KAUST Health & Safety | Events & Exhibition Safety

Overview

In support of the Health, Safety, and Environmental Policy, these guidelines intend to provide the people who create and organize events in KAUST with information about event types and the requirements, procedures, and operational best practices required to help the events run safely. Every year, there are a variety of KAUST events that attracts many visitors. The Health, Safety, and Environmental Department (hereafter HSE) has established requirements governing the application and registration procedure and the appropriate safe use of event spaces.

Event Organizers must follow these guidelines to protect public safety and KAUST assets and to promote an enjoyable experience for everyone involved. We provide what is required and sensible on various topics within our collective expertise. The Guidelines for KAUST Events and Exhibitions is an evolving document subject to periodic updates, which may be due to changes to local laws, internal policies, procedures, or other plausible reasons. As such, we welcome comments and suggestions at hse@kaust.edu.sa.

Tier 3 Event Safety Plan (Click here to download)

Event Application and Registration Process

The Event Organizer is responsible for submitting an Event Application or Event Registration within the specified timelines and based on the qualifying criteria outlined in paragraph 2 (Event Category Tier Levels and Requirements).
Submit the application or registration at https://kaustforms.formstack.com/forms/events_application_and_registration_form

When submitting a request for an Event Application or Registration, there are a few event-related activity questions to be answered. Submitting incorrect information can delay the process; please be sure to include as many details as necessary.

Please allow up to 7 business days for HSE to review the submittal.

For clarification about event applications or registrations, or to inquire about the deadlines, please email us at hse@kaust.edu.sa.

Overview of Particular Roles and Responsibilities

Entity	Roles and responsibilities	Deliverable
Health, Safety & Environment (HSE)	Develops, communicates, and oversees the implementation of these guidelines. Reviews Event Registrations (Tier 2 events). Reviews and approves applications (Tier 3 events). Prepares the emergency action plan (EAP) detailing action to be taken by designated people if there is a major incident. HSE staff may ask for your assistance in resolving any problems they identify. Please work with them to ensure that your Event happens safely. Any other roles and responsibilities defined in the approved ESP.	Determines if KAUST HSE professional staffing is required at events and will assign personnel as needed. Prepares the EAP, determines whether an Event Control Room is required for a particular event, and establishes the location, staffing, and equipment requirements in consultation with the Event Organizer and other stakeholders. HSE staff can regularly check on-campus events and may stop by your event to check on the setup, occupancy, and other safety issues. HSE will work with the Event Organizer to resolve arising issues but have the authority to stop activities if the health and safety of people are in danger.
Event Safety Coordinator	A competent person designated by the Event Organizer is responsible for the Event’s safety. The Event Safety Coordinator shall be on-site during the event and available for all HSE, Security, FM, and related department event inquiries. Any other roles and responsibilities defined in the approved ESP.	Regularly checks and monitors the health and safety arrangements before and during the event. Escalates safety concerns to the Event Organizer. Alerts KAUST Emergency Services immediately of emergencies (012 808 0911) and reports incidents as soon as possible but not later than 24 hours of it happening to HSE, using the online reporting tool https://kaustforms.formstack.com/forms/reportit
Event Organizer	The person overall responsible for promoting and managing a safe event. Obtain necessary permits. Protect the safety and well-being of participants and event workers. Communicate end-use plan, including location details, loads, and intended occupancy of equipment and structures. Ensure ancillary safety features (lighting, signage, fire extinguishers, etc.) are installed. Plan for effective health and safety management at the start of the event. Contact hse@kaust.edu.sa early on if they have questions. Responsible for reserving facilities, equipment, and other resources to ensure a safe and healthful event. Communicating the event safety rules to the event staff, vendors, and contractors before they arrive. Communicating again when they arrive on site to begin work is good practice. Analyzing and reviewing the performance of past events to future similar events.	Event Organizers are responsible for the health and safety of people attending the Event, as well as the event staff, contractors, and subcontractors working at the Event and during emergencies arising from the Event. Provide resources as necessary to protect public safety. Coordinates event activities with multiple stakeholders/contractors/suppliers on the event site. Arrange a pre-event safety walkthrough with concerned stakeholders to check and verify that the event setup meets the requirements of these guidelines. Have an effective event management structure to include responsible persons for monitoring the health and safety implementation before and during the Event.
Designer (structures and stages)	Conceptual design of the structure. Identify desired construction materials. Identify anticipated live loads. Coordination with equipment suppliers and structural Engineer. Coordinate with the fabricator for material selections and substitutions if applicable.	Conceptual design of the structure. Identify desired construction materials. Identify anticipated live loads. Coordination with equipment suppliers and structural Engineer. Coordinate with the fabricator for material selections and substitutions if applicable.
Facilities Management	For Events in the Academic Campus and Research Park: Support the design, delivery and tear down of the event in compliance with HSE Standards. For all events in KAUST: Ensure facility readiness. Support in the cleaning of the event area, ensuring good levels of cleanliness before, during and after the event. Ensure that KAUST facilities are not mistreated, reporting damages accordingly. Collecting any waste originated from the event.	Provide facilities that are maintained, safe and clean to use. Supporting, where possible, additional requirements to the facilities on a paid basis.
KAUST Security Department	Coordinate with HSE and the Event Organizer road closure permit requests. Supports the Event Organizer with developing a transportation management plan and implementing the plan during the Event, which will consider details such as the parking arrangements, traffic management plans, and a description of the vehicular routes to and from the event venue. Supports the Event Organizer with a crowd management plan where required, detailing the numbers and types of staffing, methods working, a chain of command, and organizational charts.	Provide traffic control management resources during events when requested. Provide crowd management resources control for events where requested.
Manufacturer Fabricator (structures and stages)	Construct the physical structures per the design specification. Fabricate according to engineering design requirements Coordinate achievable tolerances with the designer and Engineer. Coordinate with others as necessary.	Communicate structural capacity and limit case information to the purchaser. Identify safety-critical elements that may require inspection. Identify service life and maintenance intervals. Provide installation and use instructions to end users.
Structural Engineer (structures and stages)	Validation of material selections. Analysis of structural design. Coordination with the designer for structural safety; Coordination with the designer and Event Organizer for operational management plans.	Inform the designer of all analytical failures. Provides signed and sealed engineering documents showing a summary of calculations. Provide specific limits of use and other information required for inclusion in the operational management plans.
Supplier Installer (structures and stages)	Supplies structure may also be the installer. Maintain the structure’s components in good condition. Provide all components as per design. Provide competent persons for safe installation. Take reasonable steps to establish the end-use, and inform the Event Organizer that the structure meets their objective.	Supplies structure may also be the installer. Maintain the structure’s components in good condition. Provide all components as per design. Provide competent persons for safe installation. Take reasonable steps to establish the end-use, and inform the Event Organizer that the structure meets their objective.

Event Safety Plan

1- Event Safety Plan

Tier 3 Event Organizers must submit an Event Safety Plan (ESP) with the Event Application.

The elements of this plan should be current and include the following elements:

The event safety rules;
The event organizational chart and levels of safety responsibility with contact details;
The event risk assessment;
Basic details of the event including venue layout, structures, venue capacity, event duration, food, washroom facilities, waste management, fire precautions, first aid arrangements, access, and exits;
Specific arrangements for the disposal of biohazardous waste must be planned, including the disposal of needles (“sharps”) or for the disposal of dressings, or other contaminated materials as required;
The crowd management arrangements detailing the numbers and types of staffing, methods working, the chain of command, and organizational charts;
The emergency action plan (EAP) detailing action to be taken by designated people if there is an incident;
Considerations for adverse weather conditions;
The transportation management plan detailing the parking arrangements, traffic management plans, and a description of the vehicular routes to and from the event venue.

