- Event type?
- Number of people / Doing what?
- Event date?
- Event time & duration?
- What do you want it to look like?
- Tent Type
- Communicate the vision
Site Access & Impact
- Truck Access vs. Cost to Carry
- Alternative anchoring
- On-Site Contact
- Safety Trained
- Legal Residents
- Criminal Background Check
- Drug Free
- Climate control
- Air Conditioning
- Understand “The Rain Plan”
- Effects on the Production Schedule
- Where will the water go?
- Weather Contingent Reservations
- Typically obtained by Tent Company
- What is required?
- Type of use: assembly, dining, walkway, etc.
- Space per person required for type of use
- Exits – quantity, location, obstructions & signage
- Fire Extinguishers
- Codes vary from town to town. Check the local Fire Marshal / Building/ Zoning / Permit Office
- Integrity of installation & evacuation
- Engineer’s certification & drawings
- Underground Utility Location
- Site Logistics
- Legal Requirements
- Enough Time
- Fire / Code Compliance
- What are the guests/occupants doing?
- What does the client expect?
- What are the legal/safety code limits?
- Typical Code Limits
- Referred to as Occupant Load
- Usually determined by the local fire prevention authorities / Varies by Jurisdiction
- Typically calculated as follows:
- ” 4 to 7 sq. ft. per person no tables or chairs (SRO – standing room only)
- ” 7 to 15 sq. ft. per person when only chairs are provided (concentrated seating)
- ” 15 sq. ft. per person when tables & chairs are provided (unconcentrated seating)
- Basic Guideline (Not Code): ” 20 – 25 square feet per person: tables, chairs, dancing, bars, side tables, etc.
- Discuss Needs
- Above Ground Obstacles
- Surface Type – Safe Anchoring, Flooring
- Truck Access for Tent Install
- Discuss – weather, time of year, wind exposure
- Answer questions or concerns raised in discussion
Involve the Tent Professional Early
- Get a workable plan
- Generate ideas
- Address issues
Full Infrastructure Support?
- Insect Control
- Parking Lot
- Tennis Court
- Ground Contour Floor
- Leveled Floor
- Prepare the Alternate Site
- Food & Drink, Restrooms, Toilet Paper, Catering, Wait Staff, Entertainment Staff
Why a Tent? / Is a tent the answer?
- “In Case it Rains”
- Expand an existing building
- Create or Define a space
- Emotional attachment to a site
- “To Save Money”
- “Money is No Object”
Installation & Dismantle
- Time Allowances
- Week before/after
- Day before/after
- Day of – in & out
- What are the rates for the time slot?
Expectations Match Budget?
- Financial Parameters Effect” Décor / Look
- Weather Protection / Climate Control
Is the Client Prepared?
- Production Schedules
- Your tents will look better
- Resist wind & weather better
- You get to keep your house
- Consult FEMA & OSHA for guidance creating your plan
- Is the plan written or oral?
- What are the trigger points?
- Who makes the decision to evacuate?
- How will key personnel be informed?
- Who informs emergency services?
- Do key personnel have specific tasks in the event of evacuation?
- Which exits will be used?
- Where do you evacuate everyone to?
- Who directs emergency services when they arrive?
- Procedures for key personnel handling medical or rescue duties?
- How do you collect & account for everyone after evacuation?
- Name & Title of Key Staff who can answer questions about the plan
- What training is required?
- Review plan with all staff
- Initially on the job
- Whenever a plan is changed
- Whenever staff responsibilities change
- Whenever the plan changes