Event Planning with Safety in Mind

As an event planner, coordinator, or creator, your primary goal is to create a memorable and engaging experience for attendees. From a customer perspective and a marketing standpoint, the event’s success hinges on its appeal. However, achieving your vision must also align with fire and life safety codes to ensure the safety of everyone involved. This guide offers key areas to consider when planning an event, helping you design it with safety in mind while maintaining the experience you’re aiming for.

A Guide to Creating Memorable, Safe, Secure, and Successful Events

Throughout history, devastating incidents have led to the development and revision of fire safety regulations. For example, the Crowd Manager requirement was introduced after 100 people tragically died in the Station Night Club fire in 2003, while regulations regarding Outdoor Event Equipment were enforced after the collapse of a stage system at the Indiana State Fair in 2011, which killed 7 people and injured 58 more. These incidents remind us of the importance of safety in every aspect of event planning.

With the support of venue managers, event planners, clients, and fire services, we can take a proactive approach to fire and life safety codes. Our collective goal is to never have to hear the phrase, “We’ll do everything we can to ensure this doesn’t happen again.” Let’s ensure your next event is both memorable and safe.

Event Planning Checklist

Before the event begins, it is crucial to conduct a safety inspection. The checklist below should be completed 90 minutes prior to the event:

  • Corridors and Egress Passageways: Ensure all are clear and unobstructed.
  • Adjoining Spaces: Check that adjacent spaces are free of obvious fire hazards.
  • Handicapped Accessible Entrances: Confirm all are unblocked and accessible.
  • Exit and Emergency Lighting: Ensure all lights are visible and functioning.
  • Exit Doors: Open all doors, check their swing, and remove any obstructions. In winter months, remove snow and ice.
  • Fire Doors: Check that they are not blocked open or chained shut.
  • Stairways: Verify that stairways are free of any obstructions.
  • Panic Hardware: Test all exit doors to ensure smooth operation.
  • Temporary Cords: Ensure cords do not create trip hazards.
  • Manual Fire Alarms: Confirm that fire alarm pull stations are visible, accessible, and unobstructed.
  • Fire Alarm Panel: Confirm the system shows “System Normal” and report any issues.
  • Fire Extinguishers: Ensure they are available and in the green zone on the gauge. Replace if necessary.
  • Crowd Managers: Confirm trained managers are in place where required.
  • Important: Ensure all necessary corrections are completed prior to the start of the event.
Download & Print Checklist

Fire and Life Safety Code Highlights

Event Safety Plans

ICC 404.2
An approved fire safety and evacuation plan shall be prepared and maintained for the following occupancies and structures; Group A (assembly), B, E, H, I, M, R-1 (hotel), R2, R-4, Malls and Hi-rise.

Room Capacity

ICC 1004
Each room or space used for assembly must have the occupant load clearly posted near the main exit or exit access door. The capacity must be calculated in accordance with Table 1004.1.2 (ICC).

Exit Doors

ICC 1030
Exit doors must remain free of obstructions at all times. Ensure hangings, draperies, or other decorations do not obscure or block exits.

Fire Watch

ICC 901.7
A Fire Watch is required when a fire suppression or detection system is out of service for four or more hours, or when the authority having jurisdiction deems it necessary due to safety concerns.

Crowd Managers

NFPA 101
For large gatherings, you will need one trained crowd manager or supervisor for every 250 occupants to ensure safety.

Evacuation Drills

ICC 405
For employees working in assembly spaces, quarterly fire and evacuation drills are mandatory. Make sure your team is trained and ready.

Open Flames

ICC 308.3
Candles and other open flames are allowed under strict regulations. They must be securely placed on noncombustible bases, and flames should be protected.

Flaming Food

ICC 308.1.8.3
Flaming food must not create high flames and pouring or ladling must be restricted to within 8 inches of the receiving receptacle. The Server/preparer should have a wet towel readily available to smother flames if necessary.

Tents and Canopies

ICC 2401
If using tents or canopies, ensure a clearance of at least three feet between the fabric and contents inside the structure. Maintain illuminated exits, and remember that smoking is not permitted.
View Tent Checklist

Pyrotechnics

NFPA 101
The use of open flame or pyrotechnic devices is prohibited in assembly occupancies unless specific exceptions outlined in NFPA 101, section 13.7.3, are met.

Vehicle Displays

NFPA 101
Vehicles used in displays must have one battery cable disconnected, and fuel tanks should not be more than half full or exceed 10 gallons.

Combustible Decorations

NFPA 101
The authority having jurisdiction shall impose controls on the quantity and arrangement of combustible contents in assembly occupancies to provide an adequate level of safety to life from fire.

Fire Sprinklers

ICC 901
No items shall be located as to obstruct or prevent the intended spray pattern of the fire sprinkler system.

Fire Alarms

ICC 907
All systems shall be maintained in accordance with applicable NFPA requirements or as directed by the fire code official.

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