2- Event Risk Assessment
Event Organizers are responsible for ensuring that the Event has a documented risk assessment that estimates the impact a hazard would have on people, services, facilities, and structures and matches these estimates with descriptions of specific mitigations of each identified risk. The Event Organizer is responsible for ensuring that the event risk assessment is easily retrievable upon request and the Event Safety Coordinator can assess the event risk assessment before and during the event.

A hazard/risk assessment aims to identify hazards that could cause harm, assess the risks that may arise from those hazards, and decide on suitable measures to eliminate or control those risks.
The person preparing the hazard/risk assessment should know the event location and activities.
Hazards associated with large gatherings vary according to the nature of the event. The event risk assessment will indicate the areas where risks need to be mediated.
The event hazard/risk assessment must identify the following:
1. The event venue/location;
2. Name of the person conducting the assessment; and
3. Date of the assessment.

To assess the risk associated with staging an event, consider the following:

Identify the hazards associated with the Event’s activities and where the activities must be carried out, and how the activities will be undertaken;
Identify those people who may be harmed and how, for example, sources of electricity, sharp objects that could cut or puncture, the potential for falling or dropping objects, and sources of high temperature.
Identify existing precautions, e.g., venue design, operational procedures, and supervision measures to mediate those hazards;
Evaluate the risks;
Determine what actions may be required to mediate those hazards and risks, such as additional staff/and/or staff training.

3. Emergencies
Immediately before the start of any event in a venue holding more than 49 people, an announcement must be made to notify occupants of the location of exits to be used in the case of a fire or other emergency and advise occupants that if the fire alarm sounds they must evacuate from the building. Suggested announcements wording is:

May I have your attention, please? Please note that emergency exits are located (…announce / point out a specific location for this venue…). In the event of an emergency or fire alarm, please proceed quickly and calmly out of the nearest emergency exit and gather at the designated assembly area.

If a fire alarm or emergency requires evacuation, the event must stop and the ushers and event staff should assist people exiting the building. Evacuation is always the priority in a fire situation

In any emergency, call 911 from a KAUST landline or 012 808 0911 from a mobile for assistance.

KAUST 911 can also be called via the KAUST Central App. Be sure to provide information about the location, type, and severity of the problem. Event staff should be sent to meet emergency responders and to take them to the problem.

4. Medical Emergency and First Aid Provision

The recommended minimum number of trained first aiders at small events with no medium or high-risk activities is 2:1000.
The level of first-aid provision and the number, location, and suitability of first-aid stations should be planned to meet the need of event attendees and staff.
Event organizers shall ensure that emergency vehicle ingress and egress routes are planned and not obstructed in any way.
Where medical facilities and ambulances are made available at larger events, they should be located in an area that enables unrestricted access and exit for ambulances without entering audience areas. Also, the area shall be designated as a “no smoking area” and should be within proximity of restrooms.

5. Communication During the Event

Event Organizers must ensure that:

All key personnel supporting their event are connected by radio or other communication means.
In the unlikely event of an evacuation, a system is in place to ensure that all event attendees (vendors, guests, and staff) are notified.
The emergency number in KAUST is shared with vendors, staff, and workers as part of the event preparation (012 808 0911 from a mobile phone and 911 from a KAUST landline).

Event Health and Safety Guidelines

1- Access, Exit, and Directional Signs

As a minimum, consider the following:

All fire safety signs, notices, and graphic symbols must conform to the applicable fire codes.
Readily visible exit signs must mark the path of Egress and access to indicate the direction of travel.
Where people escaping might be in doubt as to the location of an exit, the Event Organizer must ensure that directional exit signs at suitable points along the egress route are provided, which are sufficiently large, fixed in conspicuous positions, and, where possible, be positioned approximately 1.8 meters (about six feet) above the ground level.
It is recommended that exit sign lettering be large enough to be seen from greater than 30 meters (100 feet) and be at least 0.2 meters (eight inches) in height.
At outdoor events, signs should be waterproof, visible above people, and illuminated at night, if necessary.
The means of Egress must be illuminated to at least 11 Lux (one foot-candle) at all times the building space is occupied.
Organizers must ensure that the EXIT routes and doors are free from obstructions and that all exit doors are serviceable.
Assembly areas need to be marked.
Evacuation routes leading to assembly areas must be clear of trip and fall hazards.

Crowd Management

Where facilities or events involve a gathering of more than 1000 people, crowd managers shall be provided.
The crowd managers shall be at least two trained persons and not less than one crowd manager for every 250 persons or a portion thereof.
The following exceptions shall apply:
1. Assembly occupancies used exclusively for religious worship with an occupant load not exceeding 1,000 shall not require crowd managers.
2. b) The number of crowd managers shall be reduced where, in the opinion of the Fire Code Specialist, the natureof the Event warrants a reduction.
Where crowed managers are present, they must ensure that:
1. Exit and entrances are marked with proper signage
2. The assembly point shall be safe from traffic, and other operational hazards
3. Heat, fuel sources, and electrical appliances shall be of the listed/approved type
4. Appropriate portable fire extinguishers shall be provided at the fire-hazardous locations.

2-Electrical Services

Only competent electrical contractor services may be used to provide electrical services.
The Event Organizer should define the scope of the contractor specifically outlining the type of services provided and the responsibility they take for installation, operation, and safe removal.
All electrical equipment must be maintained in good condition.
It is not allowed to place electrical cords underneath carpeted areas or temporary flooring due to the risk of an electrical short, overheating, or other malfunction.
When electrical or control cables, hoses, etc., need to cross an aisle, a cable ramp or cover should be employed to mediate the tripping and falling hazards. The cable ramp or cover should also be a contrasting color to the surrounding floor space to increase visibility to pedestrians and equipment operators. When covered by carpet, a contrasting colored tape can be applied to the carpet to show where the ramp is located.

2- Electrical Safety

All electrical equipment must be in good condition.
1. A competent person must examine all electrical equipment and cords before use for loose connections, frayed wiring, and cut or damaged insulation. Do not use damaged electrical equipment or cables.
2. Keep electrical equipment and power cords away from heat, water, and oil
Light strings must not be run along floors where people may step on or trip over them.
Nothing may be attached to sprinkler pipes or other fire protection equipment.
For more information about electrical safety and approved Power Strips, Outlets, and Adapters, please visit the HSE website, electrical safety page

Power and Extension Cords

Extension cords may only be used for temporary power supply.
Cords must be in good condition with no loose connections, cut or damaged insulation, frayed wiring, missing prongs, or damaged ends.
Cords must not be chained together.
Cords may NOT run through doorways, windows, or walls.
Cords should be kept out of areas where people will be walking or dancing and must be taped down or otherwise secured to prevent people from tripping.
Temporary electrical codes and outlets shall be weatherproofed and kept away from the water surface and source.

4- Exhibit Removal

Care should be taken at the end of the event to limit load-out activity while the eventgoers remain in the area. In addition, placing exhibit material in the aisles – blocking pedestrian traffic egress – must be controlled and prevented.
Liquid spills that create skip and falling hazards require immediate containment, and mediation of these spills needs to be included in the cleaning contractor’s scope of work.
All potential hazardous and toxic substances need to be properly collected and removed.
Once the venue is clear of all exhibits and equipment, the final walkthrough and inspection can occur to ensure the site is returned to its original state.

