time of the event. The facility management is required to provide the fire watch with communication means (radios) that function within that facility to allow for direct contact with the fire panel watch, even management, and the pyrotechnic operator as needed.
Where a fire watch is required, a minimum of 1 independent person with adequate training in pyrotechnics oversight and emergency communications means shall be provided and pre-approved by the Office of Risk and Safety and/or State Fire Marshal. The pyrotechnics fire watch personnel’s only duty is to oversee the pyrotechnics display and watch for fire or other emergencies that could result in harm to persons or property damage. Shows with multiple effect control points will require additional fire watch staff to be indicated at the time of permit approval. The fire watch person will ensure that the effects are brought in, arranged, set up, and discharged safely per the approved permit. The fire watch person shall have the authority to instruct the pyrotechnics vendor to modify or cease use of the effects if they determine a hazard exists. Failure of the vendor’s representative to comply with the fire watch personnel’s request may result in disapproval of future permits. The fire watch person shall have the authority to initiate a building evacuation. The fire watch person should also be familiar with the facility, location of the fire alarm system panel and controls, location of fire extinguishers, and have means of contacting emergency forces. All costs associated with fire watch expenses will be the responsibility of the facility management, sponsoring department, or venue. Potential fire watch candidates should submit a list of qualifications for review in advance of the event.
Indoor displays will often require temporary modification to the building’s detection and alarm systems. When this is necessary, a fire alarm-trained technician will be required to be on standby at the fire alarm panel to oversee its operation and return it to normal when the show is completed. Facilities Operations or a contracted fire alarm vendor, as designated by them, is typically employed for this service. Requests for Facilities Operations service need to be filed 10 days in advance. A fire watch (above) is also required. All costs associated with these services should be included in the event.
Additional Considerations
All drapes and scenery are required to be fire retardant, and documentation is provided with the application. No glowing or flaming particles are to be within 10′ of the audience or stage personnel unless prior arrangements have been made specifically for certain performers. Each device shall be at least 15′ from the audience or 2X the fallout radius, whichever is greater. A minimum of 25′ is to be provided to all concussion mortars. Confetti cannons shall not be arranged to discharge in the vicinity of pyrotechnic effects.
Not Permitted
- Discharge or trajectory of any device over an audience, campus building, environmentally sensitive zone, or occupied parking area
- Indoor use of comets (A pellet of composition which is propelled from a mortar or shell and produces a long-tailed effect)
- Indoor use of large waterfalls (Effects such as multiple geysers suspended overhead nearby, discharging down for a cascading waterfall appearance).
- On-site storage of pyrotechnic materials overnight.
Tents and temporary structures are considered for a permit on a case-by-case basis. All requesters planning to erect a tent or temporary structure on university properties shall adhere to this guideline and apply for a Tent and Temporary Structure Permit through the Environmental Health and Safety Building Code Office. This review and permit process is intended for a temporary installation lasting less than 90 days. All others must go through the UCF Facilities Improvement and the full UCF Building Code permit process.
Permit-exempted structures are not required to obtain a Tent and Temporary Structure Permit, but must still comply with all university rules and standards, including but not limited to: the requirements in this guideline and checklist, the SAFE Form process, the provisions for liability insurance, and be subject to a safety inspection at any time. All structures must be supported by tie-down means that do not require staking. Ground penetrations by anchors, stakes, and digging are strictly prohibited.
Exempt Temporary Structures are items such as:
- An inflated amusement-type bounce house or a similar amusement attraction
- A climbing wall
- A single canopy or tent erected by private persons not exceeding 120 square feet for personal use
- A display booth or small stage
- A structure, regardless of size, erected for external viewing purposes only (display only items)
When in question, the final interpretation of the application of this procedure to any structure is determined by the UCF Environmental Health and Safety Department.
The Tent and Temporary Structure Permit request must be submitted a minimum of five (5) business days in advance of the event with all required attachments.
These attachments shall include the following:
- Certificate of Liability Insurance
- Flame Spread Certificate
- Site Plan
- Egress Plan
- Seating Plan (where applicable)
- Services, Equipment and Utilities Plan, (where applicable)*
- Details on manufacturer-approved alternative methods of structural member connections where original equipment is not supplied
- Details on ground support methods: All tents and temporary structures must be supported by alternative anchoring and support methods that do not require staking. Ground penetrations by anchors, stakes, and digging are strictly prohibited
*There is no fee for the permit application, through temporary utilities associated with the temporary structure may have installation and inspection costs. A Facilities Operations work order with a billable account number or direct billing information must be filed to request connection to temporary utilities. The event will be charged for excess refuse and or damages to university properties arising from the event or the delivery, installation, and removal of the structure.
The Environmental Health and Safety Department reserves the right to inspect any temporary structure on UCF properties, including permit-exempted structures. Any structure found to pose a risk to health or safety, placed without a permit, or installed with a questionable structural assembly will be denied occupancy and removed.
All structures subject to human occupancy shall be manufactured of materials with adequate fire resistance. Improvised tarp or plastic materials are not acceptable.
