Event & Venue Policies
RESPECTING THE EVENT AND ITS ATTENDEES
A Guide to a Safe and Wonderful Experience
These regulations and guidelines for safety apply to all YOUtopia attendees. Please read carefully and understand that these policies are in place as safety precautions to guarantee the security, enjoyment, and participation of YOUtopian patrons.
The Safety Team
The Safety Team is made up of four teams, each with its own set of responsibilities. But we’re ALL here to keep YOUtopia as safe and enjoyable as possible so never hesitate to ask any of us for help. If someone else is better suited to the task at hand we’ll contact the right person.
RANGERS
Rangers are participants who volunteer a portion of their time at YOUtopia in service of the safety and well-being of the community. They can be identified by their khaki attire which will be labeled “RANGER”. Rangers are non-confrontational community mediators, providers of reliable information, facilitators of public safety (with the expectation that everybody read the back of their ticket, of course!), and navigators of the edge of chaos. Day or night, pairs of Rangers can be found walking through the Event, engaging with the community, enjoying the art, and they are always ready to help you sort things out. We love and respect what they do for us. Please be respectful in your interactions with them.
FIRE SAFETY
Fire Safety team makes sure that any use of fire, be it for performance, sculpture, cooking or heating, is done in a safe and considerate way. The Fire Safety team inspects and certifies (or not) IN ADVANCE all fire art and performances at the event, and are there to address any fire concerns you may have. If you plan to use fire in art or cooking, or have a generator or heat source of any kind at YOUtopia you must be familiar with the relevant policies which can be found here: Fire & Heat Source Policy, Fire Performance Policy, and Generator Policy.
MEDICAL & HARM REDUCTION
Professional and trained volunteer medical staff are available 24/7 during the Event. The team can deliver first aid, provide advice and save your life in an emergency! If you need medical attention and can safely get to Medical HQ please do so. In case of a medical emergency, or if you cannot safely get to Medical on your own, flag down a Ranger or Event staff with a radio or send someone to a Safety HQ and Medical will be dispatched to your location.
Alongside our Medical HQ, we have a professional crisis intervention team, which works collaboratively and are present to support Harm Reduction efforts in our community.
SECURITY
Our security staff is a professional team familiar with our Event and culture. They are here to help maintain the security of the landowner’s and Event’s property and to handle the often unpleasant task of ensuring that the Event is only populated by ticketed participants. They also have radios and can get the right folks dispatched to your location if you need safety services. Please be respectful in your interactions with them–they are here to help keep us safe.
Fire & Heat Source Policy
PLEASE READ this section. Then jump to the specific section you are interested in, whether it be cooking, performance, or generators.
It is imperative that all participants take fire risk seriously and use fire, heat sources and fuels with caution. Prevention is essential! The lives you save could be your own, your friend’s and your community’s.
All use of fire or heat sources (including fire art, propane fire pits, cook stoves and jet-boils, and heaters of any kind) at YOUtopia is subject to appropriate safety considerations including weather, wind strength and direction, and other environmental factors.
All participants using fire or heat sources MUST have adequate fire suppression equipment on hand and be present until their fire/heat source is extinguished and cold.
YOUtopia 2023 Fire Policy
YOUtopia 2023 will be held on privately owned property in the Jacumba Hot Springs area of San Diego County. The Event Area land is predominately dead or mowed grasses and surrounded by dense brush. To protect the land and YOUtopia participants, the following policy shall be in-place during the event:
- NO Effigy or Temple burn
- NO use of wood burning fire pits
- NO use of any type of ember creating fire device or pit
- NO use of any charcoal BBQs
- NO use of any spark creating devices (e.g.welding)
- Propane fire pits, BBQs and stoves are allowed but must be elevated from the ground and on mineral earth (cleared of all dead / dry grasses). A fire extinguisher should be nearby and visible. No device shall be left on and unattended.
- Generators or other heat producing devices must be on cleared mineral earth.
- All fuel containers must have secondary containment (a tub with the fuel container inside it) and must be at least 10 feet from any heat producing source.
