Planning an Event?
When planning an event, it is essential to identify and evaluate potential risks and have a plan in place to adequately control or mitigate those risks to help ensure it is is safe and successful. The event preparation form has been created to help organizers with this evaluation.
The submission of this form is strongly advised for events (both on and off campus) as well as third-party events on Memorial campuses that involve any of the examples listed below. We request you submit a form as early in the planning stages as possible or at minimum of at least two weeks prior to the event.
Once submitted, the form will be forwarded to the appropriate unit(s) — including Environmental Health and Safety, Enterprise Risk Management, and/ or Protective Services for proactive support and to ensure a smooth event experience for all participants.
Examples of events where an event preparation form is recommended:
Only for on campus events and as early in the planning as possible, notification of event is to be provided for advice and guidance. Depending on the dignitary/ VIP and the nature of the visit Protective Services may assist with the coordination.
Only for on campus events, includes all temporary structures, stages, tents, lighting apparatus, scaffolding, bleachers, etc. (including anything that may or may not be anchored into the ground).
Only for on campus events including fireworks, pyrotechnics, open flames, fog, smoke or dust, candles.
You are not required to complete the form for smudging in permanent Kullik-lighting and smudging spaces and for using outdoor BBQ's.
Including the presence of chemicals (including compressed gases). This also applies to events where vehicles containing fuel or oil are present indoors.
Examples include where persons are off the ground or at height, use of swimming pools/ hot tubs or any body of water, use of prop weapons or events involving alcohol and/ or large numbers of people.
All events where alcohol is to be served must comply with the Alcohol Policy.
All events that use weapons (prop or real) must comply with the Weapons Policy.
If your event does not involve any of the examples listed there is no requirement to complete a form, however, if you have questions and/or require additional information, please feel free to contact us.