Event & Exhibit Safety

Guidelines

• EHS or the event planner will submit the draft plan to the Division of Comparative Medicine (DCM) at least 2 weeks before the event
• DCM needs to approve the plan and possibly evaluate the risk of transfer of zoonotic disease from animals to humans — for animals that aren’t pets, ask if the vendor checks the health of the animals
• Reserve indoor and outdoor spaces to have options
• All animal events must be conducted in a room that is large enough to accommodate the total number of people (within the code limits) and allow about 5 feet between each area with animals
• Limit the number of people who are around each animal
• Campus Activities Complex (CAC) and Schedules Office will only reserve rooms that have tile floors, no carpets — the floor will need to be cleaned after the event to ensure that no one has an allergic reaction
• Animals must remain with their handlers at all times and must be controlled at all times to prevent bites — no “off leash” and open range activities are allowed
• If a therapy dog event is inside, choose a room with easy access to the outdoors so dogs may take a break on a grassy area — clean up and disposal is the responsibility of the animal owner
• Train the animal handlers about the evacuation routes so they can evacuate quickly in case of a fire alarm
• Staff will instruct participants to carefully wash their hands with soap and water at the conclusion of the program
• Provide enough staff to ensure the safety of the animals and participants.

Process  for Paperwork

• Review the safety plan with EHS and DCM
• The sponsor submits their safety plan to the space administrator (CAC, Schedules Office, Housing, etc.) for final approval to use the space
• Submit the final safety plan that has been approved as part of the Atlas event registration process

List of Reviewers

Plans should be reviewed by:

• EHS Office (Safety and other Programs if applicable)
• EHS Coordinator(s)
• DCM
• CAC or other space administrator
• Grounds supervisor if event is outside

Distribution Plan

Distribute the finalized plan to:

• EHS Office (Safety and other Programs if applicable)
• EHS Coordinator(s)
• CAC or other space administrator
• Grounds supervisor

Vertebrates

Contact the CAC Program Manager, copying  the Biosafety Program (BSP) Deputy Director, and provide:

• A description of what will be dissected
• The vendor that it will be purchased from
• The location of the lab
• Name of the responsible PI
• Contact information for the person who is responsible for the program/event
• The funding source.

Invertebrates

The plan will be reviewed by EHS but does not have to be reviewed by DCM or CAC.

Waste disposal

EHS recommends purchasing animals and tissues that are in an environmentally safe preservative, which does not have to be disposed of as hazardous waste and is safer for everyone involved.

Contact EHS if the tissue only comes in formalin and/or in alcohol higher than 15 percent because ventilation, Personal Protective Equipment (PPE), and proper disposal are necessary.

Freeze all solids and then store in a DCM freezer while waiting to be transported to the incinerator.

• UL listed indoor LED strands — no more than 3 strands of lights per extension cord, which should be run under tables or along the wall, not under carpets or across doorways, and unplugged when leaving the room
• Dried leaves, grasses, corn stalks, hay and straw treated with Roscoflamex WD
• Fresh flowers
• Potted indoor and outdoor plants, such as flowers and herbs
• Pumpkins/gourds
• Decorative arrangements of fruits/ vegetables
• Sea shells or colorful stones
• Ribbon or beads
• Solar powered LED strands (outdoor use)
• Fabrics that can be effectively treated with flame retardant

NOT safe nor green-Decorations that burn easily, cannot be effectively treated with flame-retardant and are not UL listed, or can ignite nearby items, such as:

• Coniferous “Christmas” trees, wreaths and boughs
• Artificial trees and wreaths containing PVC and lead — when these deteriorate, children could be exposed to the dust and the fire retardant properties may diminish
• Open flames such as candles and incense
• Streamers or confetti made out of paper, plastic, foil, vinyl, Styrofoam, etc., unless these are sold as fire retardant
• Sheer, mesh, gauze-type fabrics
• Using outdoor light strands indoors — the wattage is seven times higher than the LED type and can melt plastic and ignite other items

• Choose a UL listed cord that has a 3-prong plug (grounded) and a heavy duty rating
• Plug cord into a wall outlet
• Run cords in low traffic areas such as along the edge of the wall or under tables — facilities prohibits the use of duct tape; gaffer or long mast tape are OK
• Secure extension and/or power cord(s) with gaffer tape to the floor or with tie wraps to table legs.

