Event Safety

The improper use of electrical extension and power cords can create fire, tripping or shock hazards.

Make sure all electrical needs are discussed with Facilities Management prior to your event.

• Power is adequate to run equipment during your event
• Extension cords and wires are secured with cord covers or ramps, taped down or otherwise properly secured
• Extension cords are properly rated for the equipment used
• Power surge protectors are never plugged into an extension cord and extension cords are never plugged into a surge protector

Safe practices include the following:

• Use a UL listed extension cord that has a 3-prong plug (grounded) and a heavy duty rating
• Ensure the power strips and surge protectors have a UL approved label
• Plug extension cords into wall outlets
• Connect power strips and surge protectors directly into a wall outlet
• Run cords in low traffic areas (such as along the edge of walls or under tables)
• Secure extension and/or power cords with wide tape to the floor or to table legs

Unsafe practices:

• Use of a narrow extension cord with a 2-prong plug (easily overheats)
• Use of an extension cord as permanent wiring
• Plugging one extension cord into another extension cord, multi-outlet strip or tap (these may overload circuit)
• Overloading circuits by plugging too many items into the same outlet
• Use of "multi-plug" adapters and other devices that allow the connection of multiple appliances into a single receptacle
• Connecting multiple power strips or surge protectors together
• Overloading power strips and surge protectors
• Running extension cords through or across doorways or under carpets or rugs (damages cord insulation – shock hazard)
• Running extension cords across aisles, corridors or stairs
• Dangling cords above the floor
• Stringing cords over or wrapping cords around overhead pipes or sprinkler heads (could cause water damage)

Ice can be obtained in chipped, crushed, or cubed form and in single use safe plastic or wet strength paper bags filled and sealed at the manufacturer’s point of sale. Ice that is consumed or that contacts food shall be dispensed only by food service worker with scoops, tongs, other ice-dispensing utensils or through automatic self-service, ice dispensing equipment. Ice-dispensing utensils are to be stored on a clean surface or in the ice with the dispensing utensil’s handle extended out of the ice.

Between uses, ice transfer receptacles are to be stored in a way that protects them from contamination and maintained separate from ice used for refrigeration purposes. Ice storage bins shall be drained through an air gap.

Ice may be obtained from UHD automatic ice dispensing equipment. Ice must be transported in containers with a low center of gravity (i.e. an ice chest and not tall beverage cart coolers.) Many spills have occurred at UHD as a result of transporting ice in tall containers (unstable while being transferred).

Transport ice provided by campus automatic ice dispensing equipment in a low center of gravity ice chest as opposed to a tall beverage cart cooler. The tall beverage carts are not designed to move over long distances, over uneven surfaces or thresholds. Attempts to transport the tall cart filled with ice over long distances, uneven surfaces, or door thresholds, have routinely resulted in spills that creates an invitation to slips, trips and falls. Use railings on raised platforms to prevent guests and chairs from falling off. Provide steps with railings so people can safely move on and off the platforms used for either seating or performances.

The use of fog machines inside any UHD building is not allowed except:

• In a laboratory setting under proper ventilation
• During a theatrical performance in either the O’Kane Theatre or Wilhelmina Cullen Robertson Auditorium

Fog and haze present a number of safety concerns. High concentrations of fog can obscure the visibility of exit signs, exit doors and pathways, which is prohibited by Fire Codes. Fog at high concentrations can set off smoke detectors that are in the HVAC system, activate the fire alarm and disrupt the event. Glycol solutions used to produce fog may cause irritation of eyes, nose and throat as well as allergic reactions at high concentrations

As a result of these and other safety concerns, the use of any machine, device or chemical to create fog, foam or a haze-like visual effect, is limited by the UHD EHS Office. The limited use during a theatrical performance and for special events will be allowed with the following precautions:

• A safety plan and with fire attendant details must be submitted to the UHD EHS Office for approval
• The EHS Office must be notified of the intended use of fog or haze at least seven days prior to the event
• The Facilities Management Department may deactivate smoke detectors in the immediate area during event

Food Handler Training certificate is required from the Responsible Person(s) and event assistant(s) before Food Service Application approval.

