Event Planning Safety Considerations

An event safety plan is crucial to ensure the safety and well-being of all students, faculty, staff, and visitors. It helps identify potential hazards, implement safety protocols, and provide guidance in emergencies, minimizing risks during the event.

A safety plan is always a good idea. It helps you to prevent emergencies and prepare to keep your attendees safe. Below are some criteria that UMB’s safety and security staff have identified to help you determine when to use a safety plan.

• Event is indoors and may have more than 100 attendees for more than one hour.
• Event is outdoors and may have more than 25 attendees for more than one hour.

UMB Emergency Management, Fire Marshal, and Police and Public Safety staff provide event safety plans for large event spaces at UMB and are available for safety and security consultations. Collaboration ensures all aspects of safety are covered.

• To request UMB police or security officers assistance with your event, please complete the Police and Public Safety Request Form.
• The UMB Office of the Fire Marshal (firemarshal@umaryland.edu) may perform code inspections for events.
  • For more information see Common Code Violations and Guidelines. 

• For assistance with unique electrical requirements for rental or purchase, please contact the Service Center (fmsc@umaryland.edu) or 410-706-7570.
• The Office of Emergency Management (emergencymanagement@umaryland.edu) is available for questions or concerns about event safety plans.

• The 15-min online Emergency Preparedness Training.
• Crowd Manager Training and Portable Fire Extinguisher Training. 
  • Trained crowd managers are required for all events with 50 or more attendees.
  • Crowd managers must be provided at a minimum ratio of 1 crowd manager per every 250 attendees.

The UMB Office of the Fire Marshal may be required to perform code inspections for:

• Chafing fuel and cooking
• Heaters
• Portable outdoor fireplaces
• Tents
  • Submit a Tent Request Form to the Office of the Fire Marshal at least 14 days prior to the planned erection of the tent.
• Food trucks
• Events layouts 

For more information see Common Code Violations and Guidelines. 

For approval and more information regarding requirements, contact the UMB Office of the Fire Marshal (firemarshal@umaryland.edu).

Applicability

This guidance applies to all events hosted by the University of Maryland, Baltimore (UMB) and to events held on UMB property by external or affiliated organizations, including but not limited to student or alumni associations, professional organizations, and federal, state, or local agencies, where food is provided by an external caterer.

Purpose

To protect the health and safety of all event attendees—including students, faculty, staff, and visitors—by establishing clear expectations for food safety and food allergy risk reduction when external caterers are engaged for University related events.

Event Planner Responsibilities

Individuals or groups planning events on UMB property share responsibility for ensuring that food service arrangements support attendee safety.

Event planners must:

• Communicate in advance with caterers about food allergies and dietary restrictions that may be present among attendees.
• Request menus that include clearly identified options free of common food allergens, whenever feasible.
• Ensure that foods are clearly labeled with allergen information at the point of service.
• Avoid service formats that increase the risk of allergen cross contact (e.g., unlabeled or unstaffed buffets).
• Ensure caterers understand and comply with applicable Maryland Food Code allergen provisions.

Caterer Requirements

All external food vendors must:

• Hold a valid Food Service Facility License issued by the appropriate Maryland regulatory authority.
• Maintain proof of food handler training or certification for all staff providing food services at the event.
• Comply with COMAR 10.15.03 (Maryland Food Code) and all applicable local health regulations, including requirements related to:
  • Food temperature control
  • Sanitation and hygiene
  • Food allergen identification and cross contact prevention
• Display the Maryland Food Allergy Awareness Poster prominently in staff areas, as required by Maryland Health General §21 330.2 and COMAR 10.15.03.32.

Food Allergy Awareness and Allergen Management

To reduce the risk of allergic reactions, caterers and event planners must take reasonable and proactive steps to address food allergies.

Common Food Allergens

In accordance with Maryland Food Code and federal requirements, common food allergens include:

• Milk
• Eggs
• Peanuts
• Tree nuts
• Wheat
• Soy
• Fish
• Crustacean shellfish
• Sesame

Allergen Safety Requirements

Caterers must:

• Identify and clearly label foods that contain one or more common food allergens at the point of service, particularly for unpackaged or buffet style foods, consistent with COMAR 10.15.03.12.
• Provide ingredient information to event planners and attendees upon request.
• Train staff to:
  • Respond appropriately to questions about food ingredients and allergens
  • Communicate allergy concerns to supervisory staff
• Take steps to prevent allergen cross contact, including:
  • Using separate utensils, preparation surfaces, and service equipment when required
  • Changing gloves and washing hands between handling allergen containing and allergen free foods
• Ensure that foods represented as “allergen free” or “gluten free” are prepared and served using procedures that minimize cross contact.