• Narrow cord with a 2-prong plug (easily overheats)
• Plugged into another extension cord, multi-outlet strip or tap — daisy chain cords will overload the circuit.
• Running cords across aisles, corridors, stairs, under rugs/boxes or behind objects
• Running cords through, across, and over doorways
• Dangling above the floor
• Strung over or wrapped around overhead pipes or sprinkler heads

Candles are only allowed during religious ceremonies, which have an approved Safety Plan. The location needs to be approved as part of the Safety Plan review by EHS and the space administrator.

Candles used for decoration or for lighting is prohibited by the Mass Fire Prevention regulations. If you want to pursue the use of open flames as part of decorative arrangements or for serving food, contact the Occupational & Construction Safety Program with your proposed safety precautions and a fire fighter detail.

Safety Precautions

The safety precautions to include in the Safety Plan are:

• Lit candles must be constantly attended or extinguished
• Assign an MIT person to be a fire watch and to ensure that the safety plan is implemented — they would report an emergency and evacuate if necessary
• Use sturdy metal, glass or ceramic holders that are deep enough to protect the flame, and flame retardant materials (such as a baking pan or metal serving tray) near and under the candles
• Keep decorations and any other combustible materials out of a three-foot safe zone around the candles
• Put matches and candles in water before disposal
• A fire fighter detail may be required by the Cambridge Fire Department

Safer Alternatives

• Candles with rechargeable batteries and LEDs are greener than the disposable type. Battery-operated or electric candles and fragrance warmers, which can look and smelll like real candles.
• Flashlights
• Battery-operated lanterns

Candles for the purpose of lighting a Chanukah Menorah are allowed in W11, W15, and W20 and require to follow the Chanukah MIT EHS Safety Plan.

Hillel will provide the specific safety precautions, the Menorah, and candles to each of the students.

The use of sterno for serving food is allowed in certain rooms if adequate safety precautions.

Required Safety Precautions

• Assign the catering staff or an MIT person to be a fire watch — they must be nearby constantly when the sterno is burning to monitor it and extinguish the sterno immediately if something catches on fire and/or if there is a fire alarm
• The sterno must be in a fuel holder with an attached snuffer paddle, which is much safer than blowing out the flame
• Put the sterno in the fuel holder under the chafing dish, food tray or beverage urn before lighting and use a long match or longer butane lighter.
• Do not put sterno on a tablecloth, especially paper or plastic
• Do not move equipment while the sterno is lit
• Keep decorations and other paper/plastic items more than six inches away from the lit sterno

Safe Options for Serving/Cooking Food

Safe options for events held in large rooms include:

• Bain maries
• Chaffers
• Convection ovens
• Hot crock pots
• Induction burners
• Waffle irons

Safe options for events held in lobbies/ atriums:

• Warming trays
• Ovens (electrical or cambro-type)

Electrical equipment must be certified by UL or other Nationally Recognized Testing Laboratory. Each power cord should be plugged directly into a wall outlet, not an extension cord or multi-outlet strip. This is to prevent overloading the circuit breaker and the extension cord.

Unsafe Options for Serving/Cooking Food

Unsafe options for any event space include:

• Open flame (other than sterno)
• Fryolators
• Any other equipment that involves frying with a lot of oil

The Cambridge Fire Dept. prohibits propane cooking indoors.

1. Download the form template. Fill in the project description and safety information.
2. Projects will be reviewed by CRSP.
3. Email the form to one space administrator at a time.
4. If the space administrator has any concerns, they can deny the request or they may ask their EHS coordinator and/ or EHS Office for advice and may give the project owner approval contingent upon the safety review.  The space administrator makes the decision about how long the project can be in their space. Refer to the last section to avoid being charged.
5. Send your proposal that the space administrator has approved to safe-project@mit.edu  EHS Safety Program will review the project. If you have not received a reply within 48 hours (not counting weekends and holidays), please resend your request to safety@mit.edu or call the EHS Office at x2-3477.
6. If the safety issues are complicated, Safety Program will make an appointment to discuss the project with the owner.
7. Approval of certain types of projects may be contingent upon the safety plan being reviewed by EHS and then approved by Facilities including Campus Construction and/or Campus Planning, Insurance, Police and Emergency Management.
8. The space administrator may require additional safeguards, assurance that the safety plan will be adhered to, and these must be added to the safety plan. The updated plan must be resubmitted to the space administrator and EHS.
9. When all the approvals/ reviews are completed, both the exhibitor and professor/ supervisor will sign the final approval form.
10. Final approval (a sign template) has to be posted on or next to the project, on each floor, on each side, etc so MIT Police and others can immediately check it, especially if the project is in an open stairway or atrium.
11. If the project changes significantly and this creates safety and/ or security issues, then contact EHS and/ or MIT Police immediately.