5- Floor Coverings

Where carpets or other floor coverings are used, they must be secured to prevent change in position. Lumps or wrinkles can develop, becoming a tripping and falling hazard.
Where using carpets or installing them over already carpeted areas, arrangements must be put in place to maintain the carpet to prevent tripping and falling hazards.

6- Food and Drink

All food must be obtained from an approved vendor source, e.g., inspected and approved by a government agency.
High-risk home-prepared foods are not permitted.
Provide an adequate supply of potable water for food preparation and hand washing.
Ensure cooler and refrigerated truck temperatures are kept at 5°C (41°F) or below.
Transport hot hazardous food in hot holding units or insulated containers that will keep the food temperatures at 63°C (145°F) or above.
Provide accurate indicating thermometers in cold and hot holding units to monitor temperatures.
Keep raw meat, poultry, fish, and juices away from other food.
Food preparation time must be kept to < 2 hours at room temperature.
An accurate probe thermometer should be used to check the internal temperature of cooked and reheated foods for at least 15 seconds.
Hot hazardous food must be kept at 63°C (145°F) and above.
Cold hazardous food must be kept at 5C (41°F) and below.
Equipment such as insulated coolers with ice, ice packs, and mechanical refrigeration must be provided to keep cold hazardous food at 5°C (41°F) and below.
Individually pre-packaged food must be served from its original container.
Use tongs, serving spoons, ladles, and spatulas to serve food in individual sample-size portions.
Racks, shelves, or pallets used to store food must be designed to protect the food from contamination and be readily cleanable.
Store food in food-grade containers.
Documentation of temperature controls for transported food shall be provided.
All food handlers shall hold current training certificates in basic food handling per the municipality requirements.

Hand Washing Station

Hand washing is crucial to preventing disease transmission and cross-contamination of food. Therefore, hand washing stations are required for all vendors conducting any on-site food preparation, including but not limited to cooking, reheating, portioning, serving, and any other food preparation steps.

Requirements for hand washing stations:

Be provided and maintained at each food handling area (each food vending booth) and must be easily accessible to food handlers.
Provide an adequate supply of potable water under pressure for hand washing within a self-contained unit that is refilled regularly.
A self-contained portable hand washing station must consist of a container that provides a flow of hot & cold potable water, liquid soap in a dispenser, paper towels, and an enclosed container to collect wastewater.
All food handlers must wash their hands properly with clean water and liquid soap before and after handling food and after activities such as using the washroom, smoking, handling garbage, handling cash, sneezing, coughing, or blowing their nose, and as often as necessary to maintain clean hands.
Hand sanitizers can be used with hand washing stations but do not replace the requirements for a portable hand washing station.
Hands must be washed between glove changes.

Under the following conditions, the booth will not be authorized to continue its operation until such time that the required provisions are implemented:

Failure to provide hand washing stations.
Where a health hazard exists, or without a hand wash station with appropriate supplies.

General

Glass bottles should not be used or sold on-site. Instead, Event Organizers are encouraged to consider other safer and more environmentally friendly options.

7- General Considerations for Children at Events

Especially for larger events, Event Organizers should consider establishing lost child procedures as part of event and venue operations.
Children’s play areas should be supervised, and children should not be left alone unattended. In addition, the area should have access control and have effective accountability (i.e., sign-in/sign-out) policy.
The maximum capacity of the space should not only consider the total size of the space but also, for example, the layout of the space capabilities of the staff for each of the activities offered.
Provide a dedicated area for parking strollers and bicycles (if applicable).
The provision of toilets is mandatory, and supervised hand-washing facilities and tables are recommended.
Smoking within or near children’s areas is prohibited.

8- Fire and Life Safey
Fire is considered one of the most significant threats to an event; therefore, fire safety should always be prioritized to protect people, equipment, and facilities. Event Organizers and their designees must be familiar with, and comply with, the applicable fire safety codes to prevent a fire safety incident.

Fire Watch Personnel
Event organizers shall ensure that on-duty fire watch personnel is available where there is a fire risk, for example, during events where there are open flame items such as barbeques.

A fire watch is a temporary measure intended to ensure continuous surveillance of a building or portion to identify and control fire hazards, detect early signs of unwanted fire, raise a fire alarm, and notify KAUST Emergency Services.

On-duty fire watch personnel shall have the following responsibilities:

Keep diligent watch for fires, obstructions to means of Egress, and other hazards.
Take prompt measures for remediation of hazards and extinguishment of fires that occur.
Take prompt measures to assist in evacuating the public from the structures.
Be familiar with the event layout and understand evacuation procedures.
In a fire, they should know how to activate the fire alarm system and notify KAUST Emergency Services.

Candles, Lanterns/Light Fixtures
Open flames and candles are not permitted in indoor settings; it is advisable to use LED candles/lanterns if required. All lighting fixtures should be certified by a recognized trademark and in good working condition. The plug should be three-pinned, and the wires should not be broken, frayed, or inappropriately spliced. Wires should be secured and not loosely kept on walking surfaces which may create trip hazards. Open flame items and location shall be reviewed and approved by KAUST Fire Department.

Outdoor use of candles and other open flame decorative devices (i.e., oil lamps, etc.) is allowed with the following requirements:

Completion of an Event Registration Form
Attended at all times while lit
At least 7.5 meters (25 feet) from buildings, tents, and vehicles
At least 1.8 meters (6 feet) from walkways
Kept away from combustible materials and vegetation
Completely extinguished after use
Persons holding candles must keep them away from others, and lit candles may not be passed from one person to another.

Fuels

Materials that can be considered fuels include generator and vehicle fuel, flammable products used for cooking, like propane and LPG, and less apparent materials, such as paper, trash, and tents.
The Event Organizer must ensure that flammable and combustible materials are limited, adequately controlled, and separated from potential ignition sources. For example, using diesel rather than gasoline generators is a good example (diesel is combustible, and gasoline is flammable). In addition, vendors should provide adequate fire protection (Fire Extinguishers) to the fuel area. And also provide adequate spill prevention and control systems (spill kits) near the area.

Ignition sources, for example, barbeque fires and smoking, must be recorded in the event hazard/risk register and controlled so as not to start fires.

General Principles for Means of Egress

Every event must provide exits sufficient for the number of people present in relation to the venue size.
Exits shall discharge directly to the exterior of the building. The exit discharge shall provide a direct path of egress travel and shall not reenter a building. Exit stairways and ramps shall be provided with a free
and unobstructed path of travel to an exterior exit door, and such exit is readily visible and identifiable from the point of termination of the enclosure.
People should be able to move safely along a recognized route with their unaided efforts, regardless of where a fire may break out at the venue.
Event Organizers should consider the arrangements for people with special needs.
Elevators and escalators must not be used as a component of a required means of Egress from any part of a building.
Any stairway, lobby, corridor, or passageway (exit access, exit, or exit discharge) which forms part of the means of Egress from the venue must be unobstructed. It is also advisable to consider one stairway being inaccessible because of fire.
Consider provision for people with:
1. Mobility problems (including wheelchair users);
2. Difficulty in walking; and
3. Impaired vision and/or hearing
Ramps installed for wheelchair users must conform to KAUST building and/or fire codes.
Where ramps are used, consider that:
1. The slope should be constant and not broken by steps.
2. Ramps must have landings at least as wide as the ramp and at least 1.52 meters (60 inches) long.
3. Where changes in the direction of travel occur at landing provided between ramp runs, the landing must be at least 1.52 meters (60 inches) by 1.52 meters (60 inches) as a minimum;
4. The maximum running slope for a ramp not part of a means of Egress must not exceed one unit vertical in 8 units horizontal (12.5% slope).
5. The maximum vertical rise for any ramp must not be more than 0.76 meters (30 inches).
6. Ramps with a rise greater than 0.152 meters (6 inches) must have handrails on both sides.
7. Ramps must have edge protection that minimizes the possibility of going off the edge of the ramp with a wheelchair.
8. Each ramped surface must be made of slip-resistant materials that are securely attached.
A building, room, or space used for assembly purposes that have an occupant load of greater than 300 shall be provided with a main exit, that main exit shall be of sufficient capacity to accommodate not less than one-half of the occupant load,
but such capacity shall be not less than the total required capacity of all means of Egress leading to the exit.
Where multiple main exits are provided, exits shall be permitted to be distributed around the perimeter of the building, provided that the total capacity of Egress is at least 100 percent of the required capacity.

