Planning Considerations

Topic	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
Attendance 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
Sustainability 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
Transportation 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
Venue 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