• For larger events each group handling and serving foods must have minimum 1 food handler certificate holder

Nominal Fees are associated with obtaining these training certificates, which are paid directly to the training provider and are at the expense of the applicant/organization Below are three options we recommend, otherwise the full list of approved training can be found on the Texas Department of State Health Services webpage:

• http://www.learn2serve.com 
• https://www.servsafe.com 
• https://www.houstonconsumer.org/food-permits/food-manager-food-handler-certification 

All campus events that involve serving food, drinks or food related items require a Food Services Application. Please submit your form at least seven (7) days prior to the date of the event to allow the EHS Office to properly review your application.

UHD Food Service Application 

Persons serving foods must have clean hands at all times, clean outer garments, adequate hair restraints (caps or hairnets), and not suffer from respiratory, intestinal, or skin infections. In addition, the food service provider must:

• Wash their hands before handling food and at frequent intervals.
• Smoking in food booths or by serving areas is prohibited. Smoke only in designated smoking areas.
• Avoid direct contact with food and should instead use scoops, tongs, or disposable gloves.
• Wash their hands each time they leave the stand, after taking breaks or using toilet facilities.

If in doubt, throw it out!

• Keep hot foods hot and cold foods cold (above 135° F or below 41° F)
• Arrange for pick-up or delivery of meals so you can eat the food almost immediately, when maximum quality and safety can be ensured.
• If you have to hold the food for any length of time (over two hours) , keep it HOT, which means the food must have an internal temperature above 135° F. Just keeping it warm doesn't ensure safety.

What if I pick up the food in the morning, but won't serve it until evening?

• If you are eating much later, the food will taste better and be safer if you refrigerate and reheat it just before serving
• Divide large quantities into shallow containers (2” or less) for quick cooling, cover loosely, and refrigerate immediately
• Always reheat cooked foods or leftovers until they are hot and steaming (165° F)

What about salads, deli meats and foods that are purchased or delivered cold?

• Remember to keep cold foods COLD (41° F or below). The life of most deli meats and foods is short. Roast beef, chicken breast, and turkey have a shorter refrigerator life than processed meats or cold cuts
• Buy reasonable quantities
• If food won't be served soon, refrigerate it immediately
• Properly wrap and freeze deli meats that won't be used within two to four days
• If entertaining, set out small amounts at a time and replace with fresh platters (rather than adding fresh food to a dish that already has food on it)
• Keep food cold on the buffet table by nesting dishes in bowls of ice
• REMEMBER most food poisoning bacteria can NOT be seen, smelled, or tasted
• If in doubt, throw it out!

Any unauthorized or unpermitted vendor found participating in an event shall be required to leave the event premises by the UHD Police, Events Department, and/or EHS Office.

General lighting must be bright enough to allow guests or the audience to see the aisles leading to the exits. This prevents people from tripping or falling under normal circumstances and facilitates a quick evacuation in case of an emergency. If mood lighting is used, someone must be assigned to stay at the control panel so the lights can be turned up immediately if the fire alarm is activated.

If you plan to use unusual lighting or visual effects, you must also develop a plan that determines how it can be accomplished in a manner that complies with the regulations and guidelines governing safe lighting. The safety plan must be reviewed and approved by the following departments:

• Theatre Arts Director or Technical Director if it is a theatrical production within the theater.
• The EHS Office for all other events

Lighting equipment (especially high intensity) must be UL rated and positioned so curtains and decorations are not ignited. Refer to the “Decorations” and “Electrical Extension and Power Cord”.

Strobe Lighting

The vendor must follow all safety requirements which the event sponsor should give to them prior to the event. The safety requirements are as follows:

• Equipment must be 2 Hertz, with a Flicker rate of 4 flashes per second or less, interrupted and synchronize multiple strobes
• The EHS Office highly recommends the use of a licensed operator for the strobe equipment

Signage should be posted using the following statement:

• “Strobe lighting will be used in this production. Those with known sensitivity to strobe light should avoid viewing the (specify the time period or portion) of this show.”

Also mention if there are any other unusual effects that could startle or disturb the audience, such as gunfire.