Outdoor Venues Means of Egress

Ensure that the number and size of exists within the fence boundary are sufficient for the number of people present and are distributed around the perimeter.
Exits and gateways must be indicated by suitable signs and illuminated if necessary.
Exists and gateways must be unlocked and staffed by stewards throughout the Event.
Exit routes must be appropriately signed and illuminated and provide clear, unobstructed passages along their entire length.

Open Cooking
It is not permitted to carry out any cooking within areas of the Campus or in an indoor facility other than indoor facilities with an approved kitchen or outdoor areas specifically earmarked and approved by the KAUST Fire Loss Prevention (FLP). However, warming food to be served at the Event is permitted.

Open Cooking

All event venues must be provided with the correct type of portable fire extinguishers which are appropriately located. The number of portable fire extinguishers should be determined at the planning stage.
Portable fire extinguishers installed in above-occupied areas, such as platforms, must be secured.
The fire extinguishers shall be provided to the area, including the live cooking, flammables, combustibles, main electrical DPs, etc.

Special Structures

Event Organizers should verify, before erecting tents or inflatables, that the structures and their appurtenances, drops, floor coverings, bunting, and combustible decorative materials and effects, are composed of material meeting the flame
propagation performance criteria of NFPA 701, Standard Methods of Fire tests for Flame Propagation of Textiles and Films.
Smoking, open flames, devices emanating flame, fire, flammable or combustible liquids, gas, charcoal, or other cooking device are not permitted within 6 meters (20 feet) of a tent or membrane structure unless authorized explicitly by the FLP Department.

Safety While Warming Food
A sterno for keeping food warm is allowed in certain rooms with adequate safety precautions.

Assign the catering staff 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 fire watcher
should be suitably trained in using a fire extinguisher and ensure that an approved, certified, and inspected extinguisher is nearby.
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 from the lit sterno.

Safer options to warm food include Bain Marie, chaffers, convection ovens, hot crock pots, induction burners, and waffle irons.

Safe options for events held in lobbies/ atriums are warming trays, ovens (electrical or cambro-type)

Electrical equipment must be certified by an internally recognized trademark. 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.

Safety Precautions for all Barbeques
Barbecues are only permitted in open areas. Prior approval from the Fire and FLP Departments is required for the registration process.

The Event Organizer or the caterer should designate someone to be the “fire watch” at all times. A fire watch is the person or persons responsible for continuously observing activities for the detection of and response to
fires or sparks which could cause a fire. A fire watch has the authority to stop work if necessary and conduct essential steps for restoring safe conditions within the area. Designate more than one person and rotate them, if required.
The designated fire watcher must be adequately and suitably trained in using a fire extinguisher. The Fire Department offers fire extinguisher training and can be contacted at hse@kaust.edu.sa.
The fire watch and/or the cook must constantly attend to the cooking equipment.
The fire watch should only leave once the coals have been drenched with water or the valve on the propane tank has been turned off.
The fire watch should be prepared to use the garden hose anytime.
Keep a garden hose nearby connected to a water supply with an adjustable nozzle. A 19-liter (approximately 5-gallon) water container is an alternative if a hose connection is not nearby.
For propane cooking: The caterer shall provide fire extinguishers (type), one for each cooking station. Do not remove extinguishers from any KAUST facility or building.
Use charcoal only. No wood or other materials may be burned.
Never lean directly over a grill while lighting it.
Use a lighter with a long barrel. Since even a small child can figure out how to use child-resistant lighters, keep all lighters out of reach of children.
Do not leave a lighter where the weather can damage the plastic and cause fuel leaks.
Wear tight-fitting sleeves or short sleeve shirts, and tuck in clothing.
Wear an insulated flame-retardant mitt when lighting the grill, lifting lids, or adjusting vents.
Use long-handled barbecue tongs and utensils designed to handle food and coals safely.
Keep children and pets at a safe distance.

Safe Locations for Barbeques

Not be located under any overhang such as a tent, canopy, umbrella, trees with overhanging branches, breezeway, etc.
At least 8 meters (25 feet) away from any KAUST building, tent, combustible materials, or air intake.
Avoid windy spots because sparks can ignite nearby paper products, dry grass, leaves, shrubs, etc.
When used, wind blockers must be made of non-combustible material.
On a flat, level, non-combustible surface so the grill won’t tip over

Prevent Personal Burns and Lighting the Grill

Never lean directly over a grill while lighting it. It is possible that fire can catch unto your clothing.
The correct, certified and inspected fire extinguisher should be available at the site of the activity.
Use a lighter with a long barrel.
Do not leave a lighter where the weather can damage the plastic and cause fuel leaks.
Wear tight-fitting sleeves or short sleeve shirts, and tuck in clothing.
Wearing an insulated flame-retardant mitt is recommended when lighting the grill, lifting lids, or adjusting vents.
Use long-handled barbecue tongs and utensils designed to handle food and coals safely.
Keep children and pets at a safe distance.

Keep the Grill Clean

Remove grease or fat buildup from the grills and in drip trays.
Prevent burns from grease spills that flare up.

Lighting Charcoal
Use charcoal starter cones, cubes, large matches, and other alternative lighting methods. These are better for the environment than lighter fluids.

Use charcoal starter cones, cubes, large matches, and other alternative lighting methods. These are better for the environment than lighter fluids.

If using a charcoal lighter fluid, do not add more after the charcoal has been ignited. The fire could flash back and burn you. Self-starting charcoal is another option.
Do not use lighter fluid if the fumes could be pulled into a building air intake because this often causes adverse reactions.
When finishing cooking, ensure that the coals are drenched with water and leave the coals in the grill until the next day or at least several hours before disposing of them in a metal trash can.

Use of Decorative Curtains, Drapes, and Other Decorative Materials

The use of decorative vegetation, curtains, drapes, and other decorative materials must be noted in the event hazard/risk assessment.
Using any of these materials is not allowed to reduce the width of any required means of Egress or be located near any open flames.

9- Generators

All fuel tanks and generators must have secondary containment.
All equipment shall be prefilled with fuel before arrival at KAUST.
All refueling and connections must use drip trays to prevent spillage.
All generators must be noise insulated.
Spill kits must be located near fuel-containing equipment.
Generators used during events should be noise insulated.
Using diesel rather than gasoline generators is a good example (diesel is combustible, and gasoline is flammable).
Generators shall be adequately grounded.

10- Game and Ride Related Activities

All adventure ride equipment should conform to international best practices and standards (for example, ISO 17842). In addition, where specified by the manufacturer and best practices, it must have an in-date inspection certificate.

The Event Organizer must ensure that the rides’ electrical, mechanical, hydraulic, and pneumatic connections are checked and verified as safe for use before opening up the rides to eventgoers. The ride’s structure must be evaluated for weak points or integrity issues. The control system and interlocks of the ride must be maintained and tested before deployment.

