University of California, Riverside

Police Department

Special Events Matrix

Special Events Safety

The University of California Police Department recognizes the rights of individuals to engage in constitutionally protected free speech and public assembly. The University of California Police Department also recognizes its responsibility to protect the rights of persons who choose to engage in such activity in reasonable manner. However, when the activity infringes on the rights and safety of others, the activity loses constitutional protection and may become a violation of law or university policy.

UCPD is one of the departments that must be involved in the pre-planning and research of all major special events held on the University campus. The reasons for detailed planning are:

  • To provide a safe and secure environment
  • To prevent crime
  • To maintain order
  • To protect persons and property
  • To respond to and implement emergency services when required.
  • To prepare for and request necessary emergency and non-emergency services.
  • To determine the best methods for achieving these goals in a cost effective manner.

Special Events Risk Factors

The following risk factors often influence the staffing levels indicated on the matrix guide. These factors will be discussed with event organizers with the goals of (1) reducing risk and (2) making the event successful.

The Police Department looks at special events at three different risk levels. Those levels are identified as low, medium and high. Each event has factors attached that may increase or decrease the risk level which affect staffing.

Factors that increase risk levels for any event Factors that may decrease risk levels for any event
  • The need for personal protection for speakers, performers or guests
  • Guest(s) will be on campus at multiple locations
  • Off-campus advertising (non-UCR guests)
  • Cash protection/deliveries
  • Anticipation of large ticket sales (or oversell)
  • Night time event
  • Outdoor venue
  • Live/ amplified entertainment
  • Multiple events on the same day
  • Venues with multiple entrances
  • Traffic control needs
  • Sales of alcoholic beverages
  • Lack of timely notification to UCPD, EH&S, Risk Management, etc. (less than 3 weeks)
  • Other factors determined by UCPD, EH&S & UC Risk Manager
  • Guest(s) will be on campus at one general location
  • Events limited to UCR students, faculty and/or staff
  • Competing event elsewhere will affect attendance
  • Patrons are screened for weapons at the entrance
  • Prior events of similar nature with no history of safety problems or required police actions
  • Day time event
  • Indoor Venue
  • Shorter duration of event
  • Historically poor ticket sales
  • Student Affairs oversight and presence at student events
  • Formal or semi-formal events
  • Other factors determined by UCPD, EH&S & UC Risk Manager

Guidelines for Event Sponsors:

  • Have you given enough notification to UCPD, EH&S and Scheduling Department regarding your event (3 weeks)?
  • Will the event impact classes, other events, campus/city traffic or surrounding community in anyway?
  • What special safety considerations should be taken for day versus night time events?
  • How will the size of the crowd that gathers before and after the event impact our community?
  • How will potential complaints regarding noise, litter, parking and loitering be mitigated?
  • Does the event have proper insurance/liability coverage?
  • What if it rains?
  • Can medical or emergency personnel get into the venue without complications?
  • What is the maximum capacity of the venue?
  • What potential threats need to be shared with UCPD?

Special Event Staffing Matrix

The Police Department Staffing Matrix is a guideline to assist the planner in reasonably predicting the staffing levels necessary for their event. The number of the personnel assigned may vary as dictated by the nature of the particular event, or as calculated to be necessary by the Police Department, EH&S and UC Risk Manager and those responsible for the event. Ultimately, the decision of the Police Department regarding its deployment will prevail. Campus Policy #850-45

Low Risk   -   Medium Risk   -   High Risk
Estimate # of Attendance 0-100 101-200 201-500 501-1000 1001-2000 2001-3000 3000+
Invited guest/speakers 2 officers 2 officers 3 officers 3 officers
1 Sergeant
4 officers
1 Sergeant
6 officers
1 Sergeant
for each 500 attendees 2 additional officers
Fairs/Festivals 0 0 2 officers 3 officers
1 Sergeant
5 officers
1 sergeant
8 private security
6 officers
1 sergeant
10 private security

for each 500 attendees 2 additional officers

Dances 0 2 private security 2 officers 2 officers
2 private security
5 officers
1 sergeant
4 private security
6 officers
1 sergeant
6 private security
for each 500 attendees 2 additional officers
Live Concerts 0 2 private security 2 officers
4 private security
3 officers
1 sergeant
6 private security
5 officers
1 sergeant
8 private security
8 officers
2 sergeant
10 private security
for each 500 attendees 2 additional officers
Dignitary visitors, Commencements, Highlander Sports, Film Shoots, Regents Meetings  To be determined by UC Police Department

Pre-Event Planning

Thorough research and planning substantially reduces unsafe conditions and unnecessary expenditures. Special event security is provided by utilizing UCPD police officers and/or security guards specifically assigned to the event. This occurs when the event requires services beyond the capabilities of the normal police patrol shift. Typical events requiring this service are athletic events, concerts, large dances/parties or other events with potential significant community impact (crowds, parking control, noise complaints, etc). Please note that security guards must be unarmed security guard services contracted with UCR Purchasing Department and verification of the assigned staffing for the event.

UCPD will assist special event organizers plan their event. Dial 951-827-5222 and ask to speak to the Sergeant or Lieutenant in charge of coordinating police services for special events. UCPD will base the need for security/police by employing the special events risk factors and staff matrix. For this reason, it is critical for event organizers to disclose all known risk factors to UCPD during the planning stage of the event. Negligent or intentional omission/disclosure of information that negatively impacts safety will result in re-calculation of increased security cost necessary to protect life/property.

Special Event Related Resources

Please note that special event organizers must coordinate with following departments to ensure the event is planed and covered for safety, security, liability, availability, parking, facility and approval:

  • University Police Department
  • Insurance/Business Agreement Analyst
  • Environmental Health & Safety /Fire Marshal
  • Non-Academic Scheduling
  • Transportation & Parking Services
  • Physical Plant
  • Appropriate department head for approval

Please remember that safety is everyone’s responsibility!

Revised 05/13/09

More Information

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

UCR LibrariesCampus Status
Career OpportunitiesDiversity
Visit UCRMaps and Directions

Department Information

Police Department
3500 Canyon Crest Drive

Emergency (Police, Fire, Medical): 911
Tel: (951) 827-5222
Fax: (951) 683-1639

This email account is not monitored 24 hours a day. If you have a need for police assistance please call 911 or
(951) 827-5222.