Overnight camping is not permitted within the areas bordered by Gemini Boulevard and the east property lines of the East Greek Park Drive facilities. Additional site use limitations are listed in the minimum requirements below.
All permits for tents and temporary structures are conditional upon safe weather. Where inclement weather occurs after a permit is obtained and before set-up, the permit is voided unless the site is verified to be safe for use. Where unsafe conditions develop during use, it shall be the responsibility of the requester and event manager to monitor the site and suspend activities until the structure is again safe to occupy.
Please see the Facilities and Safety Tent and Temporary Structure Permit Procedure for more information.
Applications will be reviewed by the Environmental Health and Safety Department, and the permit will be issued upon verification of compliance. All sites are subject to inspection at any time. If a pre-event inspection is also required, it will be noted on the permit application and an appointment made with the Vendor/Requester. All structures may be subject to a safety inspection at any time.
Minimum requirements and guidelines to be considered in addition to the permit are as follows:
Insurance and Area Use Approvals
- Non-university organizations must provide with their application a certificate of insurance provided by a company licensed to do business in the State of Florida, indemnifying and holding harmless the university, the Board of Trustees, and the Florida Board of Governors, and their officers and employees, from all liability, whatever its nature or description, caused by or resulting from the use or proposed use of the university facilities, in an amount not less than $1,000,000 per occurrence. The applicant must provide with the application a certificate of insurance showing the Board of Trustees as an additional insured.
- All temporary structures, including permit-exempted temporary structures, are subject to additional permits and approvals as applicable. These may include, but are not limited to, Facilities Operations, Work Control Work Orders, SAFE forms, local building coordinators, Recreation and Wellness administration, the Student Union, Arena, and Landscape and Natural Resources. Requests for the Lake Claire recreation area and all RWC facilities, and the Union patio require a reservation.
Construction and Assembly
- Tents and canopies must be erected in accordance with manufacturer recommendations, industry standards, and code requirements. An improvised joint connection, such as duct tape, will not be permitted.
- All structures intended for human occupancy must be fire-resistant.
- All structures must be of sound construction. Methods of securing the structure against winds and falls are required.
- All tents and temporary structures must be supported by alternative anchoring and support methods that do not require staking. Ground penetrations by anchors, stakes, and digging are strictly prohibited.
Location and Spacing
- Requests for temporary structures on the Memory Mall area shall be limited to a 48-hour maximum duration. Tents with bottoms, camping, and overnight habitation are not permitted on Memory Mall.
- The Memory Mall area is not available for any temporary structure requests for the seven (7) days following a UCF home football game.
- The Memory Mall area is not available for use for placement of amusement rides or heavy concentrated loads.
- Any organization employing the use of a vehicle, including tent delivery vehicles, will be held liable for repair costs for any damages done to the Mall or any other landscaped area.
- Many sidewalks on campus are fire lanes and cannot be blocked. Be sure to indicate the location of your proposed structure on your site plan or aerial away from major sidewalks, service driveways, service parking, gates, or similar. Applications lacking sufficient location details will be denied.
- Do not set up in proximity to hydrants or fire department connections, any utility connection, or an area requiring maintenance access.
- A minimum of 50 feet of clearance is required from any adjacent building exit and a minimum of 20 feet from the building itself. Requests for closer proximate setups will require the approval of the local building coordinator.
- A minimum of 10 feet is required between adjacent temporary structures. This dimension may be increased or decreased as determined by review of the structures and site layout.
Fire Safety
- All fabric coverings, barriers, and enclosures shall be flame resistant as meet the applicable requirements of NFPA 101 Life Safety Code or NFPA 701. A certificate of flame resistance or a copy of independent testing results from a nationally recognized testing lab shall be provided for all installations. Applied aftermarket fire retardants will be considered where appropriate for the material to be protected.
- The grounds beneath and around the temporary structure shall be free of large accumulations of dry vegetation or combustible materials.
- Flammable or combustible materials and decorations shall not be stored or placed in or near the site while it is available for public use.
- Combustible construction and scenery for effects must be provided with fire-retardant treatments.
- No smoking, open flame, fuel-fired grill, fryer, tiki, candle, or other device emitting fire or flame or producing grease-laden vapors shall be used in or immediately adjacent to a temporary structure for a minimum of 10’. Cooking is not permitted in or under the structure. Food warming trays utilizing single gel fuel type cans are permitted, but must be protected and attended at all times with a fire extinguishing device present.
- Fuel-fired equipment such as generators supporting the event must be located a minimum of 10’ from the temporary structure with adequate barriers from guest access. All equipment must be listed for the application. Improvised electrical charging methods are not allowed.
- Fireworks are not permitted on campus except by a separate permit from authorized pyrotechnic vendors.
- All temporary structures with special contents or activities, such as cooking or shall have access to a portable fire extinguisher within a maximum 75’ travel distance. The fire extinguisher arrangements should be made with the vendor supplying the temporary structure, to include what is commonly called a “fire package”, or to obtain a fire extinguisher from a local vendor. Limited numbers of extinguishers are available for check out from the Office of Environmental Health and Safety with advance notice.