Evidence of the verification details and checks is required as part of the event registration.

Amusement activities must be planned to ensure that the sitting and operation of the amusement does not:

Compromise safety with the overall risk assessment for the event;
Block the emergency access routes;
Cause audience congestion problems.Event Organizers should consider the following points when planning to incorporate any amusement as part of the event:
Obtain advice about the particular hazards associated with the amusement or attraction from the operator/owner and ask them for copies of their risk assessment and safety information. Incorporate information into your event risk assessment.
Investigate the operator’s competence by posing the following questions:
- Can the operator demonstrate compliance with local legislative requirements (where defined) or codes of practice?
- Do they have current insurance?
- Does each amusement have a current certificate of examination from an inspection body?
- What experience do they have in operating the equipment?
- What safety information can they provide about the amusement?
Information about the safe operation of the amusement should also be given to other contractors working at the event who may be affected.
Ensure that the amusement is dismantled once all audience members have left or are at a safe distance. In addition, vehicle movement should be prohibited during events, and amusement operators must be informed about this policy.
Ensure that adequate space has been allocated for amusement. Obstacles such as large trees and overhead cables or structures can cause major hazards.
When planning the positioning of the amusement, consider emergency access routes and space for audience members.
Light availability may be an essential safety factor in the operation of some amusements, primarily where color-dependent safety features are used.

11- Hazardous Chemicals
It can be a particular risk, and those who store or handle a hazardous chemical substance must follow all the procedures around safe handling. Consult and follow the instructions of the hazardous chemical substance Safety Data Sheet, and if you need more guidance, contact hse@kaust.edu.sa.

12- Live Animals
An Event Organizer who wishes to include live animals will need to complete and submit a safety plan as part of the event registration and must ensure the following:

Reserve indoor and outdoor spaces with Facilities Management and have written approval from the Facility Owner to host live animals in the facility.
All animal events must be conducted in a large enough room to accommodate the total number of people (within the code limits) and allow about 1.2 meters (5 feet) between each area with animals.
Limit the number of people who are around each animal.
Animals must remain with their handlers and be controlled at all times to prevent bites and stress to the animal.
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 after the program.
Provide enough staff to ensure the safety of the animals and participants.
Arrangements for animal welfare must be in place and include but are not limited to, water, shelter, and food.

13- Training, Briefing, and Preparation
Event organizers are responsible for ensuring that workers and event supporters are briefed about their duties during and before the Event.

14- Perimeter Fencing

Whether perimeter fencing is required will depend on the type and nature of the Event, but it may be necessary to prevent access to certain areas, for example, water canals.
Aspects such as ground conditions, obstructions, and entrance and exit requirements should be considered when considering perimeter fencing.

15- Platforms (Temporary Stages)

Using a stage structure during an Event represents the highest risk to public safety. Therefore, good planning means safety for the event guest, and good planning should include contingencies for undesired or unanticipated hazards occurring during the Event.
Where the Event Organizer uses a vendor to supply a stage structure, or where a purpose built stage is used, the load bearing capacity of that structure must be available either through a competent person from an engineering discipline, or using the manufacturer guidelines, or by supplying an external certificate showing the structure rigidity and stability. The load bearing capacity shall not be exceeded.
The Event Organizer is responsible for arranging site logistics, operators, use of cranes, lifting equipment, and other working height and personal protection equipment for the safe installation and dismantling of an event structure.
Site locations where temporary structures will be placed shall be evaluated for suitability of soil allowable bearing pressure, hidden or buried utilities or obstructions, emergency vehicle access, egress doorways, and pathways, and for required clearance between structures, if any, and if such clearance space includes perimeter lines for stakes or anchorage.
Sites shall be selected and located to provide reasonable access for any technical equipment necessary for an erection, use, or dismantling. Locations of structures shall not limit emergency access. Emergency access requirements shall be determined in accordance with the ESP.
Structures shall be installed and used following the design criteria and manufacturer specifications and inspected before first use at any special event.
Consideration of the environmental loads includes adverse weather conditions, such as wind and rain. Consideration of wind loads is critically important, terrain type and presence of buildings contributing to wind funneling effects may all significantly impact the magnitude of loads to which a structure may be required to withstand.
Anchorage systems shall be designed and approved by a competent person or a registered design professional.
All inclined rams must be covered in a suitable non-slip material to prevent slip and fall injuries.
The exceptions for edge protection along the audience viewing edges of the stage may be necessary to ensure clear sightlines for the audience. The presence of railings and guards inherently demands an evaluation of structural safety. Edge marking, identification, and user notification regarding the unprotected edge remain important so that attendees know their existence and can see the marked unprotected edge(s) in low-light conditions. This is also an essential consideration for stair edges.
Structural erection and dismantling shall consider and implement reasonable safe work practices and procedures customary to the work and in conformance with applicable HSE workplace safety requirements.

16- Use of Drones

Event Organizers are responsible for ensuring that drones used during KAUST events are registered with the Security Department and submit a request to use a drone at an event to Security before the Event (visit https://kaustforms.formstack.com/forms/securityrequestlists for more information). In addition to these requirements, the HSE department may request that the conditions of drone usage be included in the Event–specific risk assessment.

17- Use of Inflatable Bouncing Devices

Hazards include being blown over and away by the wind, splitting of the fabric, and accidental spilling of users, injury to the users by themselves or other users, overcrowding, air loss due to blower disconnection, power supply failure, and inadequate means of escape if there is fire.
A competent person should examine each inflatable for any deterioration before use.
Any height or age restrictions necessary for the safe operation should be visible to the audience wishing to participate.
At least one responsible adult should constantly supervise and manage children while it is being used. More than one adult should be used when everyone in the device cannot be seen by one adult supervising the device. In addition, activity supervisors in and around the device should be familiar with the limitations, safety concerns, and proper use.
Appropriate behavior of use should be enforced. For example, climbing walls, attempting acrobatics such as somersaults, or eating and drinking inside the device is prohibited.
Ensure that children and others are protected from electrical equipment, wiring, and tie-downs associated with the device. The route of foot traffic must be away from the tie-downs and anchors.
Event Organizers must ensure that the inflatable being supplied by the vendor conforms to internationally accepted standards and best practices (for example, BS EN 14960).
For outdoor events, Event Organizers should maintain situational awareness, and it is recommended to utilize anemometers (wind speed measuring devices) to monitor the weather at their event venue. Make sure to take readings in the direction of the wind.
No inflatable should be used in winds above 38 km/h (24 mph), Force 5 on the Beaufort scale (small trees in leaf begin to sway). In addition, smartphone weather applications should not be used to measure wind speed, as they do not consider localized wind conditions.
Certain inflatables may have a lower maximum wind speed for operation. Always check the manufacturer’s operating manual to confirm the maximum wind speed for the safe operation of the inflatable.
When the inflatable is being operated outdoors, use an anemometer to measure the wind speed regularly. If one of these is unavailable, the inflatable should not be used outdoors.
For outdoor settings, all the anchor points or stakes used for the tie-down of the device should be long enough and pounded deep enough into the ground must be used when, with metal ground stakes at least 380 mm (14.96 inches) long and 16 mm (0.62 inches) wide, with a rounded top. A welded metal ‘O’ or ‘D’ ring should be fitted to the end. Do not rent a device for outdoor use without a means of anchorage included.
All inflatables must have at least six anchor points. Consult the operator manual that will provide the number of anchor points for their product, and check to ensure they are all still in place and are kept during the Event.
The ropes used to secure the inflatable should be in good condition and not stretched, frayed, or worn. Never use improvised tow ropes, for example, bungee cords.
If ground stakes cannot be used because of the surface (e.g., tarmac), use ballast with anchor points, each weighing at least 163 kg (about 359 pounds) and with suitable fixings to attach the guy ropes. The inflatable should be tightly secured to the ground so the wind cannot get under it and lift it.
If an inflatable is being used indoors, refer to the operator’s manual, which will provide instructions on what anchorage is necessary to maintain the shape of the device and prevent overturn.
All other associated equipment must be safe, including the blower.

