Santa Clara University is committed to ensuring that all campus events—regardless of size—are planned and executed with safety in mind.
Event organizers play a key role in identifying risks, coordinating resources, and ensuring that attendees, staff, and responders understand what to do in an emergency.
Plan Your Event
- Submit your event through 25Live
- Identify any safety, logistical, or operational needs early
- Campus partners will coordinate as needed
When planning your event, consider:
- Who needs to be notified (CSS, Facilities, etc.)?
- What are the biggest risks (crowd, weather, alcohol, etc.)?
- What emergency actions may be needed (evacuation, shelter-in-place)?
- What resources are required (security, EMS, traffic control)?
- How will communication occur during an incident?
Campus Safety is a shared responsibility. The following teams may support your event:
- Campus Safety Services (CSS) – emergency response, security planning
- Emergency Planning – risk assessment, planning support
- Facilities – setup, barriers, utilities
- Access Office / Housing – building access coordination
- Risk Management – insurance and liability considerations
Emergency Preparedness for Events
- Know how to call 911 and CSS Emergency (408-554-4444)
- Identify nearest exits and assembly areas
- Brief staff/volunteers on emergency procedures
- Monitor weather and situational risks
- Follow instructions from emergency personnel
Crowd Management & Large Event Considerations
For events with moderate to large attendance, organizers should consider how crowds will move, gather, and behave throughout the event—not just total attendance.
Particular attention should be given to areas where congestion or bottlenecks may occur.
Key considerations include:
- Entry and exit points (Are they sufficient and clearly marked?)
- Crowd flow (Where will people gather, queue, or stop?)
- High-density areas (Food, stages, check-in, etc.)
- Staffing and monitoring (Who is observing and managing crowd behavior?)
- Emergency access (Can responders get in and out easily?)
Non-affiliates attending the event can temporarily subscribe to SCU Bronco Alert by texting "SCUEVENTS" to 226787 (CAMPUS).
Guests may also download, or bookmark the Event Emergency Resources for reference prior to campus arrival.
University Bag Policy
Security Screening & Entry Procedures
For certain on-campus events, attendees may be subject to security screening upon entry. Screening methods may include the use of metal-detecting wands or similar devices and may apply to students, staff, faculty, volunteers, guests, and vendors.
Participation in screening is voluntary; however, individuals who decline screening may be denied entry.
Santa Clara University follows a clear bag policy for applicable events. Guests may bring one clear bag (either a one-gallon Ziploc-style bag or a clear bag not exceeding 12" x 6" x 12"), along with a small clutch for personal items.
Larger bags, including backpacks and purses, are not permitted. Exceptions may be made at the discretion of event organizers for items such as diaper bags or camera equipment, which remain subject to inspection.
