Crowd managers are required when the number of attendees exceeds a certain threshold.  The number of crowd managers needed is based on the size and nature of the event. During pre-event planning, an event coordinator will determine the number of crowd managers that are needed to support the event.  

New York State Fire Code 403 requires crowd managers at events involving a gathering of more than 500 people. One trained crowd manager is required for every 250 people that attend the event.  

It is recommended that trained crowd managers be assigned to any campus event with over 250 attendees. Add one additional crowd manager for each additional 250 attendees. 

Certain situations do not require a crowd manager: 

• Regularly scheduled classes do not require crowd managers.
• Crowd managers are not required for outdoor events with fewer than 1,000 attendees. However, it is recommended that trained crowd managers be assigned to any campus event with over 250 attendees. 

• Pre-Event Planning: Pre-planning ensures a safe event. Review duties, event logistics, and any special permit requirements with the event coordinator. Venue capacity must be verified to avoid exceeding limits. Review the Building Emergency Action Plan for the venue location.
• Inspection of the Event Venue: Arrive at the venue in advance of the event to complete a walkthrough and inspection of the event venue before attendees arrive using the Crowd Manager Inspection Checklist.
• During the Event: Ensure an announcement is made at the start of the event to notify the occupants of the location of the exits to be used in the event of a fire or other emergency, keep egress routes clear, prevent overcrowding, and respond appropriately to any emergencies that occur during the event.
• Post-Event: After the event is over, walk through the event venue and complete any assigned closing tasks. 

Crowd Manager training is required for all individuals who will serve as a crowd manager during campus events. The crowd manager can be an employee, student or event coordinator who receives training to serve in this role. 

Online Crowd Manager Training is available in the ‘optional tray’ of Percipio's compliance training section. Follow the instructions for Accessing Required Modules in Percipio. The course name is Crowd Manager Training. 

In the course, you'll be introduced to key definitions, why a crowd manager is required and when they are needed, duties and responsibilities, and responding to emergencies to support safe campus events.  

Once the course is completed it will no longer appear in your optional tray. However, the course can be retaken at any time by going to your training history.

As a crowd manager, you will need to arrive at the venue in advance of the event to complete a walkthrough and inspection of the event venue before attendees arrive. Be sure to leave adequate time to fully complete the inspection and address any issues that you may identify during the inspection.

The Crowd Manager Inspection Checklist should be used to ensure that all necessary items are inspected prior to the event.  

Building Emergency Action Plans (BEAPs)
A key resource to review before the event is the Building Emergency Action Plan (BEAP) for the venue location. The BEAP outlines key procedures, including evacuation routes, communication protocols, and roles and responsibilities during an emergency.   

Review the BEAP for the event space in detail and discuss potential emergency scenarios with the event coordinator to ensure you are prepared to assist in directing a crowd during an emergency.  

Information and links to BEAPs are available on the Department of Public Safety's Emergency Management webpage. The BEAPs are separated into different sections within RPI's Emergency Action Plan. Most of the event venues on campus will be found in either the Academic and Administrative section or the Athletics section. 

RPI Alert Emergency Notification System (RPI Alert)
As a crowd manager, you should be registered for RPI Alert which provides rapid notification and instruction to students, faculty, staff and others in the event of an in-progress crisis or emergency that is taking place either on campus or within the immediate area. 

Visit RPI Alert for more information and instructions for updating your contact information.  

Each crowd manager should program the RPI Department of Public Safety’s emergency contact number, 518-276-6611, into their mobile phone. This is an important step to be prepared in the case you need to contact Public Safety for assistance before or during the event.