Before the inflatable is used, the following should be checked:

The correct blower is being used (the blower specification, including output, will be given in the operating manual).
There are no apparent signs of over-tension or sagging of the structure. Also, check if the anchor points have been pulled out during inflation.
The connection tube and blower are firmly attached.
Ensure impact-absorbing mats are in position at the open side of the bouncy castle, extending a sufficient distance forward to ensure sufficient protection.
There are no holes or rips in the fabric or seams to ensure it looks symmetrical – if it seems odd or deformed, there could be internal problems that make bouncing unpredictable, and it should not be used.
Provisions are in place for supervision, monitoring, and safe use: There should be constant supervision by at least one suitably trained person or more if recommended.

Operating instructions must be supplied and should include the following:

Restrict the number of users on the inflatable simultaneously to the limit in the operator manual or the unit label. Stay within the user height limit and keep users who are larger in stature separated from smaller ones.
Children and adults should not be in bouncy devices together. Adults should only use bouncy devices made specifically for adult size and weight.
Ensure that users can get on and off safely, with safety matting at the entrance no more than 5 cm (2 inches) deep.
People must not wear shoes or eyeglasses and empty their pockets of all sharp or dangerous items before entering the inflatable area.
Users should not be allowed to climb or hang on the walls.
Regularly check that anchor points are still secure; if not, ask users to leave the area and secure the anchor points before allowing users back into the inflatable room.
When operating the inflatable outside, use an anemometer to measure wind conditions at regular intervals and visually check for changes in wind direction (such as looking at how the trees are swaying).
Users should be instructed to remove sharp articles of clothing like shoes, buckles, and jewelry.

Restrict the number of users on the inflatable simultaneously to the limit in the operator manual or the unit label. Stay within the user height limit and keep users who are larger in stature separated from smaller ones.
Children and adults should not be in bouncy devices together. Adults should only use bouncy devices made specifically for adult size and weight.
Ensure that users can get on and off safely, with safety matting at the entrance no more than 5 cm (2 inches) deep.
People must not wear shoes or eyeglasses and empty their pockets of all sharp or dangerous items before entering the inflatable area.
Users should not be allowed to climb or hang on the walls.
Regularly check that anchor points are still secure; if not, ask users to leave the area and secure the anchor points before allowing users back into the inflatable room.
When operating the inflatable outside, use an anemometer to measure wind conditions at regular intervals and visually check for changes in wind direction (such as looking at how the trees are swaying).
Users should be instructed to remove sharp articles of clothing like shoes, buckles, and jewelry.

18 – Use of Gas Cylinders

Gas cylinders could be potentially dangerous if not handled and used appropriately. Gas must be sourced only from registered and reputable vendors.
The cylinder’s integrity should be verified, and possess all the necessary inspection and certification documents. While using a gas cylinder, it should be kept in the upright position and chained.
While transporting it, special care should be taken. It should be transported only in a bottle /cylinder trolley and restrained. The valves should be checked to ensure that it is fully closed while being transported, and any hoses or accessories should be disconnected and depressurized before being transported.
Never roll the gas cylinder on the floor. The cylinder should have a name plate/hazard warning label that is clear and visible. The label should convey all relevant information.
Never store incompatible gases together.
Gas cylinders should be checked for dents; the hoses should be free of cracks or frays that may suggest the hose is unsafe. Also, the hose connection should be fastened to the cylinder properly and ensure it is not loose.
After making connections check for leaks before attempting to light the apparatus. This is a most dangerous time if gas is escaping and the user is not aware or paying attention.

19 – Use of Lasers

The safety plan for lasers needs to be reviewed by KAUST HSE and includes lasers intended to be used indoors and outdoors. Laser pointers are commonly used nowadays, but basic safety precautions must still be taken when using them. To read more about laser pointy safety guidance, please get in touch with hse@kaust.edu.sa or visit https://hse.brackets-tech.com.

20- Unusual Lighting or Visual Effects
All safety checks must be completed before deployment if any unusual lighting is required. Again, the HSE department’s review is needed.

All electrical connections shall be reviewed and approved by the electrical team. Only standard power strips or extension cords shall be used (any power strips or extension cords from the listed manufacturer). Daisy chaining of power strips is not permitted because it can lead to an overloaded circuit and cause a fire risk. An isolation permit shall be processed if the event impacts the fire protection system (for further information, contact hse@kaust.edu.sa).

Ensure the lighting is suitably certified with a recognized trademark (E.g., UL). In addition, the integrity of the lighting connections needs to be guaranteed and verified. High-intensity lighting should not be kept near fabric or other combustible material as the heat buildup can cause a fire.

21- Scaffold Structures
Any scaffold structures used for the Event must be inspected and certified by a competent person. All work-at-height precautions must be followed and maintained while erecting and using the scaffold. In addition, the HSE procedure for operational control (Working at Height) needs to be followed.

Frame scaffold is considered unsafe and not allowed on KAUST.

22- Set Designs and Construction for Theatrical Events
Set designs, drawings, and construction for all theatrical events must be reviewed and approved before set up. In addition, the special equipment and structures used for the Event will need to be endorsed and certified by a competent person.

23- Seating Arrangements

Spacing between chairs is not mandatory but should be considered for the user’s comfort.
The width of access aisles shall be a minimum of 0.3 meters (12 inches).
The minimum distance between the seating rows shall be 0.3 meters (12 inches) or more.
For events of up to 4000 occupants:
- The maximum number of seats with backrests per row shall not exceed 14; without backrests, not exceed 21 (when two ends of the row are open to the aisle or door).
- The maximum number of seats with backrests per row shall not exceed 07, and without backrests, not exceed 10 (when only one end of the row is open to the aisle or door).

24- Road Closure Permits

In support of the Traffic and Vehicle Safety Policy, KAUST is committed to maximizing road safety culture and reducing road accidents systematically and comprehensively. The vision is that no road users in KAUST, including pedestrians, are seriously injured or involved in road traffic accidents.

Temporary or full road closures require an approved KAUST Work Permit and Road Closure License before work starts with early coordination with HSE, Security and Emergency Services, and other stakeholders as may be required concerning the anticipated roadway operations.

The requirements for Road Closure Permits are outlined in the Road Safety Code.

25- Welfare Facilities

When using mobile sanitary accommodations, they should be positioned not to block the flow of vehicular traffic, including emergency vehicles and services.
Ensure that all welfare facilities are identified with clearly visible signage and that queuing areas do not obstruct emergency equipment and are not in vehicular traffic areas, including alternative modes of transport such as electric scooters, bicycles, etc.

26- Work Permits

KAUST has a work permit system that authorizes specific high-risk activities, which must be carried out by KAUST-authorized Receivers and must meet KAUST procedural controls.
Typical high-risk activities during event preparation that would require a KAUST Work Permit include chemicals (for example, welding, cutting, and grinding), Work at Height (1.8 meters and more above ground level), Electrical Work, Lifting Operations (for example crane lifting), and Road Closure.
Event Organizers who contract short-term contractors to undertake specific activities which are not KAUST-certified Receivers are responsible for coordinating with the relevant KAUST Department Manager and Service Provider to provide a certified Work Permit Issuer or Receiver to monitor and supervise the work adequately.