• Space administrators.
• Non-MIT property must be approved by the owner.

The use of exit stairways, elevators, roofs of buildings, MIT art & sculptures, and the MIT Chapel (W15) is PROHIBITED.  Alternative locations for proposed “roof projects” include the top level of a parking garage, the Stata roof gardens, and event space on Baker House.

Plan how you will safely build, install, and break down your project. If you are doing a project by yourself, the review process will determine if there is a risk of injury. If so, you will be asked to schedule people to assist you.

Review how to use electrical extension and power cords without creating fire, tripping or shock hazards.

Electronics (circuit boards, speakers, LEDs, power generating devices, and the wiring) have to be in a box that is clearly labeled.

To protect people who are visually impaired, projects can only protrude into the walkway 4 inches or less.  An option is to put your project on a pedestal or plinth.  Refer to the ADA diagram.  Easels and poster stands (floor type) are no longer allowed in public areas. This is safer for people, who are sight-impaired.  Small easels can be used on tables.

The Department of Facilities prohibits the use of Duct tape.  Stata Center prohibits any tape or adhesive (even removable types) on painted surfaces and blackboards.

Even blue long mast painters tape damages the floor finish so this is not allowed by Custodial Services. Adhere projects to the wall, floor, window, etc. so it doesn’t damage the surface or require special cleaning to remove the adhesive. Also, secure heavier items to prevent injuries.

Removable Mounting Tape

Use for lightweight items:

Scotch brand Double sided Removable Poster Tape and 667 tape

http://www.3m.com/product/t_index/Tape,_Scotch%AE_Removable_(NH)_00.jhtml

Removable adhesive strips

Use for 3-7.5 pound items

3M Command Adhesive products

http://www.3m.com/US/home_leisure/command/

Adhesive Putty

Use for lightweight items:

Brands:  Elmers, UHU

Check that other brands will not bleed through the paper and are removable.

Long Mast Scotch tape (blue)

Use for Lightweight items, Removable up to several days

Wall Mounting Tabs  (Scotch brand)

Use for Lightweight items. Not removable after several days

Gaffer tape  (removable)

Use on floor tiles, carpets, covebase, table legs

Displaying materials that can burn easily is prohibited in exit stairways, corridors, lobbies/atriums, and other parts of an evacuation route by the Mass. Fire Prevention Regulations. No one at MIT has the authority to approve a project that does not comply with this.
Options:

• Use materials that will not burn easily or that can be effectively treated with flame retardant..
• Set up your project, schedule people to attend it continuously, and then take it down, all on the same day.
• If your project will be inside a room with 2 exits that can be locked off hours, then you do NOT have to use fire retardant.

Use materials that will not burn easily or that can be effectively treated with flane retardant.

A new option: Polyester product that is designed to use with an HP printer/ plotter, is flame resistant, and recyclable.

Refer to information about PVC coated fabric curtain, which meets NFPA-701 and California Sec. 13115.

Foam core poster board can’t be effectively treated with fire retardant.

http://precisionboard.com/# makes 2 products that pass the flammability tests so these can be used for architectural models.

http://www.cgxusa.com/products/panorama-walk-wall-2/  makes vinyl lettering and other signage products that pass the flammability tests

Access to all exit doors, corridors and stairways must be kept clear at all times. The aisles to get to the exits have to be 4 feet wide and kept clear. Exit signs and doors must be clearly visible. These can not be disguised by your project.  The exit signs and emergency lights must remain on at all times.

Contact Dig Safe and BSI to survey the underground utilities surveyed before any stakes are driven into the ground.  This must be done each time.  DIG SAFE requires 3 business days of advance notice and they mark the public streets and sidewalks.  BSI checks MIT property (grounds, sidewalks, and streets).

• If a project/ exhibit is unsafe
• If a project is installed in a location that is off limits
• If any Prohibited items are displayed. These include anything that looks like a suspicious package or explosive device; will create noises that could trigger an emergency response; have volatile content; could be mistaken for a real crime scene or emergency.
• If the approval is not posted
• If the project is not dismantled at the end of the exhibition period–The project owner is responsible for dismantling, disposing of or recycling, and/ or cleaning up all materials immediately after the exhibition period is over.

