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Event Safety

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 that could reasonably be expected to create a risk of harm to people or damage to property be reviewed and approved. Events involving activities such as open flames, pyrotechnics,  alcohol, crowds greater than 400, and / or animals fall under this category. All events held at Memory Mall require review. Please note the examples provided are not exhaustive. 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 SAFE Form submission. 

Activities NOT Requiring SAFE Form Submission

These specific activities are exempt from the SAFE Form Submission:

  • NCAA-sanctioned sporting events
  • Events held at the Celeste Hotel
  • Instructional activities (classes, labs, etc.)
  • Indoor study groups
  • Regular activities by UCF Recreation and Wellness Center
  • Commencement ceremonies
  • Events occurring predominantly off campus (exemption does not apply to events held at facilities owned or managed by the university)

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:

  • Camps and youth programs registered via the UCF Youth Protection Program
  • University staff meetings
  • Fraternity and Sorority Life New Member Presentation
  • Private tailgate (non-commercial)

Risk Tiers and Submission Deadlines

If a SAFE Form is required, see submission deadlines below.

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, 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 feet by 10 feet.

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

Select your event date and tier to calculate your submission due date.
Event Date
Select Tier Level

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 below. 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.

Submit SAFE Form

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
  • Alcohol in academic / workspaces, unless specifically approved for an event or research purposes
  • Open containers in unauthorized spaces
  • Drinking games / other activities that encourage rapid and/or excessive consumption of alcoholic beverages (i.e., binge drinking)

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.

Flowchart showing animal requirements for events. If the animal is a therapy animal, the handler’s form, certificate of insurance (COI), medical records, and training records are required. If not a therapy animal but a petting zoo animal, the COI and medical records are required. If there are no animals, or the animals are neither therapy nor petting zoo animals, no SAFE form is needed unless other activities or external vendors require review. Review risk.ucf.edu/event-safety for additional information and guidelines

More information regarding animals on campus can be found in the university policy UCF Policy 3-4.00 Non-Research Animals on Campus.

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
  • Open flames on any landscaped or finished area
  • Flying sky or floating lanterns and similar open flame devices released uncontrolled into the environment

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.

Permitted

  • Potluck meals (only for private events * )
  • Home-cooked meals (only for private events * )
  • BBQ and Grilling with Fire-Safety approval (only for private events * )
  • Greek Life in-house cooking events (under chef’s supervision)
  • Pre-packaged store-bought, individually-wrapped food items

Not Permitted

  • Selling food and beverage items, including private, non-commercial tailgating events
  • Home-cooked meals at public events **

* Private event: event that is attended by personal invitation only and / or that restricts access to specified groups or persons.

** Public event: event open to and may be attended by the general public (does not include unsponsored gathering of people in public place).

For more information on approved caterers, solicitation policies, and food safety, refer to the links below.

Depending on the nature of your event or activity, insurance may be required. If insurance is required, a Certificate of Insurance (COI) is how you provide proof of coverage. The following information outlines common vendors, activities and when a COI is and is not required. This is not an exhaustive list, but rather meant as an example.

COI Not Required

  • Businesses promoting their products and services, such as tabling
  • Amazon inflatable purchases with Fire-Safety approval: Flame certificate required
  • Conference and speaker events
  • UCF Departments
  • Approved caterers: UCF Dining, On-campus restaurant locations (main campus)
  • Approved food trucks/caterers (through Business Services)
  • Food pick-up/delivery (temperature-controlled food)

COI Required

  • All third-party vendors
  • Greek life organizations: fraternity and sorority
  • Inflatable vendors / carnival rides: dunk tanks, mechanical bull, Slip n Slide, mechanical reindeer, snowboard simulators, movie screens
  • Third-party vendors: entertainment vendors, DJ services
  • Charity / non-profit organizations
  • Food service providers: third-party caterers, alcohol vendors

A sample COI that meets the university’s requirements can be found here.

All COIs must meet university requirements; otherwise, it will be necessary to return the certificate to your insurance agent for correction. This may cause delays or result in event cancellation.

Events involving Alcohol

Entities serving alcohol will need to carry liquor liability coverage in addition to general liability coverage. This can be accomplished by (1) deleting the liquor liability exclusion on the general liability policy, (2) by purchasing separate liquor coverage that can be endorsed to the general liability policy, or (3) purchasing liquor liability on a stand-alone basis.  Please email riskmanagement@ucf.edu to request a liquor liability-specific sample COI.

Events Involving Minors

If your event includes any minors (those under the age of 18), excluding current UCF students, you must be aware of the policies, procedures, and guidelines established to protect the attendees and the sponsoring organization. More information regarding the university’s policies and guidelines can be found here.

Third-party organizations (i.e., visiting schools, community groups, etc.) hosting events with minors will need to carry Sexual Abuse and Molestation (SAM) coverage. Please email riskmanagement@ucf.edu to request a SAM-specific sample COI.