27- Failure to Comply
Members of KAUST have a responsibility to understand and follow this guidelines and are expected to comply with them. A violation of this guidelines may result in appropriate disciplinary action, including the possible termination from KAUST.

Please refer to the Disciplinary Policy and Procedure and Graduate Student Handbook.

28- Additional Resources

ANSI ES1.9-2020. Crowd Management
ANSI ES1.19-2020, Safety Requirements for Special Events Structures
Event Safety Alliance of U.S.A. Inc., The Event Safety Guide 2013
International Building Code (IBC- 2018)
International Fire Code (IFC-2018)
Saudi Building Code (SBC201-2018)
Staking Pocket Guide

29- References

KAUST Health, Safety, and Environment Policy
KAUST Road Safety Code
Traffic and Vehicle Safety Policy

Weather Guide

Note – Extreme and/or prolonged conditions may trigger early consideration of communicating a full event rescheduling due to official external warnings and advice against travel.

Risk

Probability

Wind

Rain / Flood / Storm

Dust / Sandstorm

Heat

Normal

Conditions

Winds below 20kph (11 knots), light breeze felt on face with little force

Consequence – Nil– Proceed with the outdoor event as planned.

Dry conditions, no rain, 0% precipitation forecast.

Consequence – Nil Proceed with outdoor as planned.

No surface dust disturbance or dust in the air.

Consequence – Nil Proceed with outdoor event as planned

Normal ambient temperature for time of year, no excessive temperature or humidity warnings – 20/25 °C & 40/50% Humidity(Dec)

Consequence – Nil Proceed with outdoor event as planned

Low

Winds 20-30kph (11 to 16 knots), moderate breeze causing windsocks and flags to be extended and dust, small branches to move.

Consequence – Nil Proceed with outdoor event as planned.

Partial cloudy conditions with precipitation forecast below 10%.

Consequence – Nil Proceed with outdoor event as planned.

Some surface dust disturbance, but no impact on visibility.

Consequence – Possible effect on some sensitive AV equipment and slight dust on furniture – Proceed with outdoor event under technical advice.

Some slight rise in normal temperatures and/or increase in humidity – 25/30 °C & 50/55% Humidity (Dec).

Consequence – Possible slight audience and participant discomfort – Proceed with outdoor event with mitigation measures.

Medium

Winds 30-40kph (16 to 22 knots), fresh breeze causing tree branches to bend and sway.

Consequence – Possible difficulty in managing and controlling loose stage fixtures and regalia – Consider moving event indoors, but can proceed with outdoor event if all stage regalia can be secured and confident forecast of wind subsidence.

Overcast conditions with preception forecast 25-50%.

Consequence – Possible damage to sensitive AV equipment, electrical hazards, wetting of furniture, discomfort of participants and audience and causing slippery underfoot conditions – Consider moving event indoors unless confident equipment and furniture can be effectively protected and dry conditions forecasted.

Winds with some surface dust clouds warning, some evidence of dust and impact on visibility.

Consequence – Possible impact on visibility, damage to sensitive AV equipment, dust on furniture, discomfort of participants and audience and possible negative breathing issues. – Consider moving event indoors unless definitive subsidence of conditions and equipment and furniture can be protected.

Noticable

rise in temperatures and/or humidity levels – 30/35 °C & 55/65% Humidity (Dec).

Consequence – Moderate impact on participants and audience, UAV ray exposure and possibility of heat induced illness – Consider moving event indoors to air-conditioned facility, unless exposure time is limited by shorter seating times, and/or adequate shade, air cooling, hydration and UAV protection can be provided.

Risk

Wind

Rain / Flood / Storm

Dust / Sandstorm

Heat

High

Wind

40-50kph 22 to 27 knots), strong breeze with large branches moving, wires whistle and difficulty to control umbrellas, etc.

Consequence – Possible damage to stage structure, swaying of traversed electric cables and disturbance of any loose objects, injury to people – Activate Contingency Plan and move event indoors.

Rain actually falling,

or very overcast with precipitation forecast in excess of 50%, possibility of lightning.

Consequence – Possible electrical hazard, damage to AV equipment, soaking of participants, audience and furniture, definite slippery conditions, possible lightning strikes, injury to people – Activate Contingency Plan and move event indoors.

Obvious surface dust clouds, poor visibility, surface dust settling on fixtures, surface dust cloud warning in place.

Consequence – Definite impact on visibility, equipment and furniture, with a high breathing discomfort for participants and audience – Activate Contingency Plan and move event indoors.

Significant rise in the temperatures and/or humidity levels – 35/40 °C & 65/75% Humidity.

Consequence – Definite adverse impact of participants and audience, with significant possibility of heat induced extreme discomfort and illness – Activate Contingency Plan and move event indoors.

Extreme

Winds above 50kph (27 knots), gale, whole trees in motion, difficulty in walking.

Consequence – High probability of structural damage to stage, fixtures and fittings, high risk of injury to people – Activate Contingency Plan and move event indoors.

*Note – Extreme and/or prolonged conditions in this category may trigger consideration of communicating a full event rescheduling due to official external warnings and advice against travel.

Heavy rain actually falling, with heavy downpour, possibility of lightning and/or flood warnings in local area.

Consequence – High probability of electrical hazard, damage to AV equipment, soaking of participants, audience and furniture, standing water, definite slippery conditions, possible flooding of areas, possible lightning strikes, injury to people – Activate Contingency Plan and move event indoors.

*Note – Extreme and/or prolonged conditions in this category may trigger consideration of communicating a full event rescheduling due to official external warnings and advice against travel.

Heavy dust clouds present, very poor visibility, extremely uncomfortable conditions, with possible sandstorm warning.

Consequence – Definite adverse impact on visibility, equipment and furniture, with non-tolerance of breathing conditions for participants and audience – Activate Contingency Plan and move event indoors.

*Note – Extreme and/or prolonged conditions in this category may trigger consideration of communicating a full event rescheduling due to official external warnings and advice against travel.

Extremely high temperatures and/or humidity levels – >40 °C & >75% Humidity.

Consequence – Definite adverse impact of participants and audience, with high probability of heat induced extreme discomfort and illness – Activate Contingency Plan and move event indoors.

Annexure A: Common Event Safety Issues and the Events Guideline Requirements

Issue	Events Guideline Requirements
When do I need to submit an event application?	For events that are open to the general public, Alumni, and/or the KAUST community, and any event where the total expected number of attendees is 1500 people or more.
When do I need to submit an event registration?	For an event that includes faculty, staff, students, Alumni, and the KAUST community, but is not open to the general public.
How long in advance must I submit my application or registration?	As soon as possible, but by four (4) weeks before the event date for applications and two (2) weeks before the event date for registrations.
What is the process for event applications or registrations?	Submit your application or registration at https://kaustforms.formstack.com/forms/events_application_and_registration_form
I am planning a business-as-usual staff meeting using a meeting room. Do I need to register for my event?	A meeting where two or more people come together in a purpose-fit space, either in person, in, for example, a meeting room or auditorium, or online, to perform a business function, or make business decisions that are considered business as usual functions, are exempt from event application and registration. You do not need to register your event if it meets these criteria.
When do I need to submit an event safety plan?	Tier 3 events that require an event application, must submit an Event Safety Plan.
When do I need a crowd management plan for my event?	Where facilities or events involve a gathering of more than 1000 people, crowd managers shall be provided. The crowd managers shall be at least two trained persons and not less than one crowd manager for every 250 persons or a portion thereof. The following exceptions shall apply: -Assembly occupancies used exclusively for religious worship with an occupant load not exceeding 1,000 shall not require crowd managers. The number of crowd managers shall be reduced where, in the opinion of the Fire Code Specialist, the nature of the event warrants a reduction.
When do I need a Road Closure Permit?	Full or partial road closures require a Road Closure Permit. The requirements for Road Closure Permits are outlined in the Road Safety Code.
I have a vendor who will carry out work that requires a KAUST Work Permit. They are not certified Work Permit Receivers. What are my options?	Event Organizers who contract short-term contractors to undertake specific activities which are not KAUST-certified Receivers are responsible for coordinating with the relevant KAUST Department Manager and Service Provider to provide a certified Work Permit Receiver to monitor and supervise the work adequately.
I still have questions. Whom can I ask?	Contact hse@kaust.edu.sa

