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Ames Procedural

APR 8715.1

Effective Date: 09/12/2012
Expiration Date: 09/12/2017


Ames Health and Safety Manual

Chapter 22 - Public Events (Tour and Events)

Table of Contents

22.1 Responsibilities
22.2 Event Vendors Shall
22.3 Event Safety

Appendix A: Definitions and Acronyms
Appendix B: Event Safety Requirements Summary
Appendix C: Form 847
Appendix D: Event Safety Inspection Checklist

22.1 Responsibilities

  1. All persons who plan, manage, perform, and provide support for public events located on all property under the jurisdiction of Ames Research Center (ARC) and NASA Research Park (NRP) shall conduct operations in compliance with the requirements identified in this chapter, all applicable Headquarters requirements, and Ames any guidelines pertaining to tours and public events. See NPR 8715.3C for possible Headquarters requirements pertaining to public events.
  2. ARC considers the Event Sponsor to be the "controlling authority" for all tour and event site safety and health of the subcontractors. The Event Sponsor is responsible for informing their employees working the event, service vendor and volunteers of the safety provisions under the terms of the contract and the penalties for noncompliance. It is the responsibility of the Event Sponsor to coordinate work and prevent one vendor and/or subcontractor from interfering with or creating hazardous working conditions for another, to inspect operations and ensure that safe work practices are being followed and safe event-site conditions are being maintained during all phases from set-up to take-down.

22.1.1 Event Sponsor shall:

  1. Contact and request coordination support from the appropriate ARC organizations in order to provide resources to the event. Depending on the size and scope of the event, ensure the following offices/divisions/branches are notified of and involved in event planning:
  1. Legal
  2. Safety, Health & Medical Services Division
  3. Protective Services
  4. Fire Marshal
  5. Communications and Data
  6. Logistics
  7. Facilities
  8. Environmental
  9. Office of the Director of New Ventures and Communications
  10. Office of the Center Director
  1. Complete and submit ARC form 847: Safety Notification Checklist for On-Site Training or Events. See Appendix (that references Form 847). The form can be found at the following on-line address:
    After submission to and review by the Safety and Mission Assurance Office, the event may proceed.
  2. Consult the Event Safety Checklist to ensure safe work practices and conditions during planning, set-up, construction, event and break-down. See Appendix D (that references Event Safety Inspection Checklist).
  3. Ensure water, tents, chairs, tables, PPE etc. sufficient to ensure the health and safety of event personnel and attendees. Contracts and agreements with both NASA and non-NASA sources (e.g. vendors) may be utilized to provide required items.
  4. Coordinate with Facilities to determine the appropriate number of portable toilets and wash stations and coordinate with Logistics to contract out for their rental or contact with non-NASA suppliers for them.
  5. Establish the location and arrange for the installation of any necessary parking, traffic and crowd control barriers and devices (e.g., fences, traffic direction cones/bollards, bus and shuttle stops, etc.).
  6. Coordinate with ARC Protective Services Office (PSO). PSO is responsible for the overall security and law enforcement for on-site event activities. PSO also oversees any non-ARC event staff who will be performing any on-site security-related functions.
  7. Provide for event access control.
  8. Provide for parking control, safe number of vehicles and public transportation.
  9. Provide for crowd control.
  10. Provide for informational and directional signage.
  11. Provide for emergency response.
  12. Provide for sanitation services.
  13. Provide a safety plan for the event. Refer to ARC Form 847 (See Appendix C that references Form 847) for a list of items to review/discuss. Depending on the event specifics, an Activity Hazard Analysis (AHA) may also be required, e.g. tent erection, stage construction, speakers’ platform construction, elevated work platforms, equipment or displays that require fall protection, inflatable video displays, poster boards, unmanned aerial vehicles (UAVs), robotics, pyrotechnic devices, etc. See Appendix A for more information about a safety plan and AHA
  14. Provide for ADA compliant venue access.
  15. Provide a plan to comply with all applicable environmental laws, rules, regulations and ordinances. Contact the Ames Environmental Management Division to fill out the appropriate environmental documentation.
  16. Provide for communication and data.