• Contact Dig Safe and BSI to survey the underground utilities before any stakes are driven into the ground —this must be done each time
• Provide documentation that the tent complies with the fire retardant requirements and ensure that the fire retardant certificate is attached to each tent
• Obtain the necessary building permit  from Cambridge Inspectional Services during their walk-in hours
• Post the building permit at the main entrance of the tent when the tent is erected and during the event
• Post exit signs at each exit
• Have the adequate number of exits for the number of occupants — refer to “Calculate Number of Exits” for details
• Locate the exits at opposite ends/sides — they must be easy to open and move through; the use of flaps that are buckled or snapped does not meet the requirements of an exit door
• If tent installation needs to happen earlier than requested, the tent vendor has to provide lighting inside and outside the tent for MIT Police who have to check the tents several times each night
• Provide a detailed site plan that includes the minimum distance (20 feet) from buildings, generator (including fencing), and cooking equipment.
• Include location of other tents, fire lanes, and exit discharge to ensure an adequate means of emergency egress for the occupants and adequate means of access for emergency personnel — MIT will provide a template map with some of this information
• Provide a detailed floor plan that includes exits, arrangement of seating (tables and chairs), occupant capacity, aisles, fire extinguishers, location and type of heating equipment and/or electrical equipment
• In case of inclement weather, provide a food service canopy that is at least 12-feet high without sides that is not overcooking equipment/grills
• Be on-site or respond quickly to dismantle the tent in case the wind speed is causing the tent to sway excessively
• The preferred vendors have provided MIT with certificates of insurance as part of their contract, so if you hire another vendor you must have the MIT Insurance Office approve the vendor’s certificate of insurance

Work with CAC or Conference Services to clarify the needs of your event before contacting the vendor. The preferred vendors will assist MIT event planners to determine what size tent is needed for each event.

This may be slightly different than the results of the following calculations which are based on formulas are from the current Massachusetts code:

• Tables and chairs — total # of square feet under the tent divided by 15 square feet for each person
• Chairs only — total # of square feet under the tent divided by seven square feet for each person

Example: A 80′ x 100′ tent holds 533 people if there are tables and chairs and 1142 people if there are only chairs.[/sub-accordion]

• For 200-499 people,  you are required to have three exits that are 72 inches width
• For 500-999 people, you are required to have four exits that are 96 inches width
• For 1000-1999 people, you are required to have five exits that are 120 inches width

Small tents canopies (without sides) must not be set up in a fire lane or against a building. The event planner should first obtain permission from CAC and/or Grounds Service to use the space and determine if you need to contact Dig Safe.

If your tent is in a CAC space, CAC is  responsible for the following:

• Contacting MIT Police to arrange for a detail if the tent will be up overnight to provide security and fire safety in lieu of automatic fire detection or alarm
• Collaborate with MIT EHS to do a safety review of activities, if applicable
• Arrange lights, power and/or heat with the Department of Facilities Electrical/Controls is needed
• Request smoker posts be set up five feet away from each exit by the Facilities Grounds Department

• Conference Services Coordinator — arrange to have all the items mentioned in “Tents in a CAC Space” for their clients.
• Event Planners and/or Hosts — if they did not hire CAC or Conference Services or if the event is in an area that CAC does not own they   are responsible for all the items mentioned in “Tents in a CAC Space”
• CAC — handles plans for Commencement and other large events
• Procurement — identifies orders for tents when DLCs rent these directly

If you can hear thunder, you are within striking distance of lightning

• Evacuate everyone from the tent(s) to the nearest large building
• Do not go under tall trees for shelter — there is no place outside that is safe during a thunderstorm
• Wait at least 30 minutes after hearing the last thunder before leaving the building
• Reserve a room where the event could be held inside if the weather forecast includes thunderstorms

The following vendors are  under a preferred partnership agreement with MIT  and offer consistent discounts and services across campus:

• Christian Party Rental
• Peak Event Services (formerly Peterson’s Party)
• Access Tent

Weather Stations

• Building 54
• Building 1

Weather Forecast Resources

• National Weather Service’s Wind Forecast — for 48 hour period
• Weather Apps — Comprehensive list of (free or paid, emails, texts, etc.)
• UAV Forecast — App for Unmanned Aircraft Systems (UASs) that can also be used for roofs