- Fire spinning may be allowed in designated approved areas if appropriately cleared of all dead or dry grasses, wind is less than 10 mph and appropriate fire suppression equipment (Minimum fire extinguisher (ABC or water type), duvetyne cloth and a shovel). Please a person on the Fire Arts Safety Team (FAST) for approved performance areas.
- Flame effects art (propane, UL listed components and approved by Fire Art Safety (FAST) and, if required, by SDCoFD) is HIGHLY encouraged.
Fire Pit, Cook Stove & Heat Sources
YOUtopia 2023 event space is in a high fire risk area. Open fire pits are limited to UL approved, propane fire pits and BBQs / Stoves.
All fire pits and BBQs / stoves must be protected from tipping or falling (if necessary).
- NO use of wood burning fire-pits
- NO use of any type of ember creating fire device or pit
- NO use of any charcoal BBQs
- NO use of any spark creating devices (e.g.welding)
- Propane fire-pits, BBQs and stoves must be elevated from the ground and on mineral earth (cleared of all dead / dry grasses). A fire extinguisher should be nearby and visible. No device shall be left on and unattended.
USE COMMON SENSE. If the device or activity may create an unintended fire, please don’t do it.
If you have questions regarding use of certain products, please seek advice from our Fire Art Safety Team (FAST) or Emergency Services Fire Suppression Duty Chief.
Fire Art
Fire effects art (flame effects as part of a fixed sculpture, poofer, or art car) is highly encouraged at YOUtopia 2023.
All Flame Effects must be constructed in such a way as to meet or exceed applicable laws, codes and industry standards.
The National Fire Prevention Association (NFPA) publishes numerous codes and standards for the construction and use of LP-Gas systems, including:
- NFPA 54 – National Fuel Gas Code
- NFPA 58 – Liquefied Petroleum Gas Code
- NFPA 160 – Standard for the Use of Flame Effects Before an Audience
NFPA documents are available for viewing and purchase on the NFPA website and should be reviewed by all Flame Effects artists.
CONSTRUCTION OF FLAME EFFECTS
- All LP-Gas cylinders shall be designed, fabricated, tested, and marked in accordance with the regulations of the US Department of Transportation (DOT) or the ASME Boiler and Pressure Vessel Code.
- All LP-Gas cylinders must have an unexpired certification date stamp and be in good working order. Tanks in poor condition or out of date are a danger to fill and may cause injury to the fuel team, the artists, and/or participants.
- Each LP-Gas flame effect must have a single 1/4-turn shut-off valve as the primary emergency fuel shut-off. When closed, this valve must inhibit all fuel flow to the flame effect, regardless of how many LP-Gas cylinders are connected to the flame effect. This valve must be exposed and visible at all times and must be clearly marked as the emergency fuel shut-off.
- All components of the fuel system (fittings, piping, valves, connectors, etc.) must be designed and rated for both the type and pressure of fuel being used. The use of improper fittings can lead to leaks and failures in the fuel system resulting in fires and or injury. All components MUST have a UL certification for the type fuel type and pressure used.
- All LP-Gas metallic piping and fittings that will operate at a pressure greater than 125 psi shall be schedule 80 or heavier.
- All LP-Gas Hoses that will be operated in excess of 5 psi shall be designed for a working pressure of at least 350 psi and shall be continuously marked by the manufacturer to indicate its maximum operating pressure and compatibility with LP-Gas.
- Air or pneumatic line is not acceptable as fuel hose. LP-Gas degrades rubber hose not specifically designed for use with that fuel. This results in the hose cracking from the inside out, potentially leading to a catastrophic failure.
- Hose clamps are prohibited on LP-Gas hose at any pressure. All fuel hose connections shall be factory made or constructed with a crimped fitting specifically designed for that purpose. Hose clamps are well known for cutting and chafing fuel lines or coming loose, possibly leading to catastrophic failure.
- All metallic tubing joints shall use flare fittings. The use of compression fittings or lead soldered fittings are prohibited.
- Accumulators, surge tanks and other pressure vessels in the system shall be designed, manufactured, and tested in accordance with the ASME Boiler Pressure Vessel Code or the Department of Transportation (DOT) for the pressure of the gas in use.
