Special Events Policy

Purpose
To ensure the safety of students, staff, faculty and guests at Syracuse University sponsored special events.

Scope
The policy presents guidelines to follow for all special events sponsored across campus. Any department or group planning or sponsoring a special event on University property will need to notify the Fire and Life Safety Services Office (FLSS) three weeks prior to the event. FLSS will conduct a special event review. The review will encompass all aspects of the event including, but not limited to, staffing, venue, proper insurance coverage, egress, occupant capacity, sanitation, fire prevention and proper electrical practices.

Staffing
The use of any public assembly space, as defined by New York State, may require FLSS staffing. Staffing levels will depend on the venue, time, date, estimated capacity and nature of the event. Please contact Brian O’Hara at 315.443.7567 or baohara@syr.edu three weeks prior to the event.

Venue
FLSS staff also reviews the venue requested for the event. Venues include, but are not limited to, any public assembly space, e.g., lecture halls, Goldstein Auditorium, Hendricks Chapel, Grant Auditorium, Manley Field House, and any outside venue including the Quad, Hendricks Field and Coyne Field.

Tents
Any University department or group requesting the use of a tent for an outside event will need to complete a Tent Permit. The tent permit needs to be submitted to FLSS three weeks prior to the event. The tent permit is to ensure that all laws and regulations are followed. Such regulations include, but are not limited to, proper insurance, set up requirements, placement, flame-proofing and exiting. The City of Syracuse Fire Department will require a permit and fee as well for all tents placed.

Inflatable Games
Any University department or group requesting the use of an inflatable game will need to complete an Inflatable Games Permit. The inflatable games permit is to ensure that all laws and regulations are followed. Such regulations include, but are not limited to, proper insurance, review of the inflatable game selection, set up and inspection of the electrical (generator and grounding rod) requirements.

Portable Generators
Any University department or group requesting the use of a portable generator will need to complete a Portable Generator Permit. The generator permit needs to be submitted three weeks prior to the event. The generator permit is to ensure that all electrical laws and regulations are followed. Such regulations include, but are not limited to, proper installation of the generator and grounding requirements. An Environmental Health and Safety Services Portable Generator Use Approval Form for air monitoring is required as well.

Sanitation – Portable Bathrooms
Any University department or group requesting the use of portable bathrooms will need to complete a Portable Bathroom Permit. The portable bathroom permit needs to be submitted three weeks prior to the event. The portable bathroom permit is to ensure that all health laws and regulations are followed. Such regulations include, but are not limited to, proper placement and set up of the portable bathrooms.

Propane Use – Grills / Tent Heaters
Any University department or group requesting the use of a portable propane grill or heater will need to complete a Propane Use Permit. The propane use permit needs to be submitted three weeks prior to the event. The propane permit is to ensure that all fire safety laws and regulations are followed. Such regulations include, but are not limited to, proper installation, location, fire extinguisher placement and set up of the propane grill/tent heater. The City of Syracuse will require a propane use permit and fee as well.

Catering
Any University department or group requesting an “outside” caterer will need to contact Brian O’Hara of FLSS at 315.443.7567 or baohara@syr.edu three weeks prior to the event. See the Food Sanitation Procedures and Guidelines.