The safety and security of our guests and event participants is of utmost importance and should always be in the forefront of a planner’s mind. In addition to consulting the resources below, make sure you and your team have an emergency plan in place and have met with the necessary parties to communicate and review. Each building manager should maintain an updated and reliable Emergency Response Plan for his or her campus venue. If you are unsure of the venue’s building manager or don’t know what questions to ask, consult the Emergency Response Guidebook or contact Emergency Preparedness Coordinator Jennifer Mattingly for further information.
The Georgia Institute of Technology Police Department (GTPD) is a fully operational state agency devoted to the protection of the campus, its students, faculty, staff, and visitors. GTPD advises planners during all phases of an event when a high-ranking official or dignitary is present, assists with event crowd management, partners with Parking & Transportation Services to monitor parking and road closures, and becomes a planner’s best ally during his or her event.
Once you have confirmed your event purpose, time, date, and location, your next step is to inform the Georgia Tech Police Department of your security needs. Please complete a Request for Special Event Security form and send to Sergeant Archie Hill. He can provide additional resources and tools to ensure your event is a success.
GTPD Event Planning Tips
- In any emergency event on campus, GTPD recommends calling them at 404.894.2500 before or in conjunction with 911, as in many instances they can arrive prior to other emergency personnel.
- An Emergency Medical Technician (EMT) is required at any event that has the potential for participant injury or harm (i.e., races, relays, events involving rides or inflatables, extreme outdoor events, etc.) or one at which 250 or more guests are in attendance.
- GTPD can assist in providing an EMT contact to use for your next event.
- In general, GTPD recommends one officer per 250 event attendees; however, depending on the scope and nature of your event, the number can increase.
- Whenever cash will be exchanged at an event, an officer should be on premises.
The Georgia Tech Office of Environmental Health and Safety (EH&S) is responsible for providing technical guidance, oversight, consultation, training, and specialized services to assist the Institute community in meeting its public health, safety, and environmental protection responsibilities. Many staff within EH&S partner with event planners to create safe, welcoming environments for our guests. Refer to the EH&S website to find information on services such as fire safety and insect control, as well as points of contact.
EH&S Event Planning Tips
- Fire Marshal Larry Labbe should always be alerted when planning any large events, outdoor events, those involving fire, or those staged in unique venues.
- When electricity is needed for an outdoor event, a power source or generator is encouraged. Please consult Extension Cords Guidelines (pdf) for more information.