Egress
- Temporary structures shall be set on level, stable ground with adequate drainage, and areas open for public access shall be free of trip hazards. A dedicated pedestrian path shall be provided to the public way for free egress.
- Structures enclosed in whole or part shall be provided with adequate egress, depending on the size and arrangement of the enclosure. Generally, at least 2 remotely located means of egress are required, with additional openings added contingent on occupant load and area enclosed. A detailed layout to scale is required for permit review, and you will be advised of any required adjustments to the egress provided.
- All structures are to be arranged to provide clear and obvious egress under all conditions. There shall be a minimum of 10 feet between stake/weight lines. Adjacent temporary structures shall be spaced to provide clear egress around the perimeter as needed. Indicate stake lines on the site diagram.
- Site fencing, where applicable, shall also be arranged with adequate egress openings and reflected on the site plan.
- Exit openings shall be identified. In vendor-supplied tents, exit signs can be included in the “fire package”. Alternative identification methods may be specified on the site plan.
- Means of emergency announcement shall be provided for any temporary structure with an occupant load exceeding 300.
- Emergency lighting shall be provided for any temporary structure exceeding 1200 sq. ft., and when deemed appropriate for the planned event, as indicated in the permit review.
Electrical Service
- Electrical installations shall meet the requirements of NFPA 70, National Electrical Code.
- Temporary connection to university utilities beyond a standard plug to an existing receptacle requires coordination with Facilities Operations with a work order request or coordination with the designated building’s maintenance staff for facilities not covered by FO.
- Extension cords are not permitted to be run through openings into adjacent facilities. Connection to adjacent facilities may require the approval of the local building coordinator.
- All cords subject to pedestrian traffic must be protected and secured to prevent trip hazards.
- Cords may not be run across vehicular pathways or obstruct means of egress.
Electric Heaters and Fog Machines
- Heaters are not recommended for use in temporary structures. UL-labeled heaters will be considered with adequate justification and proof of proper wiring and protection.
- Fog machines are not approved for use in enclosed spaces without adequate ventilation.
Housekeeping and Facilities Coordination
- All events must coordinate with Facilities Operations to provide adequate waste management for the event. Work requests should be filed in advance to request receptacles. Excessive waste left behind will result in charges to the requesting organization.
- Work requests should also be filed when irrigation timing needs to be modified.
Use of university facilities and grounds is governed by UCF Regulation UCF-4.029 Use of University Facilities; Events and Protests. Appropriate reservation of the requested space for your event is required.
When using a space on campus, a few expectations to keep in mind:
- Events should be conducted respectfully towards all individuals and in a manner that does not disrupt campus operations.
- Events must be adequately supervised; event organizers are responsible for the behavior of their attendees.
- Event organizers are responsible for the cleanup of the event space, including the removal of debris, decorations, or equipment, and the proper disposal of all trash and recycling. Failure to clean up sufficiently after the event will result in a housekeeping service charge.
- Please recycle at your event. Contact the Work Control Center at wcc@ucf.edu or 407.823.5223, a week before your event, to make arrangements for landfill and recycling boxes.
- Any damage to the event space or university property must be promptly reported to your UCF contact.
Event Cleanup
Please contact the Work Control Center at 407-823-5223 (wcc@ucf.edu), or use the online request form at Event Services Request System to place an event work order for Housekeeping and/or Recycling coverage or materials for your after-hours event if you so choose. You will be charged for the hours and materials required to support the event. Please include the following in your work order request: the number of housekeepers required, any materials needed, hours of coverage, and have the selected areas checked and cleaned on the evening before your event.
Academic buildings are not cleaned on weekends; these buildings are cleaned on Friday in preparation for classes on Monday. Any use of these buildings on the weekend may impact the readiness of the buildings for classes on Monday. Please contact Housekeeping & Recycling Services through the Work Control Center at 407-823-5223 to discuss the need for any housekeeping coverage during or after the event.
Electrical/Maintenance/Landscaping
When scheduling events that require the use of water, a hook up for a hose, additional electrical power other than available in the facility or on Memory Mall, landfill receptacles and recycling receptacles, etc., please contact the Work Control Center at 407-823-5223, or wcc@ucf.edu, or submit an online request at Event Services Request Form for information and possible fees for this service.
To request a watering schedule change. Please contact the Work Control Center at 407-823-5223, or wcc@ucf.edu, or submit an online request at the Event Services Request Form.
Reservable Spaces
Classroom Reservations: https://registrar.ucf.edu/classroom-reservations/
Student Union: https://studentunion.ucf.edu/reservations/
Memory Mall / Reflecting Pond: https://studentunion.ucf.edu/outdoor-events/
Recreation and Wellness: https://rwc.sdes.ucf.edu/reservations/
UCF Downtown: https://www.ucf.edu/downtown/campus/#Reservations