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Event Permit Procedure

Caltech campus Special Event Permit Request Guidelines
Overview:  The California Fire Code and Title 14.28.010 of the Pasadena Municipal Code applies to activities on the campus and is enforced by the Pasadena Fire Department.  Some events on campus will require an event permit.  It is the responsibility of event planners and coordinators to obtain a permit for their event.

Note: This permit is the City of Pasadena's requirement and is an additional step on top of any AiM Customer Portal event request you may need to make. The AiM request will create the needed work orders for any campus staff (Janitorial for set up or clean up, irrigation turned off ahead of time, assistance with electrical needs during event, etc.). The permit is to make sure that events are code compliant, safe, maintain required egress and safety pathways in and around the surrounding buildings to your event.


Requirements:  The list below are criteria that make an Event Permits required.

  • Place of Assembly (Event) with attendance over 49 people
  • Open Flame Cooking, Candles, Sterno Chafing Fuel Cans, and BBQ’s, Use of Propane
  • Fire extinguishers can be requested from Campus Facilities Environment, Health & Safety (EH&S) at ext. 6727 as needed.
  • Carnivals and Fairs
  • Tents over 400 sq. ft. OR Canopies over 700 sq. ft.
  • Any Caltech event with over 500 people will need EMT trained staff present (contact Security {on campus extension 5000} for information).


Procedure: 

  • The Special Event Questionnaire needs to be submitted to the Pasadena Fire Department a minimum of two weeks in advance of the event date. Special Event Questionnaire can be found at: Permit Application Form
  • Rules and info - City of Pasadena - Special Events & Temporary Tents, Rules & Permit
  • The Questionnaire is a request for a permit and must include the Plan Information Requirements described below.
  • The Facilities Department is available to assist in the preparation and submission of required documents. For assistance, please contact the following:
    • Michael Uvaney, Permit Technician at Ext, 4741 email: muvaney@caltech.edu
    • Reel "Riley" Hough IV, Senior Campus Inspector, Deputy Fire Marshall (Construction/Building) at Ext. 1747 email: rhoughiv@caltech.edu

  • Campus Inspector will conduct pre-inspection of the Event set up for compliance with Fire and City ordinance requirements.
  • A copy of approved permits issued should be emailed to requestor of event and subsequently distributed to Campus Permit Technician and/or Campus Inspector.
  • It is the Event Planner/Coordinator's responsibility to submit the permit fee payment directly to the City. Payments are by E-Pay or Mail.
  • Submit completed Questionnaires to:
    Fire Prevention Division Pasadena Fire Department
    175 N. Garfield Ave. Pasadena, CA 91109
    Office: (626) 744-4655             FAX: (626) 396-8696
  • Currently, Also excepted by email if sent to Pasadena Fire Inspector Ken Kraus at email: kkraus@cityofpasadena.net;  Office Phone: (626) 744-7049; Mobile: (626) 246-6150  

Plan Information Requirements (Plan can be provided by Campus Permit Technician, if contacted ahead of event)

Plans should include the following:

  1. Plans are dated and titled.
  2. Plans need to identify and/or be oriented to north.
  3. Plans shall contain a comprehensive legend of symbols used.
  4. Plans shall be to scale or have pertinent dimensions clearly identified.
  5. Plans for large outdoor events shall contain an approved number/letter grid.
  6. Plans shall be an approved size that facilitates the depiction of required details.
  7. Digital versions of plans shall be provided as PDF files.

 Plans shall clearly identify existing topographical features

  1. Street Names and Widths.
  2. Directional Traffic Information.
  3. Building Names.
  4. Building Access and Egress Openings.
  5. Notable Fixed Features/Elements e.g., fountains, stairs, fences, walls.
  6. Fire Hydrants and Fire Department Connections.
  7. Fire Protection Equipment.
  8. Surface Deviations e.g., grass, concrete, walkways, driveways.

Plans shall clearly identify the following event elements:

  1. Event date and times.
  2. Fire Lanes (with dimensions and identifying the presence of walls).
  3. Tents (with dimensions & wall locations). Booths (with dimensions & spacing) Bouncers, Jumpers & Games
  4. Seating Areas (tables and/or chairs) including aisle widths and spacing.
  5. Cooking Areas (type of appliance and fuel). Propane Use & Storage.
  6. Fire Extinguisher – locations and type.
  7. Vehicles, Generators and Distribution Equipment.
  8. Stages. Restrooms. Refuse Containers.
  9. Barricades, Fences, Barriers, Gates, Including Exits and Openings.