City of Boulder Emergency Action Plan

Introduction

Please take a moment to answer the questions below. The Emergency Action Plan is a requirement for all events.

Class III Events: The Emergency Action Plan requirement is fulfilled by completing this form.

Class I and II Events: Submission of a comprehensive Emergency Action Plan, including medical and security details specific to the event, will be required to accompany this form.

For more information, please refer to the Event Planning Guide. By completing this form, you confirm that all event personnel will have a thorough understanding of these documents and protocols.

Definitions

Event Personnel: Refers to staff, volunteers, and vendors.
Event Attendees: Refers to guests and attendees at the event.
Class III Special Event: Small-scale gatherings held within one public venue, usually with under 250 participants. They have designated routes or site maps without street closures and do not involve alcohol sales. Food must come from licensed City of Boulder Mobile Food Vehicles, following all Boulder County Public Health guidelines.

1. Event Information

Name of Person Filling Out Form

Event Name

Event Role

Do you have concerns about the safety readiness of the event?

If so, please describe:

2. Event Communication

Please provide the following details for key onsite decision maker, who will be responsible for implementing emergency procedures and/or contacting emergency dispatch:

Name | Event Role | Cell Phone

NOTE: When contacting emergency dispatch, it’s imperative to provide your name, a phone number, and a clear description of the situation.

In an emergency, where will key event staff meet

How will you distribute the Emergancy Action Plan to staff?

Printed Copies

Online Portal or Shared Document

In-person Training Sessions

What communication methods will you use to interact with event personnel and vendors during the event? Select all that apply:

How will you communicate with participants?

Prior to the event

Other: Please List

How will you communicate with attendees?

During the event.

Other: Please Specify

3. Weather

Please provide the following details for key decision maker, who will be responsible for monitoring the weather before and during the event:

Name, Event Role, and Phone Number

Name and Event Role

Who will monitor weather before and during event?

Name, Event Role, Phone Number

How will weather be monitored?

National Weather service website

Phone App -Please specify

Other weather website- Please specify

Where can people seek shelter in server weather?

In the event of high winds, how will event elements be secured to prevent them from becoming airborne or hazardous? Check all that apply: (Check Boxes)

Staked Tents (must be authorized by City of Boulder)

Weighted Tents (40 lbs. at each tent leg for 10x10 tent)

Inflatables Deflated

Open Flames Extinguished

Other (Please Specify):

In case of extreme temperatures and heat, which of the following will be implemented? Check all that apply: (Check Boxes)

In case of extreme cold, which of the following will be implemented? Check all that apply: (Check Boxes)

4. Medical

Do you have a separate comprehensive medical and health plan specific to the event that you will submit?

NOTE: This is required for Class I and Class II events.

Yes

Are you hiring a third-party medical company?

Yes

Will you have trained event staff or volunteers capable of assisting with medical emergencies?

Yes

5. Safety and Security

Do you have a comprehensive safety and security plan specific to the event that you will submit?

NOTE: This is required for Class I and Class II events.

Yes

Other (please specify):

How will the event address potential security threats or disruptive behavior?

Will event personnel be clearly identifiable by uniform?

Yes

Are you hiring a third-party security company?

Yes

Are you hiring off-duty Boulder Police Officers?

Yes

Do you have a lost child protocol?

Yes

If not, and a child is separated from their parent or guardian at your event, how will you reunite them with the correct guardian? Check all that apply:

Designated Lost and Found Area

Identification Tags for Children

Announcements Over Public Address System

Coordination with Local Authorities

Other (Please specify):

6. Follow Up Questions

What resources would be helpful for your emergency action planning efforts in the future? Select all that apply:

Financial support or funding opportunities

Training workshops or seminars for event planners

Networking opportunities with other event organizers

Mentorship or guidance from experienced event planners

Information on best practices for event safety and security

Support in securing medical and/or security vendors or suppliers

Assistance with navigating legal or insurance requirements

Other (please specify): ________________________

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