Hygiene and Sanitation Standards

Caterers must:

• Use clean and properly sanitized utensils and equipment at all times.
• Ensure staff have access to handwashing facilities and wash hands frequently, particularly after handling allergen containing foods.
• Wear clean, food safe attire, including gloves and hair restraints as appropriate.
• Prevent cross contamination and allergen cross contact by separating raw and cooked foods and using dedicated equipment when necessary.

Food Handling and Temperature Control

In accordance with the Maryland Food Code:

• Hot foods must be maintained at ≥140°F (60°C).
• Cold foods must be maintained at ≤41°F (5°C).
• Foods must be transported in insulated containers and served promptly.
• Perishable foods must be discarded or properly stored within 2 hours of service.

Beverage Service (Children’s Meals)

When children’s meals are served, default beverage options must comply with Baltimore City ordinance and include:

• Water (still or sparkling, unsweetened)
• Milk or non dairy alternatives
• 100% fruit juice (8 oz or less)

Reporting and Compliance

Concerns related to food safety, sanitation, or food allergy risk at UMB related events should be reported to:
Office of Public and Occupational Health
University of Maryland, Baltimore
UMBPOH@umaryland.edu

For the health and safety of all event attendees, UMB reserves the right to inspect all outside food and beverages used for events hosted by UMB and/or held on UMB property. UMB strictly prohibits any food, drink or perishable items that do not comply with our established food safety guidelines, lack proper temperature controls, or show signs of spoilage. Any food that does not comply with UMB’s food safety guidelines is subject to immediate disposal without prior notice.

Purpose

To establish UMB policy on the use of alcoholic beverages and to recognize standards for individual and group behavior at events where such beverages are served.

The UMB Alcoholic Beverage Policy is designed to (1) observe the laws of the State; (2) stress moderation, safety, and individual accountability for those who choose to drink; (3) provide a campus atmosphere free of coercion for those who choose not to drink; (4) maintain a community where the affects of alcohol abuse are minimal and where problem behavior is reduced; and (5) provide confidential and effective guidance and counseling for those with special needs related to alcohol and alcoholism. All students should be familiar with and abide by the principles and particulars of this statement. Each school on the UMB campus shall provide information to all students regarding the existence of this policy.

Maryland law forbids the sale or serving of alcoholic beverages to persons under 21 years of age or those visibly intoxicated, Article 2B, Section 118, Annotated Code of Maryland. The law also forbids misrepresenting one's age for the purpose of consuming alcoholic beverages, Article 27, Sections 400-423A, Annotated Code of Maryland. There have been indications in recent years (e.g., the heightened awareness of drunken driving, etc.) that drinking and alcohol-related behavior should receive careful attention.

Policy Statement

INDIVIDUAL BEHAVIOR

1. Individuals are expected to obey the law and take personal responsibility for their own conduct; the University will not police individuals' personal lives on or off campus.
2. Disorderly conduct in any manner, or misrepresentation of age at on-campus social events sponsored by University-recognized organizations may subject the offender to disciplinary action and/or action by law enforcement personnel. The association of alcohol with problem behavior shall be seen as an exacerbating factor, not a mitigating one.
3. Student and Employee Health provides confidential counseling, treatment, and referral to students seeking assistance for problems associated with alcohol abuse.
4. Although the Dean or a designated faculty member of each school may refer students to Student and Employee Health, Alcoholics Anonymous or to other counseling and guidance resources, egregious offenses and repeat offenses, however minor, shall be referred to the appropriate disciplinary body in each school.

GROUP BEHAVIOR

1. The student groups recognized by the university sponsoring social events on campus must abide by state and local law. Officers of the sponsoring organizations shall be responsible for submitting a UMB Alcoholic Beverage Permit and Statement of Responsibility as well as for good faith administration of this policy. Failure to do so may result in loss of social privileges, individual disciplinary action, loss of university recognition for the organization or suspension of reservation privileges.
2. Student events at which alcoholic beverages may be consumed can be held only under circumstances in which the sponsoring organization demonstrates reasonable means of ensuring adherence to state law and proper clean-up.

SOCIAL EVENTS/ADVERTISING

1. Alcoholic beverages may only be sold by student groups upon obtaining the appropriate liquor license for the area and event; alcoholic beverages may be served by student groups in areas designated by each dean or the Office of Campus Life.
2. At all social events where alcohol is consumed, nonalcoholic beverages must be provided by the sponsor of the event and be equally available to students. All persons consuming alcoholic beverages must be of legal drinking age.
3. Where alcohol is consumed, food shall also be provided by the sponsor of the event.
4. Social events, such as beer blasts, which encourage drinking or drunkenness as themes, and the advertisement of such events are considered inappropriate and shall not be permitted.
5. The alcoholic beverage industry shall not be allowed to distribute their product on campus for promotional purposes. Other promotional activities by alcohol marketers may only be permitted with the written approval of the Office of Student Affairs.

Read the policy here.