Event safety

At the University of Hohenheim there are a number of events every day. Lectures, seminars, laboratory trainings during teaching but also conferences, conventions, and concerts that address an external audience. In the course of the events, the event safety is very important.

Courses during regular teaching

For courses during regular teaching all safety relevant aspects are checked. There is a safety concept and there are institutionalized processes to ensure that it is followed.

University events taking place only once

That does not apply to unique university events (conferences, conventions, concerts...). In these cases, every event concept has to be checked regarding safety aspects.  On the basis of the legal provisions, the responsible persons determined in advance must ensure compliance with the conditions and protective measures applicable at the University of Hohenheim in order to minimize the potential danger for visitors. The right behavior in the case of malfunctions and emergencies ensures the well-being of the visitors, as well. 

Legal basis

Assembly Venue Ordinance

All events at the University are subject to the Assembly Venue Ordinance of the State of Baden-Württemberg. 

  • Assembly venues are structures or parts of structures intended for the simultaneous presence of large numbers of people at events.
  • Meeting rooms are rooms located inside buildings for events. Assembly rooms that individually hold more than 200 visitors are defined as assembly venues. In addition, buildings with several assembly rooms that hold a total of more than 200 visitors are considered assembly venues if these assembly rooms have common escape routes (with a stage or scene area for 100 persons or more).

The ordinance regulates all aspects of the construction and operation of assembly venues. 

Hygiene guidelines

If catering is provided during the event, the hygiene guidelines must be observed.

Regulation (EC) No 853/2004 laying down specific hygiene rules for food of animal origin

Guidelines from the Ministry for Rural Areas and Consumer Protection Baden-Württemberg summarizes the most important information.

If you have any questions, please contact the Food Control, Consumer Protection and Veterinary Department of the Stuttgart Public Order Office. 

Fire protection regulations

The fire safety regulations of the university contain regulations on the following aspects:

  • Alarm plans
  • Fire prevention
  • Spread of fire and smoke
  • Escape and emergency routes
  • Signaling and extinguishing devices
  • What to do in case of fire

Event safety at unique university events

Decisions during the planning stage

In the case of one-time events where more than 200 participants use the same escape route (these can also be distributed over different event rooms), the organizer must make the following safety-relevant decisions in advance of the event:

Selection and confirmation of the approved occupancy plan

There are permanently approved occupancy plans for the event rooms for university events.
They contain the upper limit of occupancy numbers for the respective event category, the defined escape, and rescue routes as well as the special fire protection requirements for the foyer areas. A permanent permit is available for the event categories described and no further permits need to be obtained.

Permanent Permit Occupancy Plans
Permanent permit occupancy plans are available from the Construction and Property Management Department for the

  • Biology and Ecology Center
  • Euroforum.

Naming the event manager

For every event, a responsible event manager and a deputy have to be named.

The event manager or his deputy have to be always present during the event and has to make sure that the legal regulations and additional requirements of the authorities as well as the Fire Protection Code of the University of Hohenheim are respected. The event manager is the first point of contact for the security authorities and must be authorized to give instructions to service providers and participants and have the decision-making authority to determine and implement necessary measures.

  • Palace rooms: Form Confirmation of Event Manager and Category
  • Biology and Ecology Center: You will receive the respective documents after receipt of the booking request
  • Euroforum: You will receive the respective documents after receipt of the booking request

Setting up a security service

A security service with a sufficient number of employees has to be set up. This task can be handled by employees or students of the university.

The security workers have to be instructed in detail about the tasks to be completed and the behavior in the case of an emergency before the event.

Their tasks include above all to make sure that the emergency and escape routes are respected (see below: “Requirements and protective measures”).

Setting up a medical service

Depending on the size of the venue, the type of the event and the target group (e.g. aged people), a sufficient number of paramedics and first aiders has to be provided. Precautionary measures for quick medical help in an emergency have to be taken.

If a medical service is required, the basic rule of 1 paramedic for each 300 visitors is applied.

For first aid, first-aid kits are available on loan with the Occupational Safety Expert.

Medical service of the German Red Cross Plieningen-Birkach

Requirements and protective measures

The following requirements and precautions can be taken to avoid or at least greatly reduce these hazards by ensuring that the following requirements and precautions are complied with; the persons responsible for monitoring compliance are those designated in advance. 

Permanently approved occupancy schedules apply to events in the Palace, the Euroforum, and the Biology and Ecology Center. In the run-up to the event, the organizer must select and confirm the appropriate booking plan. The organizer or event manager is responsible for compliance with the requirements of the selected occupancy plan.

  • Do not exceed the number of visitors approved in the Occupancy and Escape Route Plan. The arrangement of visitor seats approved in the Occupancy and Escape Route Plan may not be changed.
  • A copy of the plan approved for the particular use (event) shall be prominently displayed near the main entrance of each meeting room.

Permanently approved occupancy plans

The permanently approved occupancy plans are available from the Construction and Property Management Department for the

  • Biology and Ecology Center
  • Euroforum.

The permanently approved occupancy plans show the escape and rescue routes.

Signs

The escape and rescue routes are marked by signs in the Biology Center, Ecology Center, Euroforum, and Hohenheim Palace.  Escape and rescue routes must also be marked for tent structures. (The necessary signage is available from the Occupational Safety Expert)

Compliance with escape and rescue routes
  • All escape and rescue routes, all exits from the place of assembly and escape corridors must be kept clear at all times.
  • Escape and rescue routes must be kept free of fire loads.

