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Oklahoma State University

Campus Public Events

When events are held in campus buildings or on University grounds involving more than 50 occupants in attendance and the possibility exists for panic and/or injury to attendees in the event of fire or other emergency, all events are required to be in accordance with OSU Policy 3-0830, Public Assembly Events in Campus Buildings.

Three main areas of concern are the occupancy load of the location, the number of exits required, and the presence of crowd control management personnel. These variables change as the number of expected attendance increases.

To assist you in planning your next public assembly event, the University Fire Marshal (UFM) provides the following checklist:

  1. Once you have gained approval for use of the space where your event will be held, contact the UFM to discuss the event. The calculation of occupancy load may be necessary to determine how many tickets can be sold for the event or how many people will be permitted to attend. This should be done as far in advance as possible to avoid over-selling of tickets.

  2. Once the occupancy load has been established, the UFM can work with you to establish the number of Crowd Managers and similar EHS support that will be required to safeguard attendees. In the case of smaller events, this may not be required. However, this should be confirmed ahead of time with the UFM.

  3. The UFM will also determine if first aid / safety personnel are required to be on hand for the event. EHS may be able to support the event but it is the responsibility of the sponsoring group to arrange for safety support as required.

  4. Prior to submitting the Event Permit request the sponsoring group must contact OSU PD and Facilities Management to determine if the support is required.

  5. If external vendors are used, the sponsoring group should contact Risk Management for guidance on insurance requirements for the vendor. 

To ensure that all events held on campus are in compliance with University Policy and state laws, the event must have an approved event permit issued by the University Fire Marshal (or designee). All permit requests shall be submitted at least 2 weeks prior to the event.  All arrangements for safety, security and Facilities Management support are the responsibility of the sponsoring agency.  If at any time the event is found to be in violation of University policy, state law or fire and life safety code, the event can be stopped, cancelled or delayed until all violations have been corrected.

Please feel free to contact the University Fire Marshal at (405)744-7241 if you have questions or need additional information.


Useful Links:

EHS: Public Event Tips