Every event planner knows that safety is a priority when organizing any event. At Decibel, we’re well aware of the ever-changing municipal regulations around event safety, which can often feel like navigating through a complex maze of paperwork and procedures. However, no matter how tedious it can seem, we know that this meticulousness is vital to the planning and production of events and ensuring life safety.
Collaboration is key when it comes to safety. We regularly work hand-in-hand with various building venues, adhering to their rules and restrictions, and collaborating closely with Fire Marshals around the country. While the basic safety standards for events and venues are often similar, it’s important to remember that every event and venue has unique rules and hyper-specific elements. These rules are usually based on their past experiences and, being aware of these can save time, effort, and prevent unexpected surprises.
One key step in ensuring event safety is conducting detailed site visits. This helps us understand the physical environment better and ensures that our plans align with the reality of the venue. The importance of such visits was recently highlighted during an event at the Washington Convention Center. The venue had undergone changes during the COVID shutdown, including the addition of storage areas and new walls. This change was not reflected on the CAD diagrams available at the time, and had our Technical Director not conducted a walkthrough, verifying measurements, we could have incurred serious changes, overtime, and extra costs.
Moreover, staying updated with the latest policies from Fire Marshals and venues is a crucial part of our process. For example, our DC office recently shared updated notes from the Fire Marshal outlining new and updated items to be aware of.
To give you a glimpse into the safety standards and guidelines, here are some policies from Javits Center and Moscone Center:
And here are some notable updates from WCC Fire Marshall:
- Optimal time for plan submission is 30 days.
- Event plans submitted within 7 days of the event are charged double ($300) for expedited service.
- No additional fee for revisions.
- Any event with 100 people or more requires a plan.
- Layouts and exits are the primary concern of Fire Marshals.
To ensure a seamless and safe event planning process in DC, we suggest you include the following in your plans:
- Name of Event
- Date of Event
- Estimated number of attendees at any one time
- Set up date and onsite point of contact
Also, remember to apply for Public Assembly Permits for trade shows or any event with more than 100 people in attendance.
Ensuring safety at your events can feel overwhelming, but with meticulous planning, collaboration, and a firm understanding of venue policies and fire safety rules, you can smoothly navigate this process. At Decibel, we’re committed to understanding these ins and outs and making safety a priority in every event we plan.
Remember, while the process may seem unglamorous, it is essential. Safety is not just a checklist – it’s a commitment to every attendee who walks through the doors of your event.
For more detailed information on event safety planning in DC, read through this. Your safety is our priority and we believe in sharing knowledge that empowers you to conduct successful and secure events.
Stay tuned for more updates and insights into the world of event planning and safety.