  • Escape routes must not be narrowed by objects (e.g.  catering goods).

  • Doors in escape routes and in emergency exits may not be closed during the event. They must be easy to open at any time without a key.

  • Lines and cables must be installed and covered in such a manner that they can be stepped over without any danger and the use of the emergency exits is not restricted. The floor coverings must be fixed in a non-slip manner (e.g. by gluing).

  • Outdoors, escape routes as well as movement and staging areas for the fire department must be kept clear at all times (this also applies to the entire front area of the Biology Center, the area in front of the Ecology Center, the Euroforum, and the Palace central building). The event manager must ensure this through regular checks (by providing stewards). In case of emergency, the organizer bears the responsibility for the failure to provide rescue measures.

  • In the event of snowfall or icy conditions, the areas in front of the main entrances and emergency exits, as well as the outdoor escape routes, must be cleared or made safe to walk on without delay by calling in the street services, repeatedly if necessary.

  • As regards seating, the seats ordered in rows have to be tied firmly to each other in each single row. The seats have to have a width of 50 cm. Between the seat rows a free space of at least 45 cm has to be maintained. The persons concerned shall be instructed accordingly by the security staff.

  • When tables are set up, the distance between the individual rows of tables (measured from table edge to table edge) must be at least 1.55 m. The distance between the rows of tables must be at least 1.55 m. The distance between the table places has to be at 45 cm when the seats are occupied. There must be no chairs at the front sides of the tables.

  • In meeting rooms at least 1 per cent of the visitor seats, in each case, however, 2 places on even standing surfaces have to be available for wheelchair users. The places for wheelchair users are to be assigned visitor places for accompanying persons. The places for wheelchair users and the ways to them have to be clearly marked with signposts. The persons concerned shall be instructed accordingly by the stewards.

  • For the equipment and decoration of the venue only low flammable materials of category B may be used according to DIN 4102. Moreover, curtains, wall coverings, and decorations on stages have to be made of such materials. There have to be proof of the low flammability.

  • Smoking and the use of open fire in venues and meeting rooms are prohibited. Combustible liquids and gas bottles as well as similar inflammable substances must not be stored or used, respectively.

  • The use of pyrotechnical items and open fire for scenic purposes requires the prior approval of the institution in charge (Public Order Department.)

  • The required extinguish and fire alarm devices have to be always able to be clearly visible and accessible.

  • In the case of superstructures (e.g. vine arbors) in front of the Palace, the fire brigade hydrants must not be covered.

  • The emergency lights have to be kept ready for use. Even if single parts are in the dark, corridors, stairs, and doors have to be visible.
  • The Fire Protection Code of the University of Hohenheim has to be respected.

  • Alarm plans of the buildings of the University of Hohenheim

The electrical systems and equipment may only be put into operation if they are in proper condition (see Sec. 5(1) Electrical systems and equipment DGUV-V 3). According to the Ordinance on Industrial Safety and Health, work equipment must be checked for defects before use so that it is ensured to the extent possible that they are free of defects during use.

If defects are found which affect the safety of employees or guests, the work equipment may not be used (see Sec. 11 DGUV V1, correspondingly for the place of assembly in accordance with Sec. 37 of the Assembly Venue Ordinance).

  • Depending on the size of the event, the type of event, and the target group (e.g. senior citizens), a sufficient number of paramedics and first aiders must be provided. Provision must be made to ensure that rapid medical assistance is available in the event of an emergency (see also "Appointing a medical service”)

  • Rescue injured persons, initiate first aid measures (stop bleeding if necessary / immobilize injured limbs / combat shock).
    Emergency call to the rescue center: use 0-112

  • In the event of an accident, remember not only to rescue the injured and provide first aid, but also to secure the scene of the accident. Paramedics or first aiders must be called in to provide first aid.

  • Defibrillator locations

  • First aid kits can be borrowed from the Occupational Safety Expert.

  • There are two first aid rooms (signposted) in the Biology Center.

If there is hospitality, the hygienic regulations have to be respected (see legal basis).

Additional requirements

There are additional requirements for events in the representative Palace rooms.

What to do in the case of an emergency or a malfunction

  • What to do in the case of an emergency/accident
  • Fire safety: Fire safety instructions l Alarm plans for all buildings
  • Malfunctions

    • If it is proven that a facility is not working properly as regards safety before or during an event, the problem has to be solved immediately.
    • In the case of irregularities in the operation of appliances, work equipment, and devices, they have to be shut down via the main switch or the emergency off switch and the event manager or the technical staff have to be informed immediately.
    • The procedure described in the respective operating instructions (manufacturer's information) or operating instructions must be followed to eliminate the causes of faults. After the fault has been rectified, the control voltage may only be switched on again if no persons are endangered.
    • Installing, maintaining, and repairing technical appliances/work equipment and electrical devices may only be carried out by persons with the respective training and order.

Contact

Javanshir Hosseinzadeh

Occupational Safety (028) (028)
Director
+49 711 459 22975
E-Mail

Emergency numbers

  • Emergency physician: 0-112
  • Fire department: 0-112
  • Emergency Number: 0-110
  • Poisoning: 0-112