Facilities has identified safety guidelines for programming in our library locations. This will impact a small number of programs, in particular cooking programs because the use of open flame or hot oil is no longer permitted. The Disability Accommodations Group is also working to create guidelines, especially around chemical sensitivity, that will ensure our events are safe and welcoming for everyone.

What do I need to know?

The events team will be vetting programs before you even request them. If an event is listed on a seasonal highlight list, it will meet all safety guidelines already. All you have to do is request the event as usual. 

Additionally, when staff-led program proposals come in, the events team always looks for safety issues. However, if you are early in the planning stage and wondering what's possible you can reach out to the events team early on.

If you are planning a staff-led event, evaluate if any of the following will be used:

• Cooking flame (note: cooking flame is prohibited in libraries)
• Oil, hot (note: hot oil is prohibited in libraries)
• Oil, not hot
• Propane
• Candles
• Chafing dish
• Wax
• Chemicals (anything that is not already in the SDS database for use in library buildings)
• Appliances that use a lot of power or if there are a lot of them (e.g. 1 sewing machine versus 10 sewing machines) 

If any of those items will be used, the events team will contact Facilities. They need at least 6 weeks before the event, or even longer if you think your item will require a permit. 

Staff are not required to do anything, though we and Facilities might have questions.

How will Facilities evaluate for safety?

Facilities has a lot to think about for safety. When evaluating whether an event can go forward there are many factors. 

Facilities will consider:

• Location: Different locations have different capacities.
• Interior/exterior: Exterior events have more leeway than interior events.
• Flooring: Carpeted floors have less flexibility than uncarpeted floors
• Air Exchange: How will the event affect the room and the location?
• Electrical: Will the electrical circuits support the activity?
• Local fire marshal: What are the regulations in the location’s municipality? Will the presenter be receiving a permit?
• Past examples of events with permits include candles in a kinara for Kwaanza celebrations, a propane tank for beer demonstration, events that take place in a tent and the like.
• Presenter mitigation: What does the presenter already do to mitigate unfortunate situations?