Plan an Event

Planning Checklist

This checklist is not all inclusive, but a guideline to plan accordingly.

• Submit a request for prohibited carry signage for the following types of events. Request must be made 90 days in advance of event.
  • Official athletic events
  • Any governmental meeting occurring on campus
  • Official grievance hearings for students and/or employees
  • University Interscholastic League (UIL) events
  • Request Prohibited Concealed Carry Signage
• Consider event security needs. The University Police Department offers this service at an additional cost.
• Establish a chain of command so decisions can be relayed in a timely manner.
• Establish a safety officer to work safety issues and monitor weather conditions. There are many services that can be utilized to track weather conditions. Here are a few sites to consider
  • AccuWeather, accuweather.com
  • Weather Bug, weatherbug.com
  • Weather Channel, weather.com
• Understand Thunderstorm, Lightning, & High Winds procedures. We encourage you to review and bring the guide below to your event.
  • Thunderstorm/Lightning/High Winds Guide
• Establish a notification system so information can be relayed quickly to event workers and volunteers. Consider using radios and/or cell phones for event staff and document their numbers.
• Establish who is responsible for making an emergency announcement. We encourage you to use the canned responses in the guide below.
  • Emergency Announcements Guide
• Brainstorm possible natural and human-caused emergencies. Consider the following:
  • Evacuation locations-routes. Pre-plan an evacuation route and discuss with event organizers-participants.
  • Shelter-in-place locations. Discuss possible locations with building managers to ensure they are available for use, the size will accommodate the estimated attendance, and access via key or card swipe.
• Monitor KatSafe home page for warnings or emergencies that may require alterations or cancellations.