Event Planning Tips

Guidelines for Student Organization Events in Major University Facilities

Indoor Events

1. Assign on-site person and alternates to call 9-911 (or 911 from non-SU phone) in the event of emergency. Provide name(s) to Stanford University Fire Marshal's Office (SUFMO).
2. Assign on-site person and alternates to evacuate the building (by pulling fire alarm stations, etc.) in the event of fire. Provide names to SUFMO.
3. Provide on-site emergency power for lighting if required by SUFMO.
4. Do not exceed Maximum Allowable Occupant load as posted inside assembly area.
5. Exits shall be maintained clear and unobstructed at all times during the event.
6. Decorations shall either be non-combustible or treated with a fire retardant solution. Contact SUFMO to purchase Flamort fire retardant. Only fresh-cut foliage (i.e. cut on event day) may be used for decoration.
7. Decorations shall not obstruct exits, fire protection equipment, including fire extinguishers, fire sprinklers, fire alarm pull stations, fire hose stations, emergency lighting and exit signs.
8. Do not use candles, tiki torches, or fog/smoke machines.

Outdoor Events

1. Provide site plan to SUFMO indicating locations of tents and canopies, propane heaters, booths et al. to verify that proper clearances and Fire Dept. access are maintained.
2. Tents and canopies: Rental companies shall obtain permits from the Santa Clara County Fire Marshals Office (SCCFMO) if the tent is larger than 200 sq. ft. or if canopy is larger than 400 sq. ft. Duplicate copies of the permit application shall also be forwarded to SUFMO.
3. Portable cooking booths:
   • Cooking booths shall be located a minimum of 20 feet from any permanent structure.
   • Maintain an minimum of 10 feet separation between cooking booths and non-cooking booths.
   • Vendor shall provide a portable fire extinguisher at each cooking booth.
4. Assign on-site person and alternates to call 9-911 (or 911 from non-SU phones) in the event of and emergency. Provide name to SUFMO.
5. Provide fire extinguishers throughout the site. Consult SUFMO for number and locations of fire extinguishers.
6. Charcoal barbecue cooking shall be located a minimum of 10 feet from any booth and a minimum of 15 feet from any permanent structure. Charcoal barbecue cooking is prohibited inside of booths.

Additional Information

Joseph Leung, University Fire Marshal, jleung@stanford.edu (723-0609)

Alison Pena , Asst. University Fire Marshal, alisonp@stanford.edu (723-5099)

David Conrod, University Fire Inspector, dconrod@stanford.edu (723-7488)

Prepared by Stanford University Fire Marshal’s Office

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