Marshalling Training (II)

This article covers the following topics:

Marshal Training: Step-by-Step


At least one week before the event you must carry out the following tasks:

  1. Book a marshaling pack by emailing, or by visiting the Student Activities Centre in person.
  2. Pass the “Marshaling an Event” Training Quiz.
  3. Confirm with the event's organiser the agreed setup of the space in which the event is taking place. If the space is being used in a different configuration to its usual format, then a floor plan will have to be agreed between the event organiser and the College Fire Office
  4. Make sure you are aware of the capacity for the event, this will have been agreed between the event organiser and whoever manages the space.
  5. If any non-Imperial people are speaking at an event they will need to have been preapproved by College Security. Security (in rare circumstances) may impose certain restrictions on an event with a non-Imperial speaker present. Make sure you are aware of whether any non-Imperial people are speaking, and whether security has imposed any restrictions on the event.

Note: If haze, smoke machines, pyrotechnics, or naked flames (including candles, BBQs, or small indoor fireworks) are in use there must be a hot works permit for the event issued by the College Fire Office, without one the event can and will be stopped from going ahead.

Event Setup

In the process of setting up an event you must carry about the following tasks:

  1. Collect your pre-booked marshaling pack from the Student Activities Centre – it is open between 10:00 and 18:00 Monday-Friday
  2. Arrive at least one hour before the event begins.
  3. Familiarise yourself with all fire escape routes in the venue and be aware of how you will evacuate the space should there be a fire.
  4. Familiarise yourself with the emergency procedure sheet.
  5. Ensure only permitted pyrotechnics, haze and naked flames will be in use, and double check that a Hot Works Permit is in place for the event.
  6. Ensure no untreated flammable materials are present near anything mentioned under point 5 e.g. fabric, cardboard etc. These must be removed if they have not been treated with flame retardant spray
  7. Ensure all fire exits and escape routes are clear of any debris, equipment or rubbish.
  8. Ensure that all loose cables are taped down to the floor and run around door frames and not through them.
  9. Ensure that the setup of the space is as agreed with the Fire Office and that the seating complies with the standard seating requirements.

During the Event

During the event you must be identifiable to show that you are a marshal. The high visibility jackets provided in marshaling packs are one way to do this. The following tasks must be carried out during the course of the event:

  1. Assist the event organisers in checking the tickets of attendees to the event. You should ascertain which attendees are Imperial students and staff, and which are not. 
  2. You must ensure capacities are not exceeded. This will usually be done by controlling all entrances and exits, counting the number of attendees going in or out. Clickers are provided in the marshaling pack to help with this. Keep a record of this number, especially if there are multiple entrances. Nominate one person to keep a total amount of the current attendees.
  3. Give a short announcement at a suitable time regarding exit locations in case of emergency, highlight who should exit by which route if appropriate
  4. Disallow any obstructions to be placed in aisles or gangways, and remove them if they appear during an event.
  5. Prevent the build-up of combustible materials under seats or in other locations in the venue.
  6. Prevent smoking.
  7. Prevent disorder, including but not limited to the drinking of alcohol, standing on seats, etc.

After the Event

After the event has concluded and all the participants have left you must ensure the following things are done:

  1. You should ensure that any monies collected during the event are deposited in the Union for safe overnight storage, they should be given in person to the staff at the bar in the Union Building in a sealed bag. They will ask you to sign a register to say they have been placed in the safe. If anyone asks you to follow any other procedure refuse, and report this to the Deputy President (Clubs & Societies).
  2. You should ensure the space you have used is returned to its original configuration.
  3. You should ensure that all waste is removed, especially from fire exits, aisles, or gangways.
  4. If necessary inform Security that the room should be locked once you have left, by visiting them in the Control Room on level 2 of the Sherfield Building.
  5. Take a photo to prove the room was left in an appropriate state. Make sure this photo is kept for at least 21 days.
  6. Return the marshaling pack to the Student Activities Centre on the next working day.

Remember, you are responsible for the safety of everyone at the event and will be held responsible for all breaches under both the College and the Union disciplinary proceedings.

Temporary Seating

There are special requirements for events that use temporary (non-fixed) seating.

Events with less than 250 temporary seats

Number of Escape AislesSeats in a RowGap Size
17350 mm
214350 mm
111 (max.)450 mm
222 (max.)450 mm

To increase the number of seats in a row the distance between rows of chairs should be increased by 25mm for each chair in a row with one escape aisle and for every pair of chairs in a row with two escape aisles.

Chairs must be linked together and fewer than four chairs are not permitted in any row.

Each gangway shall be 1.2m wide and shall have no obstructions at any time.

Events with more than 250 temporary seats

There are additional requirements for events where more than 250 temporary seats are being used. In this instance rows of chairs must be linked together with the use of floor bars. These floor bars must be no more than 25mm in height.

Emergency Procedures


If discovering a fire or smoke, operate the nearest fire alarm call point.

Direct people immediately to the designated fire exit escape route. Ensure any moving or potentially hazardous electrical equipment is switched off.

You should be last to leave the venue, but ensure you do not endanger yourself in any way.

Leave the building and do not re-enter. Await Security to attend, follow their instructions from this point on.

Public Disorder

Upon public disorder, imminent risk of damage to College property or a threat to event attendees:

  • On South Kensington Campus, call extension 4444 from an internal phone.
  • From any other campus or from a mobile call 020 7589 1000 and alert College Security.

Tell Security your current location and nature of the threat or risk, inform them if you think the emergency services will be required.

Attempt to persuade disruptive elements to leave the event location but do not place yourself in any danger or attempt to physically remove any disruptive elements.

Inform the audience of the situation and what actions to take. Ensure everyone remains calm. When College Security arrive follow their instructions.

Medical Emergency

Call 112 or 999 and request the relevant emergency services, either from a mobile phone or landline.

As soon as possible call 4444 (or 020 7589 1000) and alert College Security to the location and nature of the incident. They will be able to direct the emergency services once on-site and provide first aid equipment such as defibrillators before the emergency services arrive.

Call for assistance from first aid trained attendees and apply first aid within your training limitations.

Do NOT attempt anything you are not trained to do.

Attempt to gain a basic medical history if possible and record any actions you take and the time at which you carried them out.

Loading, please wait  

Report a problem