The site inspection is critical to ensuring a stretch tent setup adheres to safety regulations, and is a necessity in compiling the final quotation. Following this nine-point checklist will go a long way in contributing to a successful event.
A thorough site inspection with the client prior to the event informs them of what is possible in terms of the stretch tent sizes that can be used, which directly affects the charges involved. The difficulty of the setup and predicted weather conditions on the day of setup may also influence the quotation.
The importance of client communication
On-site communication with the client is paramount. Because stretch tents can be set up in various configurations, it is important that the client understands that it might be necessary to set the tent up differently on the day of the event depending on the weather. The sides of tent might need to be brought down and doors, windows and weather skirts also might need to be included if conditions are windy and wet.
The position of the tent must be agreed upon by the client. This involves a signed-off drawing that illustrates the tents’ exact positioning (this can be attached to the quotation).
Guide to stretch tent site inspections
- Site inspector
The site inspection must be undertaken by an experienced stretch tent rigger. The site inspector should have the following with him: pen, paper, tape measure.
It’s also advisable that photographs be taken of the area in order to effectively relay setup information to the rigging team. - Vehicle access
It is important to ensure that there is access to the site for vehicles, tents and hardware. Confirm with the client if vehicles should be able to drive onto the site and, if so, where the access areas should be. - Load limitations
Check if there are any load limitations. The site inspector can then relay any important information, as well as potential hazards, to the rigging crew prior to setup. - Surface
Thoroughly inspect the surface area to ensure no hazards or sharp objects that could pierce the tent are in the vicinity. - Underlying lines
The client or manager of the site must confirm if there are any electrical or water lines in area that risk being damaged by stakes, or by drilling attachment points to structures (for anchors to be installed). - Staking and pegging
The hardness of the ground for staking needs to be checked. It is good practice to take a hammer and stake to the site and drive pegs into the surface to test.
Bear in mind that the surface could soften when it rains. If the ground is soft, consideration should be made to provide longer stakes or double-stakes. On sites where stakes cannot be used, the appropriate calculation needs to be done on the weight, type and quantity of ballasts required. Once again, access to the site can become difficult using ballasts, which would increase costs. - Pole clearance
Make sure there’s enough clearance for poles to be centred and that there are no overhead trees, electrical or telephone wires that could interfere with the setup. - Attachment to a structure
If the stretch tent is to be attached to a structure the structure should be inspected for high lateral tension that could be exerted at each attachment point. Again, communicate this with the client and get written consent when attaching to a structure. It is good practice to increase the number of attachment points to spread the load on a structure and to decrease the lateral tension at any one point. - Certifications
Ensure that it is understood in what territory the site falls in order to get all the necessary certifications for health and safety, and engineering that are required. Different territories have different requirements that need to be followed when setting up tents for rent or temporary structures.
These requirements could determine the size of the tent, rigging procedures, and the wind speed at which temporary structures may be erected. In most territories, when wind speed reaches the legal limit, the tent has to be evacuated. The client should be made aware of this verbally and in writing. If a function has to be cancelled the client could be financially liable.
We hope that you’ve found this article useful and informative. If you’re looking for a stretch tent partner that provides expert rigging training, get in touch with us today.