22.1.2 Safety, Health and Medical Services Division shall:

  1. Provide safety oversight (inclusive of health, food sanitation and medical services) to the event.
  2. Provide technical support to the respective Event Sponsor prior to, during and through break-down of the event at the request of management.
  3. Review all event plans and provide guidance to the Event Sponsor as to actions to be taken in order to ensure the event complies with safety standards, policy directives and regulatory requirements.
  4. Review and provide comment on ARC Form 847. Important Note: the event cannot proceed without ARC Form 847 being filled out by the Event Sponsor and reviewed by Safety, Health and Medical Services Division.
  5. Provide safety briefings to event workers (including volunteers).
  6. Complete the Event Safety Checklist.
  7. Report unsafe acts and/or conditions to the event sponsor and/or point of contact at the event.

22.1.3 Employees

  1. Any employee providing a tour of any NASA ARC facility or operation shall review the following information with visitors:
  1. Emergency Procedures.
  2. Fire Alarms.
  3. How to use the NASA 911 system required for the tour.
  4. Identified hazards (i.e.: uneven waking surfaces, low head clearances, noise, dust).
  5. Personal protective equipment (PPE)i.e.: eye protection, hearing protection, special footwear, etc. to use, if required.

22.1.4 Tour Guide(s)

  1. The tour guide(s) shall notify and coordinate plans with the Ames supervisor in advance of any tour, as well as ensure that visitors use assigned PPE, if required.

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22.1.5 Event Vendors Shall:

  1. Ensure code of safe practices is developed. See Appendix A
  2. Safety Plan is developed and submitted to the Safety, Health and Medical Services Division. See Appendix A
  3. Develop and submit an Activity Hazard Analysis (AHA) when required. See Appendix A
  4. Provide a competent person to oversee those activities that require such a level of expertise.
  5. Ensure compliance with applicable OSHA regulation and Ames Procedural Requirement 8715.1 Chapter 27 Construction Safety pertaining to construction and break-down of the event.

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22.2 Event Safety

  1. In addition to tours, Ames Research Center sponsors meetings, open houses, conferences, and other events. Additional steps are required to ensure the safety of these groups. Therefore, safety plans are required for submission to the Safety, Health and Medical Services Division by sponsors of these events, which would include the following items at a minimum:
  1. Crowd control, including public address systems which can project messages in emergencies.
  2. Restrictions on animals or pets at events.
  3. Group meetings in large tents specifically erected for these meetings.
  4. Documentation of training provided to all workers that demonstrates adequate knowledge about performing the required tasks without endangering themselves and protecting the public.
  5. Documentation that tour guides have provided training to all visitors to the event in order for them to tour or participate in the respective venue activity without exposing them to identified hazards.
  6. Documentation of sanitary preparation and distribution is required if food is being sold at the event, particularly by outside vendors.
  7. Documentation that ample waste containers are readily available to participants and emptied or removed daily.
  8. Plans to ensure adequate drinking water for the attendees depending upon the time of year and the weather.
  9. Reasonable provisions for bathroom facilities based upon the number of attendees. If the event continues beyond the first day, provisions are to address maintenance of the bathroom facilities including adequate hand washing equipment required for food vendors.
  10. Adequate medical responses to meet the needs and size of the event. This medical response can include ARC Health Unit Staff and Fire Department Emergency Medical Technicians, but may also require additional support. . See Appendix B
  11. The availability of portable fire extinguishers and trained responders to use them.
  12. Fencing to protect or restrict attendees.
  13. Formal communication line, that is, land line (telephone), cell phones or other approved means of communication will be established to ensure timely notifications in the event of emergencies.
  14. If the use of mobile cranes or lifting devices is planned, activities must be in compliance with applicable OSHA, NASA requirements (inclusive of NCCCO).

