Special Events & Open Flame / Cooking

The following information is provided for hosting a special event and/or use of an open flame cooking device on the UCSC campus. An Events Emergency Response Plan and/or an Open Flame/Cooking permit may be required for events with any of the the following conditions:

• Events that meet the requirements of the 2017 Major Events Policy

• 200 or more people in a space that is not designated as an Assembly Space (i.e. Event Centers do not require an Events Emergency Response Plan as the space is designated for handle large crowds)   

• Use of space on campus in capacity other than its normal use

• Use of Tents: Cumulative area greater than 400 sq. feet 

• Use of Canopies: Cumulative area greater than 400 sq. feet

• Location includes a roadway, pathway or plaza used for access by emergency vehicles

• Use of any kind of open flame (candles, torches, cooking devices, BBQs, pyrotechnics)

• Use of compressed gas cylinders in vendor booths, cooking devices or any other function

All campus units wishing to host a special event and/or use of a open flame cooking device for any event must complete and submit all forms requised at least 10 days prior to the event for approval by the Lead Designated Campus Fire Marshal. This form MUST be completed and submitted by a campus faculty or staff member - student organizations should have the form completed by the faculty/staff sponsor who has approved the event. Forms submitted by students (including RAs) will be rejected.

An approval email will be sent by the Campus Fire Marshal's Office if the event is approved. This approval form must be kept on-site throughout the event.

The Lead Designated Campus Fire Marshal reserves the right to make site visits, obtain more specific information and provide further recommendations based on the circumstances of each individual event.

Crowd Managers

California Fire Code requires events being held on campus that exceed a guest count of 500 persons require crowd managers for indoor occupancies. Events being held on campus that exceed a guest count of 1000 persons require crowd managers for outdoor occupancies. Not fewer than one trained crowd manager for each 250 persons or portion thereof, shall be provided for the gathering.The number of crowd managers shall be reduced where, in the opinion of the fire code official, the fire protection provided by the facility and the nature of the event warrant a reduction.

Training

Crowd Manager training is required under the California Fire Code and must be done by an approved training source. Training is valid for two years based on the date on the certificate.  
Approved training can be found at: https://crowdmanagers.com/.  

California Fire Code requires the duties of crowd managers shall include, but not be limited to:

• Conduct an inspection of the area of responsibility and identify and address any egress barriers.
• Conduct an inspection of the area of responsibility to identify and mitigate any fire hazards.
• Direct and assist the event attendees in evacuation during an emergency.
• Assist emergency response personnel where requested.
• Other duties required by the fire code official.
• Other duties as specified in the safety plan.

For further questions or concerns relating to special events, food trucks, and open flame cooking permits, please contact the Lead Designated Campus Fire Marshal, Nick Otis, at notis@ucsc.edu.

Forms and Documentation

Special Events Permit and Emergency Action Plan

Special Events Inspection Checklist

SCC Fire Prevention Standards: Festival Booths and Tents

SCC Fire Prevention Standards: Festival Booths and Setbacks

Open Flame / Cooking Application Form

Campus Open Flame / Cooking Safety Requirements

Food Truck Inspection Checklist