Event Safety
Compressed Gases and Chemical Substances:
Compressed gas cylinder(s) are used through-out the University for welding, food preparation,
and research purposes as well as for special events.
One of the common types of cylinder used at UHD is helium gas to fill balloons. Helium,
including all other types of cylinders must be transported by a UHD staff or faculty
members who have been approved to do so and must use a cylinder dolly for large cylinders.
Special events involving cylinders or chemicals must have EH&S approval as part of
the event approval process. The name of the “Responsible Person” as well as a description
and location of the activity must be provided to EHS for review. EHS may request additional
information, provide training, or implement safety controls before the event is approved.
Chemicals used for demonstration purposes outside of the lab must also be approved
by the EHS department before approval of the event is granted. Chemicals can pose
undesirable health and fire risks. It is important that EHS is involved with the planning
of this type of event.
Decorations:
Think about safety before you buy.
Safe to Use-
Decorations that are "UL Listed" and /or "flame retardant" or don't burn easily,
such as listed below:
Artificial trees and wreaths
Streamers or other paper decorations (labeled as fire resistant by the manufacturer)
Fabrics that are professionally treated with flame retardant
Miniature light-bulb strands (for indoor use)
Fresh flowers, pumpkins, gourds, indoor plants, fruits, vegetables
Not Safe-
Decorations that burn easily, cannot be effectively treated with flame-retardant or
can ignite nearby items, such as listed below:
Natural evergreen trees, wreath, boughs and other cut greenery
Paper, plastic, Styrofoam decorations not labeled as fire resistant by the manufacturer
Sheer, mesh, gauze-type fabrics
Large light-bulb strands (get very hot)
Dried flowers/leaves/grasses, corn stalks, hay and straw
Additional decoration safety guidelines include the following:
Do not hang decorations from overhead pipes or sprinkler heads (this could result
in water damage)
Keep items 18 inches below fire sprinkler heads
Keep lighting equipment (especially high intensity) and other heat sources away from
decorations
Remove decorations immediately after your event
Locations where decorations are not permitted without an EHS Office safety review
include:
- Atriums
- Auditoriums, classrooms and other large rooms (obtain permission from space coordinator
before purchasing decorations)
- Corridors
- Elevators
- Exit Doorways
- Lobbies
- Stairways
Electrical Extension and Power Cords:
The improper use of electrical extension and power cords can create fire, tripping
or shock hazards.
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 are as follows:
- 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" adaptors 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:
Ice can be obtained only 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.
Fog and Haze:
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 eventGlycol 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 will deactivate smoke detectors in the immediate
area during event
Food Handler Certifications:
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 here <https://www.dshs.texas.gov/licensing-food-handler-training-programs/accredited-food-handler-internet-online-training-programs>
:
- http://www.learn2serve.com
- https://www.servsafe.com
- https://www.houstonconsumer.org/food-permits/food-manager-food-handler-certification
Food Service Applications:
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.
https://uhdforms.formstack.com/forms/food_app
Food Service Workers:
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.
Food Temperatures:
- 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!
Illegal Vendor:
Any unauthorized or unpermitted vendor found participating in an event shall be required
to leave the event premises by the UHD Police, Event and Conference Department, and/or
EHS Office.
Lighting and Visual Effects:
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 Flames:
The use of candles for decoration or for lighting is not recommended. Safer alternatives
for mood lighting include electronic flicker candles, flashlights, and/or battery-operated
lanterns.
All plans to use candles must be reviewed and approved by the EHS Office. Candles
are only allowed during events in designated areas with fire safety precautions and
ONLY with an approved Open Flame Permit.
The use of open flames (sternos, chafing dishes, candles, etc) for serving food is
allowed in certain rooms if adequate safety precautions are taken. A safer option
is to use electrical warming trays, crock pots or outdoor ovens (outdoor use only).
