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Basic Information
Event type?
Number of people / Doing what?
Event date?
Event time & duration?
Location?
Client?
The Look?
What do you want it to look like?
Tent Type
Communicate the vision
Site Access & Impact
Truck Access vs. Cost to Carry
Alternative anchoring
Installation Crew
On-Site Contact
Experienced
Safety Trained
Legal Residents
Criminal Background Check
Drug Free
Weather Contingencies
Climate control
Heat
Fans
Air Conditioning
Understand “The Rain Plan”
Effects on the Production Schedule
Where will the water go?
Weather Contingent Reservations
Safety Concerns
Permits
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
Tent Size?
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.
Site Inspection
Discuss Needs
Measurements
Topography
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?
Lighting
Electric
HVAC
Medical
Security
Kitchen
Insect Control
Bathrooms
Flooring
Grass
Parking Lot
Driveway
Tennis Court
Ground Contour Floor
Leveled Floor
Lightning
Prepare the Alternate Site
Location
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
Construction
Neighbors
Properly Anchored
Your tents will look better
Resist wind & weather better
You get to keep your house
Evacuation Plan
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
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