Annexure B: Glossary of Terms and Definitions

Term	Description
Anchorage	Something that provides a secure hold; to resist uplift forces, a horizontal or lateral force, or a combination of forces. The term anchorage shall be construed to include any earth-embedded anchor in the form of dead weight placed on the erection of any fixed point, such as a building or other structure.
Barricade	Any barrier or similar boundary demarcation device is also intended to withstand the forces due to a pedestrian or vehicular load.
Canopy	Any open-sided frame having rigid supports over which a fabric or membrane covering is placed to provide overhead weather protection, branding identification, or decoration.
Competent Person	A person capable of identifying existing and predictable hazards in the workplace and who is authorized to take prompt corrective measures to eliminate hazards. A competent person has the necessary training, expertise, and resources to carry out their work safely. Competence is also about ensuring the right level of expertise is available, particularly about specialist advice.
Documentation – Structural description	Temporary structures shall be described by a qualified person and shall define the structural support systems used for the design.
Documentation- Structural detailing	Temporary structures shall be documented in a manner that details the components and connections for the structural support system.
Documentation- Limits of use	The description for temporary structures shall include the intended use and limits of use for the structure.
Documentation – Occupancy and Egress	The description for temporary structures shall include occupancy type and classification maximum number of occupants permitted on or within the structure. Documentation shall the egress, exit, and evacuation requirements necessary.
Event Safety Plan	Outlines key roles and responsibilities, event schedule and activities, crowd safety controls, emergency arrangements, event layout and site maps, access and egress routes and overall risk assessment.
Event	Any KAUST indoor or outdoor assembly, including live performances and exhibitions.
Event Safety Coordinator	A competent person with sufficient training, expertise, and experience whom the Event Organizer appoints. Responsible for the event’s safety before and during the event, who shall be on-site and available for all HSE, Security, FM, and related department event inquiries, also during the Event.
Event Organizer	The person overall is responsible for promoting and managing a safe event. It is the event organizer’s responsibility to know what their obligations are in terms of these guidelines. Before scheduling an event, the Event Organizer should consider the scope of the event, the risks to spectators and participants, the community impact, and the emergency support required (personnel and logistics).
Event Sponsor	Also called the Event Organizer.
Fire Extinguisher	An active fire protection device used to extinguish or control small emergency fires. Typically, a fire extinguisher consists of a hand-held cylindrical pressure vessel containing an agent which can be discharged to extinguish a fire. It is not intended for use on an out-of-control fire, such as one that endangers the user, for example, smoke, explosion hazard, or otherwise, requires the expertise of the KAUST Fire Department.
Fire Watch	A temporary measure intended to ensure continuous surveillance of a building or portion thereof to identify and control fire hazards, detect early signs of unwanted fire, raise a fire alarm, and notify KAUST Emergency Services.
Hazard	Anything potentially harming people, structures, and/or facilities. This could be a situation, a condition, a substance, an item, or an activity.
Hazard Identification	An identification of the potential for or actual existence of a hazard that could impact an event. Drowning, for example, might be a hazard at a waterfront event but not on a green field. Hazardous risks under the circumstances of a particular event can be identified and prioritized by answering the question, “What could go wrong?”
Ignition Source	The means whereby sufficient heat is added to ignite the fuel and cause a self-sustaining fire.
Incident	An occurrence or an undesired event, natural or human-caused.
May	Denotes an action that this guideline recommends that a user consider, depending on how reasonable.
Must	Denotes a mandatory requirement.
Occupancy Load	The maximum number of occupants permissible on, within, or under the structure during its use.
Occupancy Load Factors	Occupancy load factors shall be determined using methods approved by NFPA 101 Life Safety Chapter means of Egress.
Platform (stage)	Any structurally framed surface used to support equipment, scenery, or performers, whether for storage or live performance.
Registered Design Professional	A person registered or licensed to practice within their respective design profession as defined by the statutory requirements of the professional registration laws or jurisdiction in which the structure is to be constructed.
Risk	Is the likelihood that the harm from a hazard is realized and the extent of it. In a risk assessment, risk should reflect both the likelihood that harm will occur and the probable severity of that harm.
Risk Assessment	A systematic analysis of reasonably foreseeable threats to determine the risk for each issue identified in the hazard identification process, including the frequency, likelihood of occurrence, and the potential severity of the outcome. A useful risk assessment formula is Risk = Vulnerability x Consequences. Some disciplines, such as emergency management and occupational health and safety, may require the creation of a HIRA (“Hazard Identification and Risk Assessment”). A HIRA can help allocate resources to reduce risk to an acceptable level. The risk assessment must be recorded and communicated before the Event to allow appropriate implementation of resources to prevent, mitigate, transfer, or otherwise address hazards. The risk assessment should be updated as new information relevant to crowd management becomes available.
Shall	Denotes a mandatory requirement.
Should	Denotes a recommendation, as opposed to a requirement that one must do.
Temporary Events Structure	Any structure used for a special event, installed for the Event and installed for a period not exceeding 60 days.
Tent	A generic term referring to any canopy to which a fabric or membrane covering is attached on one or more sides.

Event Tier Level	Tier 1 Event	Tier 2 Event	Tier 3 Event
Event Application/Registration Requirements	Is exempt from application and registration.	Requires Event Registration that should be submitted two (2) weeks before the event date. Departmentally sponsored events held outside of KAUST do not need to be registered, but organizers must notify the appropriate persons as part of their internal policies and procedures.	Requires an Event Application that must be submitted to HSE for approval at least four (4) weeks before the event start date, or the Event will not be approved.
Event Examples	Departmental staff meetings	Annual Bike Safety Event	The Commencement; Winter Enrichment Program
Event Description	Two or more people come together in a purpose-fit space, either in person, in, for example, a meeting room or auditorium, or online, to perform a business function or make business decisions that are considered business as usual functions.	An event that includes faculty, staff, students, Alumni, and the KAUST community but is not open to the general public.	Events are open to the general public, Alumni, and/or the KAUST community. Any event where the total expected number of attendees is 1500 or more.
Event Requirements	Must follow the safety provisions of applicable guidelines sections; for example, Emergency announcements (see “Medical Emergencies” section).	Must follow and demonstrate the application of these guidelines for the event activities.	Must submit an Event Safety Plan (ESP) during the Event Application. Note: The event Emergency Action Plan (EAP) is part of the ESP.

Events & Exhibition Safety

Overview

Event Category Tier Levels and Requirements

Event Tier Level

Tier 1 Event

Tier 2 Event

Tier 3 Event

Event Application/Registration Requirements

Event Examples

Event Description

Event Requirements

Event Application and Registration Process

Overview of Particular Roles and Responsibilities

Event Safety Plan

Event Health and Safety Guidelines

Weather Guide

Training Resources

Resources