If you want to pursue the use of open flames as part of decorative arrangements or
for serving food, contact the EHS Office with your proposed safety precautions. These
include:
- The use of Flame Retardant Materials near and under the candles
- The use of hurricane type glass candleholders
- Not leaving lit items unattended
- Placing matches and burnt candles in water before disposal
An individual who will be on hand at the event during the entire time of the open
flame will be required to attend training and a fire extinguisher will be made available
for the event.
An Open Flames Permit for Events will be issued by the EHS Office. Open Flame Permits
will only be issued to those who attend Events Safety Training provided by the EHS
Office.
The permit must be posted during an event that includes the following activities and/or
items:
- Candles (limited with approval)
- Open flames in assembly areas (fire performing acts outdoors only)
- Sternos or chafing dishes used with food warmers
- Open burning ( barbecue pits only)
- Liquefied petroleum gases (i.e. propane for cooking or other uses – outdoors only);
- Additional training required for the use of Compressed Gas Cylinder Safety
- An ABC dry chemical fire extinguisher must be on site during the event
- Pyrotechnical effects materials or fireworks for special events (outdoors only
- City of Houston Permit required)
- Temporary membrane structures, such as tents and canopies
- Deep fry cooking in outdoor cooking booths must use vegetable or animal oils or
fats only (allowed on a limited basis with approval from EHS)
- The vendor is required to have at least one listed Type ‘K’ fire extinguisher,
with a current inspection tag, available during the event
Potential Hazardous Foods:
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
ascookies, 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:
- 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
Room Capacity:
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.
Temporary Food Dealer's Permit Requirements:
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 and Conferences 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 713-221-8040 or ehs@uhd.edu.
The use of hazardous materials at the University of Houston – Downtown (UHD) creates
a variety of environmental and safety concerns. Many of the academic, research, and
facility support departments throughout UHD use hazardous materials and therefore
generate a wide variety of hazardous and non-hazardous wastes. It is the intent of
UHD Environmental Health & Safety Office (EHS) to evaluate these concerns prior to
the purchasing of hazardous materials and thereby avoid, to the extent feasible, adverse
consequences and in accordance with SAM 03.B.01 Purchasing Guidelines.
Hazardous Materials Definitions:
Hazardous materials are defined and regulated in the United States primarily by laws
and regulations administered by the USEPA, Occupational Safety and Health Administration
(OSHA), United States Department of Transportation (DOT), Texas Commission on Environmental
Quality (TCEQ), Texas Department of State Health Services (TDSHS), The State Office
of Risk Management (SORM), Department of Homeland Security (DHS), Drug Enforcement
Agency (DEA), and Nuclear Regulatory Commission (NRC). The Resource Conservation and
Recovery Act (RCRA) gives EPA the authority to control hazardous waste from manufacture
to final disposal. This includes the generation, transportation, treatment, storage,
and disposal of hazardous waste.
Hazardous Material Purchasing Guidelines:
These guidelines apply to all purchases of chemicals or other hazardous materials
that will be used by the UHD community. All persons who make these purchases should
observe these procedures, and also includes hazardous materials which are obtained
as free samples, gifts, and donations.
The rationale for having Hazardous Materials Purchasing Guidelines is to improve the
cataloging of hazardous materials being ordered and brought to UHD and help to reduce
the overall quantity and/or toxicity of chemicals on campus. The American Chemical
Society (ACS) urges people who work with chemicals to adopt the motto, “Less is Better.”
Hazardous Materials Determination:
Official determination of the definitions presented may be found in laws and related
regulations published in the federal register, state and local laws, and scientific/technical
documents.
Specific information for a hazardous material may typically be obtained from a Safety
Data Sheet (SDS). Contact the UHD EHS Office for additional information or assistance
with the determination of hazardous materials.