- Any welding alteration of pressure vessels, or alteration or fabrication of other system components that hold pressure, must be performed by an American Society of Mechanical Engineers (ASME) certified welder, and must be stamped and certified as such.
- If the fuel supply pressure exceeds the maximum allowable operating pressure (MAOP) of an accumulator or other pressure vessel, a regulator shall be installed between the fuel supply and the pressure vessel to reduce the pressure below the pressure vessel’s MAOP. A pressure relief valve shall also be installed in the pressure vessel, with a start-to-leak setting at or below the MAOP and a rate of discharge that exceeds the maximum flow rate of the supply container.
- Fuel tanks for stationary flame effects must be protected from vehicle traffic and be well illuminated at night.
- Flame effects should be constructed and sited in such a way that the flame head and/or hot components are at least six inches from the playa surface, to prevent baking or scarring of the Playa.
- Any artwork, towers or other structures that incorporate flame effects should be secured from the wind and encircled with an appropriate safety perimeter to prevent injury to participants.
OPERATION OF FLAME EFFECTS
Flame Effect Operators
Flame effects operators and assistants must be 21 years of age or older and be trained in the use of fire extinguishers. Operators and assistants must wear fire resistant clothing while operating flame effects.
Personal Responsibility
No carelessness, negligence, or unsafe conditions with flame effects shall be tolerated. Do not drink, take drugs, or smoke when working with flame effects.
Safety Perimeter
An appropriate audience safety perimeter (and performer’s safety zone if applicable) shall be established well in advance of flame effects operation and must be approved by FAST. Because of the variety of artwork that incorporates flame effects, a member of FAST will help you determine the correct perimeter distance.
In any case, a 20′ zone around the flame effects must be kept free of all combustible or flammable materials, and nothing should overhang this zone.
Fueling
Only people familiar with the safety considerations and hazards involved are permitted to connect/disconnect LP-Gas tanks, or to do liquid fuel filling. Wearing personal safety gear (glasses, gloves, etc.) during liquid fuel filling is required.
Daily Safety Check
A daily safety check of all flame effect components and connections is mandatory before operation begins. Never start operation of a flame effect until the daily safety check is completed. If a safety hazard is identified either during the safety check or during operation, the Fire Safety Liaison must delay or halt operation until the hazard is corrected.
Operating Guidelines
Never light a flame effect until all performers, safety monitors and participants are in place and ready. Never operate a flame effect in such a way that it poses a danger to people or property.
Attending to Flame Effects
Flame effects must never be left unattended. The winds in the desert are highly variable and may create havoc in a poorly monitored installation. Any flame effect found running unattended will be shut down. Egregious and/or repeat offenses will result in the confiscation and/or disabling of the effect.
No Smoking or Open Flame
ABSOLUTELY no smoking or open flame within 10 feet any storage area where flammable liquids or fuel gases are stored. All fuel and flammables must be stored in approved containers which must remain closed except when filling or dispensing, or when connected to a system for use.
Material Safety Data Sheets
MSDS for any hazardous chemicals used in the construction or operation of the flame effect must be kept at the installation, so they are available to guide clean-up activities in case of a material spill, and to provide to emergency medical personnel in case of accidental exposure.
Fire Performance Policy
All recreational fire must be in the presence of the Fire Art Safety Team. Our location will migrate across several locations so come find the flames and join our flow! Approved spots will be near major intersections or close to Center Stage. No lighting up on your own!
For the Jacumba Hot Springs event site, only designated areas as shown on the Event Map are approved fire spinning / fire performance area. This assumes these areas are clear of all burnable materials down to mineral soil, AND has been reviewed and approved by both:
- Fire Art Safety (FAST) lead
- Fire Suppression Duty Chief or Emergency Services (ESD) Chief
NOTE: Please review the fire safety guidelines and if you have any questions about fire, fire rules, and/or requirements, please email fire@sdyoutopia.com and read our Fire & Heat Source Policy.
THE FOLLOWING GUIDELINES SHOULD BE FOLLOWED FOR ALL PERFORMANCES:
- Please JOIN us!
- Spinners must be sober and able to CONTROL their tools. Please respect our comfort level.
- All fire props must be INSPECTED before use. Free do-it-yourself community tool repair and supplies will be available.
