Planning Considerations



Resource Requirements for Event Hosts to Source

Access Control

Lead: Event Hosts

Support: GWorld

  • Are physical credentials being used (other than a GWorld card)?
  • How do attendees register for credentials?
  • What type of credentials will be distributed?
  • Where and when will credentials be distributed?
  • Who will distribute credentials?
  • Registration system
  • Physical credentials (e.g., identification, lanyard, plastic cover)
  • Volunteers to print and distribute credentials


Lead: Event Hosts

  • What is the estimated maximum number of attendees?
  • What is the composition of the expected crowd?
    • E.g., students, family members, alumni, community members, other guests
  • Are long periods of standing or walking expected?
  • How long is the event and what accommodations will be available for the crowd?
    • E.g., water, restrooms, shade
  • Are there any health safety measures in place by the university? How will these be upheld at the event?
  • Planning for crowd accommodations including:
    • ADA compliance
    • Bathrooms
    • Water
    • Shelter
    • Seating

Cooking/Food Safety

Lead: Event Hosts, Fire Marshal

  • What food safety measures need to be undertaken?
  • Are any permits required to serve food?
  • Will alcohol be provided?
  • Are any permits required to serve alcohol?
  • What plan(s) is in place to verify attendees are of legal drinking age? Who will verify age?
  • Are grills/cooking equipment present that need to be addressed in the fire safety plan?
  • Food safety and storage equipment
  • Permits as required
  • Plan/volunteers (not students) to verify age restrictions
  • Fire Safety Plan and fire suppression (see Fire Safety)

Crowd Control/Security

Lead: Fire Marshal

Support: GWPD

See Appendix C

  • What is the maximum capacity of the venue? What measures have been taken to ensure the crowd does not exceed the capacity limits?
  • Are physical barriers being used?
  • What persons will provide crowd control at the venue?
  • What training do the crowd control personnel have or need?
  • Where is emergency egress for the crowd located?
  • Physical barriers
  • Personnel rosters
  • Training plan for crowd control personnel

Emergency Medicine

Lead: EMeRG

See Appendix D

  • Is an on-site first aid tent or a staged ambulance needed at this event?
  • Where will the tent or ambulance stage? How much time is available to set up?
  • What environmental hazards pose a health risk for this event?
    • E.g., extreme heat, extreme cold
  • Are special supplies needed to treat conditions that arise from these risks?
  • Site for first aid tent or staged ambulance
  • Basic first aid and life support supplies
  • Medical supplies to support special environmental hazards, as identified



Family Support

Lead: Event Hosts

  • Is a family support site needed at the event?
  • In case of an emergency, where will family reunification be setup?
  • Do event hosts need a support plan?
  • Family support site/tent or predetermined location
  • Family Support Plan
  • Signage
  • Volunteers to staff the site

Fire Safety

Lead: Fire Marshal

See Appendix E

  • Is an open flame (for entertainment or for cooking) or pyrotechnics planned at this event?
  • What fire safety measures should be available at the site?)
  • Are there unusual combustible materials at or near the venue?
    • E.g., chemicals, gasses, oil
  • Fire Safety Plan, permits as required
  • Fire suppression and mitigation supplies
  • Properly rated and unexpired fire extinguishers
  • Trained staff to monitor and maintain fire


Public Information and Marketing

Lead: Event Hosts

Support: Communications and Marketing

  • What information do event attendees need before arriving?
  • Are any marketing efforts required or expected?
  • Communications templates



Lead: Event Hosts

Support: Sustainability

See Appendix F

  • Do single-use items (e.g., plates, silverware, cups) need to be provided? What sustainable options will event hosts choose?
  • Are recycling, landfill, and compost bins available and clearly labeled?
  • Are communications about this event primarily digital? Will event hosts retrieve paper/printed communications (e.g., signs, posters) and recycle or compost them?
  • Is catering sourced locally? Do caterers provide certified sustainable and ethical menu options?
  • Can condiments be provided in bulk rather than single-use packets?
  • Can event hosts share sustainability practices with the attendees through announcements or signage?
    • Provide written or verbal instructions to attendees about composting efforts, reusable water bottle campaigns, etc.
  • Signage and information on how to properly compost, recycle, and practice sustainability
  • WaterMonsters
  • Compostable/non-plastic single use items


Lead: Transportation Logistics

  • Does the event require GW provided transportation to or from specific sites?
  • Does the event setup need to use vehicles in the GW fleet to transport people or materials?
  • Does the event take advantage of public transportation nearby and/or make accommodations for bike transportation?
  • GW vehicles
  • Travel plans and materials drop sites



Lead: Event Hosts

  • Is the venue on or off campus? If off campus, what local resources are required or needed? Are any permits required? What is the best contact information for the venue owner/operator during the event?
  • Is the venue indoors or outdoors? If outdoors, is there a contingency plan for severe or adverse weather?
  • Does the venue have standard amenities appropriate for the expected crowd size?
    • E.g., adequate restrooms, drinking water access, accessible entrances/exits and pathways, shelter from weather hazards
  • Will temporary structures be placed/constructed at the venue?
    • E.g., inflatables, stages, bonfire pits, temporary kitchens
  • Is there parking available at the venue? Are there ADA compliant drop off locations?
  • Are there any space constraints at the venue which would restrict crowd size? What is the maximum capacity of the venue as determined by the fire marshal?
  • Have these constraints been considered when planning for RSVP limits?
  • What alternate venues are available in the event of inclement weather?
  • Who will setup, maintain, and breakdown any special equipment that is needed?
  • Permits as required
  • ADA Requirements
  • Emergency egress
  • Standard amenities:
    • Bathrooms/port-a-johns
    • Drinking water, WaterMonsters
    • Tents, seating
    • Signage
  • Parking information, ADA drop off locations
  • Safety plans for temporary structures
  • Alternate plan for inclement weather

Waste Management

Lead: Facilities

Support: Event Hosts

  • What is the waste, recycling, and compost plan for the event?
  • What support from facilities is needed to ensure proper clean up following the event?
  • Waste Plan