General Hazardous Materials Definitions:
All chemicals, including many common household cleaners, paints, and construction
materials are considered “Hazardous”, unless otherwise specified. A hazardous material
is a material that, because of its quantity, concentration, or physical or chemical
characteristics, may pose a physical, environmental, or health risk. Examples include
chemicals that are toxic, corrosive, flammable, highly reactive, explosive, and/or
emit ionizing radiation. Some common terms used when describing hazardous materials
include:
- Chemicals of Interest: A list of chemicals and their corresponding screening threshold quantities developed by the DHS (Appendix B). Institutions, including colleges and universities that possess a chemical of interest at or above a regulatory screening threshold quantity must complete and submit a consequence analysis (i.e., Top-Screen) to the DHS as part of the Federal Chemical Facility Anti-Terrorism Standards.
- Hazard: A chemical, biological, radioactive, or physical agent, which may cause an adverse effect on the human body. Hazards may be acute, toxic, or chronic.
- Acutely Toxic: A material that has the potential to produce a lethal dose or lethal concentration to living tissues under certain conditions.
- Toxic: Materials that may present an unreasonable risk of injury to the health of living things or the environment.
- Toxin: A chemical agent that adversely affects the human body. These may include hepatotoxins, nephrotoxins, neurotoxins, and reproductive toxins. Examples of chemical toxins include dibromochloropropane, halogenated hydrocarbons, mercury, lead, and carbon tetrachloride.
- Carcinogen: An agent capable of causing cancer.
- Irritant: A chemical, which is not corrosive, but which causes a reversible inflammatory effect on living tissue by chemical action at the site of contact.
- Sensitizer: A chemical that causes a substantial proportion of exposed people or animals to develop an allergic reaction in normal tissue after repeated exposure to the chemical.
- Shock-Sensitive: Materials that may undergo sudden explosion with movement, friction, or heat. The label and SDS will indicate if a chemical is shock-sensitive. Some chemicals become more shock-sensitive with age. Unless the manufacturer has added an inhibitor, most shock-sensitive materials should be disposed within a year.
- Peroxide Forming Chemicals (PFCs): Chemicals that can “auto-oxidize” with atmospheric oxygen under ambient conditions to form organic peroxides (contains an -O–O- bond). Peroxide formation can be initiated by exposure to air, self - polymerization, or solvent impurities. Once formed, organic peroxides are sensitive to thermal or mechanical shock and can be violently explosive in concentrated solutions or as solids. (Appendix C)
Hazardous Materials Purchasing:
When purchasing hazardous materials, individuals must consider not only the quality
and cost of purchases, but also the social and environmental factors related to purchases.
The purchase, use, storage, and disposal of a hazardous material may present many
challenges for UHD including health and safety risks, operational and disposal costs,
and increased potential for regulatory penalties. Each carefully made purchase will
help UHD provide a safer work environment, promote a more sustainable campus environment,
and reduce overall costs associate with maintaining compliance with environmental,
health, and safety regulations. It is important that each individual purchasing hazardous
materials understands and accepts responsibility for the purchases by:
- Becoming familiar with prohibited and restricted purchases;
- Researching alternatives;
- Correctly tracking purchases and avoiding unnecessary purchases (i.e. excessive volumes);
- Properly managing the materials after they are on-campus;
Hazardous materials purchases will be reviewed, before purchase, by the UHD EHS Office
who are knowledgeable about relevant environmental and safety issues. These individuals
will prevent unnecessary purchases and suggest alternatives to reduce risks, wastes
or regulatory burdens.
Responsibilities of the UHD EHS Office:
The following below are the responsibilities of the UHD EHS Office:
- The UHD EHS Office will review the purchase to ensure that all safety and environmental considerations have been addressed according to all applicable federal, state, and local regulations.
- If for some reason the purchase is not approved, the concerns of the UHD EHS Office will be resolved before purchase.
- The UHD EHS Office will keep a record of all hazardous materials purchases.
- The UHD EHS Office will ensure that a SDS is available for every hazardous material purchased.
Gifts and Donations:
All gifts and donations of hazardous materials must be approved in advance by the
UHD EHS Office. A SDS and/or equivalent safety information must accompany the donated
hazardous material.
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