Pyrotechnics, fireworks, and special effects displays on university property require (1) submission of a SAFE Form, (2) review and approval by the Office of Risk and Safety 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. UCF Facilities and Business Operations or a contracted fire alarm vendor, as designated by them, is typically employed for this service. Requests for UCF Facilities and Business Operations service submitted to the Work Control Center at wcc@ucf.edu or 407-823-5223. 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 feet of the audience or stage personnel unless prior arrangements have been made specifically for certain performers. Each device shall be at least 15 feet from the audience or 2X the fallout radius, whichever is greater. A minimum of 25 feet 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 on university property may require submission of a SAFE Form and review and approval of a Tent and Temporary Structure Permit Application. When necessary, the Tent and Temporary Structure Permit request must be submitted at least five (5) business days in advance of the event, along with all supporting documents.

Tent and temporary structure permit application is required for any tent larger than 10 feet by 10 feet and for all temporary structures. When a permit is needed, the following supporting documentation is required:

  • 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

Full guidelines and requirements regarding tents and temporary structures can be found here. Full guidelines outline requirements and expectations for spacing, fire safety, and egress. Included in the guidelines and requirements are a few key items listed below:

  • All structures must be supported by tie-down means that do not require staking. Staking or ground penetrations by anchors, stakes, or digging is strictly prohibited.
  • All structures intended for human occupancy must be fire-resistant.
  • All sites are subject to inspection at any time.
  • Requests for temporary structures on Memory Mall area shall be limited to a 48-hour maximum duration.
  • If a pre-event inspection is also required, it will be noted on the permit application and an appointment made with the Vendor/Requester.

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 (interior or exterior) or university property must be promptly reported to your UCF contact.
  • All structures must be supported by tie-down means that do not require staking. Staking or ground penetrations by anchors, stakes, or digging is strictly prohibited.

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://studentunion.ucf.edu/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

Public Safety Needs

If you need personnel or services from UCF Police and Public Safety, such as officers, barricades, or cones, please use this form Public Safety Request Form. The request form can be uploaded to your SAFE Form request.

Crowd Considerations and Management

At no time can the occupancy of an event space exceed the space’s occupant load (maximum number of individuals that can be in that space at one time).  These thresholds are based on fire codes and safety regulations and should be strictly followed. For buildings, occupant load certificates are posted near the main exit of the space.

The National Fire Protection Association (NFPA) dictates that both indoor and outdoor events have a minimum of one crowd manager (event safety manager) per 250 attendees.  For every additional 250 attendees, an extra crowd manager is needed.  Crowd managers must be properly trained. Free training is available at https://www.uh.edu/fls/crowd-manager-training-course/index.php.

Event layouts are highly encouraged for all events and required when your event expects greater than 250 attendees or includes elements such as tents, temporary structures, inflatables, or open flames.

The following considerations should be planned and executed both before and during events on campus.

  • Ensure all aisles, doorways, and pathways always remain free from obstructions.
  • Ensure all marked exits always remain unlocked and unobstructed.
  • Maintain all fire lanes, fire hydrants, and fire department connections free from vehicles and obstructions.
  • Identify and communicate emergency exits and evacuation routes.
  • Designate clear outdoor assembly points where attendees should gather in case of an evacuation.
  • Have a plan for communicating with attendees during an emergency, including public address systems, digital signage, or designated staff.

Events with Minors

All activities or programs subject to the UCF Policy 2-005 Youth Protection must register with University Compliance and Ethics through the Squire registration system. Registration information and requirements can be found here.

Common examples of activities that would not require a SAFE Form (except if other hazards such as inflatables, animals, open flame etc. are present) are:

  • Educational, recreational, artistic, social, or athletic youth programs that involve instruction only
  • Overnight youth programs conducted by the university or external organizations
  • Events open to the public where guardians or chaperones are invited or expected to accompany and supervise minors
  • Field trips or visits supervised by a minor’s school or organization
  • Events with minors who are enrolled, dually enrolled, or accepted for enrollment at the university (including courses offered through the UCF Division of Continuing Education)

For events involving minors, keep in mind that:

  • Minors must be adequately supervised by an adult at all times during the event.
  • Event organizers should have a clear plan for what to do if a minor becomes separated from their parent, guardian, or chaperone.
  • Access to first aid supplies should be readily available.
  • Any person who knows, or has reasonable cause to suspect, that a child is abused, abandoned, or neglected is required to report such knowledge or suspicion to Florida Department of Children and Families (DCF)..

First Aid and Heat Illness Prevention

First aid readiness and heat illness prevention are crucial for the safety of everyone at your event, especially for outdoor events and athletic events where participants are exerting themselves. High temperatures, humidity, and physical activity can quickly lead to serious health risks if not managed properly. For events where the potential for injuries is higher, first aid provisions can make a significant difference.

First Aid Readiness

  • First aid kits should be on-site for the duration of the event, especially for events involving athletic activities.
  • First aid kits should be easily accessible and well-stocked for the event’s size and potential injuries.

Heat Illness Prevention

  • Event organizers should monitor temperature, humidity, and heat index forecasts leading up to and during their event. Have a plan for adjusting or canceling the event if conditions become unsafe.
  • Provide ample, free drinking water and encourage frequent hydration.
  • Ensure event staff and volunteers can recognize the signs and symptoms of heat exhaustion (e.g., heavy sweating, weakness, dizziness, nausea, headache) and heat stroke (e.g., high body temperature, hot/red/dry or damp skin, confusion, loss of consciousness).
  • Have cooling methods for emergencies, such as ice packs and cold water, in case of a heat-related emergency.