Event Safety
While each event is unique, there are several key risk management concerns that always must be addressed.
While each event is unique, there are several key risk management concerns that always must be addressed.
Please contact the Office of Risk Management for approval.
The University Parks Fire Marshall office requires a 3rd party inspector to inspect the ride once the ride is on site and operational before being approved to use on campus.
Animals on campus pose a special set of challenges for a campus that has residential, instructional, and recreational spaces used by a variety of people. Below is some information that the Office of Risk Management will need before approving the event.
The use and operation of dunk tanks poses unique hazards. The Office of Risk Management has created guidelines to assist event organizers in mitigating those hazards while maintaining the integrity of the ride.
Before approval of a dunk tank, a layout showing the placement of the dunk tank must be submitted to Office of Risk Management for review. Because large amounts of water will spill out of the tank during its operation, the dunk tank must be placed in a location that provides quick drainage of the water, and away from people and any electrical source.
The complete SMU Dunk Tank Guidelines can be found here.
Some events may require a Special Event Emergency Plan (SEEP). This is a formal, written plan developed by the event organizers that identifies potential emergency conditions at the event site and prescribes the procedures to be followed to minimize risk and prevent loss of life and property.
Every SEEP must be tailored to site-specific conditions and to the requirements of the agency/organization that owns or regulates the site of the event. Event planners should consider the scope of the event, the risks to spectators and participants, community impact, and the support (including personnel and logistics) required.
Event organizers should contact the Office of Risk Management for guidance prior to their event date.
A permit is required from the City of University Park if the generator that is at 10,000 watts or more and must meets the following requirements:
No permit is required from the City of University Park if:
SMU requires evidence of insurance for all third party vendors and contractors that want to operate in a special event on campus. The third-party is responsible for obtaining evidence of insurance (i.e. a Certificate of Insurance) and presenting it to the Office of Risk Management at least (3) days prior to the event taking place.
All special events are not organized in the same way, nor do they carry the same risks; this can lead to confusion about who should insure what. As a rule of thumb, if a third party is providing goods or services, or if a contract or purchase order is needed, that third party likely needs to demonstrate that they have insurance to cover their business. If there is a middleman involved, such as a promoter, they may also be required to carry insurance.
The Office of Risk Management should be consulted early in the process of event organization to clarify any insurance-related questions, particularly if a unique third party is utilized (such as an alligator handler).
For all elevated equipment (such as trussing, speakers, lights, etc.), please provide the manufacturer's equipment specifications or user's manual to the Office of Risk Management for review. Contact the Office of Risk Management for a complete list of required documentation.
The University’s Minors on Campus Program requires that any events or programs with minors comply with Program requirements. This includes the following:
• Registration of the program or event with the Office of Risk Management.
• Any program or event leader, as well as all staff and volunteers must complete Recognizing and Reporting Child Abuse. This training can facilitated by SMU by sending a list of individuals and their emails to riskmanagement@smu.edu. For employees, this training is facilitated by HR and required every two years.
• Additional standards regarding operations, staff levels & selection, safety, supervision, and transportation may be set by the Office of Risk Management based on the specific program, and general guidelines can be found on the Program website.
The following types of events are excluded from the current Protection of Minors requirements listed above:
• Events open to the public (children accompanied by a responsible adult)
• Campus tours
• K-12 school groups accompanied by teachers
Any potential incidents, particularly of suspected abuse, must be reported pursuant to SMU Policy and Texas law. Suspected child abuse can be reported to SMU PD at 214-768-3333.
Please contact the Office of Risk Management for approval.
A City of University Parks permit will be required for each site.
A permit is required from the City of University Park if the stage floor is 30 inches or more off the ground
Please provide the engineered plans for the stage construction to the Office of Risk Management for review.
Tents are not allowed in the fire lane.
All tents within 12 feet of each other will be calculated as 1 tent for the square footage.
A permit is required from the City of University Park if the tent is either:
A Fire Extinguisher is required for all permitted tents.
No permit required from the City of University Park if the tent meets all of the following requirements
-OR-
Weather is very unpredictable, especially in Texas. Unless your event is extremely small, create an inclement weather plan with alternative plans.
For more information, or for assistance in developing a plan, contact the Office of Risk Management.