Number of people / Doing what?
Event time & duration?
What do you want it to look like?
Communicate the vision
Site Access & Impact
Truck Access vs. Cost to Carry
Criminal Background Check
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
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
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.
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
Full Infrastructure Support?
Ground Contour 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
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?
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