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Your tent rental company performs a very important step in the process of planning a large outdoor tented event – The Site Survey. At Event Central the site survey is conducted by either the sales consultant, or one of our tent professionals. The main purpose of a survey is to gather all the pertinent information about the event to be sure the type of tenting planned is well-suited to the location and function of the event.
If you have not yet engaged a tent rental company, you can perform a pre-survey which will help you to determine if a tent is suited to the space you have available.
What is included in a site survey conducted by tent rental personnel?
- Using a measuring device, walk out or mark the footprint to be used for tenting
- factor in an additional 6′ – 10′ perimeter for staking depending on style of tent
- study the topography
- study above-ground obstacles such as trees, fences, fountains, bushes, gardens or anything else in the path of the tent’s desired location
- avoid all areas under overhead power, cable and telephone lines
- determine the ability to drive the rental trucks close to the site, or alternatively, consider the labor costs required to carry tents from from a distance
(a large wedding can involve thousands of pounds of product) - access to the site for both workers and guests
- analyze vehicle access for caterer, porta-johns and other partner services once the tent has been erected
- understand the surface type for safe anchoring: grass, dirt, concrete, or asphalt
- consider and discuss factors like time of year, wind exposure, prevailing wind (direction), and whether there is natural protection for the tent from buildings and tree lines
- educate the customer on how to develop an emergency plan to include monitoring for severe weather alerts
- answer any questions or concerns that are raised by the customer
Site surveys at Hotel Hershey for luncheon
Site survey at private residence
Wedding delivery using small truck
40 x 80 pole tent installed across pedestrian bridge
Site surveys are only one of the many “best practices” we employ to run a professional and safe operation. Many “best practices” are taken from the industry publications, and training provided by trade associations like The American Rental Association and IFAI.