- Do not bring fire spinning fuel to the location unless you wish to donate a metal UNOPENED Coleman white gas can.
- No magnesium powders, sparklers, or anything that emits or projects a SPARK.
- NEW spinners? If you want some extra advice or attention, let us know and we can help light your fire.
- ABC or water type extinguisher on-site
- Assigned safety person with duvetyne cloth and a shovel
CLOTHING & HAIR
- Tight fitting clothes made of natural, non-flammable materials (e.g. cotton, leather)
- Keep hair under control and avoid hair sprays and gels that could be an accelerant
FUELING STATION / SPIN-OFF AREA
- Maintain a separate, safe space for fueling and spin-off
- Fuel should be sealed when not in use
- Provide secondary containment around all fuels
Generator Policy
The Event does not provide power to participants or camps. However, you may use your personal generator if you follow the guidelines and safe practices.
Personal Generator
All generators should be in good working order and placed at least 10 feet from any enclosed space (e.g., tent, RV, etc) to avoid Carbon Monoxide (CO) build up and associated injuries / death. In addition, all generators should be at least 10 feet from any combustible material (e.g., fuel cans, brush, etc) and must be on mineral earth or elevated above the ground in a safe manner. A fire extinguisher MUST be in plain sight and easily accessible.
- All fuels must be stored and transported in appropriate certified (CARB/EPA/DOT/UL) fuel containers in good working order, free from defects or leaks, and (for propane tanks) within their certification date.
- All gas/diesel fuel containers, regardless of size, must be stored within “secondary containment” basins capable of holding 110% of the volume of the largest single fuel container stored within it.
- Fuel containers (even little ones) should not be filled more than 80% of capacity to allow for heat expansion. Do not fill past the maximum fill line marked on containers.
- No more than two 55-gallon fuel drums (or no more than a total of 110 gallons of fuel) may be stored in a camp.
- Any fuel spill in your camp should be reported to event staff immediately! They will advise you on remediation.
- A safety radius of 100 ft. must separate fuel storage areas between neighboring camps.
- A safety radius of 10 ft. must separate fuel storage areas from heat sources such as burn barrels, grills/stoves, running generators, RVs, trailers, tents, camp structures, and public areas.
- Within 10’ of your fuel storage, keep a fire extinguisher easily visible and accessible (a 40-B rate extinguisher is recommended)
- Fuel storage area must be kept away from where it can be struck by vehicles.
- Establish a safety perimeter around fuel storage areas using caution tape or equivalent.
- Storing fuel in the shade is recommended but if your fuel must be in the sun, make sure that it’s only filled to 80%
- Fuel should never be stored in a confined space, under or near a structure, vehicle, or living area, or close to sources of ignition.
How loud is your generator? Many generators are loud and if yours is, as a courtesy to yourself and your neighbors, please incorporate sound baffling in your generator plans. If this is your first time baffling a generator please remember to use fire retardant materials in the lining and allow enough breathing room to prevent your baffle from becoming tinder. A properly baffled generator can be placed wherever the Fire Safety team requires it without the noise keeping you, your campmates, or the neighbors from complaining.
Photo Consent Guidelines
THESE GUIDELINES AND EXPECTATIONS APPLY TO ALL PARTICIPANTS WITH A CAMERA, REGARDLESS OF BEING ON THE YOUTOPIA MEDIA TEAM OR NOT.
It is easy to get caught up in a moment and lose yourself in your composition, but it is important to remember that your subject deserves a say-so in whether or not they are captured. In candid moments, this isn’t always possible, but there is no reason you shouldn’t approach the person or group afterward and show them the photo you’ve taken, and get an ok from them! Photographers sometimes witness emotional moments, romantic connections, compromising / adult situations, and minors at play. These are all things that have to be considered with very special care. If capturing an emotional / romantic / compromising moment, please attempt to get an ok on the photo, while respecting the moment and the privacy of the subjects.
Please respect the rights of others to do what they want without the fear of their image being used in a manner that might embarrass or injure them in any way. The following guidelines should be followed.
- You have the right to express yourself and create art as a photographer, videographer, and/or audio artist.