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Appendix A: Definitions & Acronyms

AHA: Activity Hazard Analysis: Defines the activities being performed and identifies the work sequences, the specific anticipated hazards, site conditions, equipment, materials and the control measures to be implemented to eliminate or reduce each hazard to an acceptable level of risk. The AHA is similar to a Job Hazard Analysis however it is based on activities. See for more information.

Break-down: Any operation that involves the intentional removal of any load-supporting structural member...e.g.: dismantling of tents, seating, viewing platforms, stages, speaker platforms, lighting towers, video displays, bleachers, fencing, signage (directional and other), etc. Also refers to the separation of a structure from its foundation prior to relocation.

Code of Safe Practices: This is a document required by CAL/OSHA as part of the employer's Injury and Illness Prevention Program (IIPP). It is a set of work site rules that stipulate how to perform job duties safely and to keep the work site safe. The following are selected requirements: The employer shall develop and adopt a written Code of Safe Practices specific to the employer's operations. Title 8 CCR Chapter 4, 1509(b) It shall be posted at each job site office or be readily available at the job site. 1509(c) Workers, when first hired, shall be directed to read the Code of Safe Practices. 1510(a) The code shall contain language pertinent to the relevant parts of the operation that would affect the employee's safety.

Competent Person: An individual who is capable of identifying existing and predictable hazards in the surroundings or working conditions that are unsanitary, hazardous, or dangerous to employees, and who has authorization to take prompt corrective measures to eliminate them [29 CFR 1926.32(f)]. By way of training and/or experience, a competent person is knowledgeable of applicable standards, is capable of identifying workplace hazards relating to the specific operation, and has the authority to correct them. Some standards add additional specific requirements that shall be met by the competent person.

Construction Work: Construction work, as defined by OSHA is any construction, alteration, and/or repair, including painting and decorating of a structure. (29 CFR 1910.12(b)). In order for work to be construction work, the employer need not itself be a construction company. Further, construction work is not limited to new construction; it may include the repair of existing facilities. The replacement of structures and their components is also considered construction work (See OSHA Standard Interpretation 08/11/94 Construction vs. Maintenance).

Controlling Authority: Refers to an individual or group who has been assigned the authority and responsibility to serve as a public event (or tour) sponsor.

NASA Ames Fire Department: The onsite fire department that provides first responder support in case of fire or related emergencies. The fire department supports fire-related emergencies at construction sites and hot work concerns.

NCCCO: National Commission for the Certification of Crane Operators. A non-profit organization whose mission is to develop effective performance standards for safe crane operation to assist all segments of general industry and construction.

Personal Protective Equipment (PPE): The use of personal protective equipment (PPE) is required to reduce personnel exposure to hazards when engineering and administrative controls are not feasible or effective in reducing these exposures to acceptable levels. The Event Sponsor – working in conjunction with the Safety, Health and Medical Services Division – is required to determine if PPE should be used to protect event personnel and/or visitors.

Repair: Facility work required to restore a facility or component thereof, including collateral equipment, to a condition substantially equivalent to its originally intended and designed capacity, efficiency, or capability. It includes the substantially equivalent replacement of utility systems and collateral equipment necessitated by incipient or actual breakdown. Repair work is considered construction work.

Safety Plan: A written document that describes the process for identifying the physical and health hazards that could harm workers, procedures to prevent accidents, and steps to take when accidents occur. The written safety plan is a blueprint for keeping workers safe. See for more information.

Unsafe Act/Condition: A hazardous act or condition that poses or has the potential to pose a risk to the health and safety of personnel or the public, and/or damaging to equipment, machinery, or the environment.

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Appendix B: Event Safety Requirements Summary

Appendix B: Event Safety Requirements Summary

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Appendix C: Form 847

Appendix C Form 847

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Appendix D: Event Safety Inspection Checklist

Appendix D: Event Safety Inspection Checklist

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