Open Flame Permits are issued by UHD Fire Safety from the office of Emergency Management. Use the link below to request use of Open Flames. If you are requesting an Open Flame Permit as part of your EHS Food Service Application, you must first have an approved food service permit to receive approval for an Open Flame Permit for your event.

Fire & Life Safety Permits

These are foods associated with potential food borne illnesses. As a rule of thumb, these foods have high water content and allow the growth of bacteria. Proper temperatures can reduce the risk factors considerably. These include food of animal origin, including shell eggs that are raw or heat-treated; a food of plant origin that is heat-treated or consists of raw seed sprouts, cut melons and un-modified garlic–in-oil mixture. Under no circumstances shall the following potentially hazardous foods and beverages be prepared or sold at public events (unless prepared, transported and served by a city or county permitted food vendor/facility/caterer):

• Wild game such as venison, wild turkey and other non-inspected meat products
• Home canned products such as pickles or relish
• Dessert items which have a cream, whipped cream, or custard filling or icing, such as homemade pumpkin pies, non-fruits pies and eclairs
• Beverages containing raw eggs or raw egg substitute

This prohibition does not apply to potential hazardous food or beverage if prepared and packaged under condition meeting state and local food rules. Proper cooking temperatures are to be observed when preparing meats and other foods for public consumption. Meats and poultry products shall be cooked to the following minimum internal temperatures:

• Poultry = 165° F
• Ground meats = 155° F
• Pork, eggs, fish = 145° F

In addition, proper food storage procedures must be followed.

Only Low-Risk, Dry baked goods are allowed to be made / cooked by individuals at home. High-Risk, home-cooked food and/or beverages are not permitted to be sold or distributed by individuals or groups at UHD. Only UHD sponsored special events planned well in advance are considered for High-Risk food items made / cooked on campus.

Low Risk Category – includes foods that are shelf stable, ready-to-eat, non-perishable, low moisture content, or are preserved and do not require any form of heating or cooling before being served. They must also be individually wrapped, bottled or canned at the location they were made (point of origin). Examples include: dry baked goods such as cookies, brownies, cupcakes, and cake slices. Low risk does not include cream cheese toppings or cream or fruit filled items.

Medium Risk Category – covers heat-and-eat foods that are commercially pre-cooked or preserved, such as canned beans or chili, shelf stable cheese, or hot dogs, which are required to be warmed up by microwave, slow cooker, sterno fuel cans, or similar. These foods must be heated up immediately after opening, kept hot, and consumed within 4 (four) hours of preparation.

High Risk Category – covers food cooked from raw ingredients, that must be stored and/or maintained at specific temperatures (either hot, refrigerated or frozen), and all foods not covered by Low or Medium Risk Categories. HIGH Risk Category foods are no longer allowed at UHD, unless they are professionally cooked, or certain large events hosted by UHD departments arranged well ahead of time.

Slips, Trips, and Falls is the most common reason injuries occur during events. Please take extra care for the following to help reduce the potential risk of injury from Slips, Trips, and Falls.

• Check the area for uneven walking surfaces and step heights (risers)
• Be aware that walking surfaces can become slippery because of rain or ice or spills
• Secure the edges of rugs and cords to prevent tripping

Choose a venue that will be appropriate for the maximum attendance. DO NOT EXCEED the Maximum Allowable Occupant Load numbers that are posted inside the special events rooms. Contact the Events Department at x8580 for more information.

A UHD Temporary Food Dealer’s Permit is required when any registered student organization, department, faculty, or staff member sells food/ food related items during their event. The Temporary Food Dealer's Permit will be provided through an approved Food Service Application. Temporary Food Dealer's Permits must be posted in a clear public view for the duration of the event.

Permits expire at the end of scheduled event. Please contact the EHS Office if extensions are needed. The Events Department or EHS Office may suspend any permit to operate a temporary food facility or catered event if the permit holder does not comply with the requirements of these guidelines.

If you have any questions or concerns regarding UHD Temporary Food Dealer’s Permits, please contact the EHS Office at ehs@uhd.edu.