- Unless you have prior written permission from the San Diego Collaborative Arts Project, you may only use photos, videos, or audio obtained at the event
for personal use. - You are responsible for respecting the participants you wish to record and seeking their permission before photographing or filming them. If you are asked to stop filming, you must do so immediately. You have the responsibility not to interfere with the immediate experience of other participants.
- Do not photograph minors without the permission of their parent or guardian.
- When uploading photos to social media or personal websites, make every effort to get explicit consent from your subjects and refrain from tagging people (i.e. allow your subjects to tag themselves).
- When in doubt, exercise discretion and refrain from posting photos of people that they would conceivably not want an employer to view – unless you have their explicit consent to do so.
Things to Remember as a Participant
- If at any time you are uncomfortable with someone photographing you, you have the right to ask them to stop and delete the photo. If they do not, find someone with a radio and alert our staff.
- Some camps have been designated as “No Photo” zones. Be respectful of these boundaries or you will be asked to leave.
- YOUtopia Media Team will be clearly identified with a tag letting you know who they are. Unless you see this tag, they are not part of our team. The photos taken by our team members will be gathered into a collaborative gallery after the event and shared with the community. We will have a separate gallery for members of the community to post their shots of the event!
- Be aware that there are many folks who bring cameras on-site who are not members of our YOUtopia Media Team, and they may capture your image or record you.
Harm Reduction
PLEASE BE ADVISED
ALL LOCAL STATE AND FEDERAL LAWS APPLY at YOUtopia and may be enforced by law enforcement officers at the Event. Responsible alcohol use is permitted for adults 21 and older. USE OR POSSESSION OF ILLEGAL DRUGS MAY RESULT IN ARREST. Drugs, whether legal or illegal, can be dangerous on their own, and, like any city, YOUtopia is not immune from the dangers of intentional and unintentional assault involving drugs and alcohol. Given these realities, YOUtopia and its partners in health and safety, including law enforcement, believe in the importance of harm reduction when it comes to drugs and alcohol at our Event.
AVOIDING THE DANGERS
The highest priority of harm reduction is to mitigate the dangers of assault or accidental overdose. Even doses of drugs that are not physically dangerous, including legal prescriptions, can be psychologically harmful or overwhelming if taken unknowingly. Here are some important points to remember:
- Bring your own water wherever you go.
- If you feel yourself becoming ill, tell a friend what you’ve taken so they can share that information with medical personnel.
- If you don’t know what’s in something, it’s best not to drink or eat it.
- Remember that we live in a world where intentional dosing with intent to assault — sometimes referred to as “date rape” – happens. It is important for all participants to be aware of this risk and exercise appropriate caution.
- If you feel like you have been dosed without your knowledge, immediately call for help or call for a Ranger. Rangers can be easily identified (they wear khaki)
- If you see someone who appears to be overly intoxicated, ask them if they need help. If they do, or if you don’t think they’re in a state to answer safely, get help. Rangers are always willing to help. You can also ask anyone wearing a radio.
- If you or someone you’re with is feeling overwhelmed, don’t worry. There are services at YOUtopia to support you. YOUtopia provides a safe space and trained peer counselor to help people going through challenging emotional or psychological processes. There are also participant-run camps that offer safe spaces around YOUtopia for people going through such experiences. Seek them out.
- For assistance, or to report a crime or dangerous incident, go to Safety HQ, wave down a Ranger, Security, or Event staff.
Remember, YOUtopia is our community, and we need to look out for each other.
Laser Policy
NO HANDHELD OR HIGH POWERED LASERS
Handheld lasers are not permitted at YOUtopia. DO NOT bring them. This policy is in line with nearly all major events and festivals in the U.S. and Europe.
Mounted lasers are only permitted on art pieces, or in Theme Camps if they comply with specific restrictions. If you have plans to include a laser in your art, art car or Theme Camp you must disclose your plans in detail – including all complete specific details related to the lasers you plan to use in your art grant and/or placement applications. Relevant applications will be forwarded to the Safety Team for review and further communication.
Unsafe laser installations will not be permitted to operate at YOUtopia. If you see a laser you feel is being operated unsafely please contact a Ranger, Security or Safety HQ as soon as possible and report the location of the laser.
