Fire Circle Policy and Usage Guidelines

Fire Circle Policy and Usage Guidelines

Policy Purpose: The purpose of this policy is to help event sponsors establish the minimum requirements necessary to create a safe environment and reasonable level of property protection from the hazards of fire, explosion, or other dangerous conditions in all facilities, structures, or grounds owned or operated by Widener University. The University is committed to providing its students, staff, faculty, and guests with a safe environment to learn, live and work.

This policy is subject to change with the introduction of additional guidance from local, state, and federal authorities, or directives from the senior leadership of Widener University, and may be modified at any time.
GENERAL POLICY INFORMATION

Widener University will provide one designated area for fire circle events. The designated area is located next to the University Center Patio in the lawn area located on 14^th Street. University policy prohibits the facilitation of an “open burn” event in any other area of campus or the surrounding neighborhood.

Primary responsibility for the operation of the fire circle and the safety of all event participants shall remain with the sponsoring student organization, administrative department, or academic unit. All requests for use of the Fire Circle facilities are subject to review by the Department of Campus Safety and the Operations Department.

Fire circle events are limited to August 1 – December 1 in the fall semester and Mid-January – May 30 in the spring semester. Additional consideration will be given to proposed events scheduled for the summer months. To allow for ample planning, all fire circle event requests must be submitted at least 14 days prior to the event.
PROCESS FOR HOSTING A FIRE CIRCLE EVENT

1. All fire circle events must be reserved through the Office of University Center Administration by submitting an online Event Approval Form. To access the form, please visit MyWidener and search “Event Approval Form” or “Student Organization Resource Center” and select the Forms and Resources menu.
2. All fire circle event requests must be submitted at least 14 days prior to the date of the event to allow ample planning time and additional review by the Department of Campus Safety and the Operations Department.
3. Once the form has been received, an event safety meeting will be held a minimum of 10 days prior to the event between the event planner and the Director of the University Center Administration to review the fire circle event requirements and to ensure the group is prepared to safely host the event.
4. Upon a successful safety review meeting, the fire circle event request will be approved. After approval, the fire circle facility will be reserved, and all administrative departments involved will be notified – including the Department of Campus Safety and the Operations Department.
5. Requests for additional tables, chairs, trash cans, or other equipment must be submitted at the time of submitting the event request through the online Event Approval Form.
6. At the appointed time, the Office of University Center Administration will provide the appropriate event materials including a pair of safety goggles, gloves, a starter log, an igniter, a small bundle of wood, a fire rake or shovel, a fire extinguisher, and (2) five-gallon buckets for water to extinguish the flames.

FIRE CIRCLE FACILITY REQUIREMENTS

• The Fire Circle facility located in the University Center Lawn on 14^th Street is the only designated space on campus that University community members are permitted to host a fire on campus.
• A fire is not permitted to burn longer than (3) three hours from the time it is lit, and must burn between the approved times of 6:00 p.m. – 11:00 p.m. All fires must be extinguished by 11:00 p.m.
• A designated employee or organization advisor must be present at the start of the event and at the conclusion of the event to monitor safety and proper procedures to extinguish the fire.
• All participants involved in the construction of the fire must wear the appropriate personal protective equipment, and wear close-toe shoes with substantial soles.
• Prior to lighting the fire, the event host must have all fire circle event supplies on site – including a starter log, an igniter, a small bundle of wood, a fire rake or shovel, a fire extinguisher, and (2) five-gallon buckets of water.
• Direct access to a water source and hose must be available for all fire circle events. A water hose is available on the side of the main entrance of the University Center (closest to the gravel path).
• Other than a starter log, no additional accelerants, or other flammable materials are permitted to start or maintain the fire in the fire circle. Accelerants can include gasoline, charcoal lighter fluid, or other fuel sources. Fireworks are prohibited on campus and may not be used.
• The height of the fire must not exceed (2) two feet and must be contained within the fire circle area.
• Prevailing winds must not exceed 10 miles per hour for at least 30 minutes before the fire is lit or for any duration of the event or the event must be postponed for the safety of all participants.
• Food items cannot be prepared directly on the griddle of the Fire Circle area.
• All forms of alcohol are prohibited and not permitted in the Fire Circle area.
• All areas in and around the Fire Circle area must be thoroughly cleaned at the conclusion of the event.

EXTINGUISING THE FIRE AND EVENT CLEAN UP

• The responsible party should prepare to extinguish the fire at least 30 minutes before the conclusion of the event to ensure that the fire is completely out before departing the fire circle area.
• Using a shovel, spread the embers around as much as possible within the fire pit area to increase airflow around the remaining embers and prevent reignition.
• Using the water buckets provided, douse the fire pit area slowly with water. Please avoid contact with the steam that will be generated from the water hitting the hottest parts of the fire.
• Using the shovel, stir or spread all remaining embers a second time, and then douse the area a second time with the remaining water bucket. Repeat this process until all embers are extinguished and the area is cold.
• Charred ash and debris should be placed in the designated receptacle.
• At the conclusion of the event, the Department of Campus Safety should be notified by calling (610) 499-4200, and all equipment should be returned to the Office of University Center Administration.