tents 101 . part one

Ted Krukel, the slightly crotchety but always insightful and entertaining writer at BizBash.NY has written an interesting prospectus about tents. Ted is a refreshing addition to the world of event publications. If you haven’t read his stories over at BizBash, I’d highly recommend that you start.

He lays out a few very good pointers on what should be considered when using a tent. One of the most important things to remember is that you are constructing a temporary building. The advantage is that you can hold your event in a meaningful and often show-stopping spot : a backyard, the deck of a ship, a rooftop, a pier, a fully operational airport. But with any construction, careful consideration needs to be paid to the logistical details.

. SITE SELECTION . a good tent company will work with their clients to either recommend a site, based on their event needs, or help them choose from a few shortlisted sites. Things to consider :
Access to the site from nearby roads. This is not only important for the people installing and removing the tents, but also your guests. How will your guests get from where they park their car to the tent. What will you do to make the trip an experience?
Ground grade. If the surface is not level, you need to seriously consider flooring. The last thing you want to see is guests toppling over because 2 of their chair’s legs aren’t touching the ground. You also need to think about rain. The natural law of physics is that rain water will roll down hills and puddle in valleys. A good flooring system will save your guests from having to buy new shoes.
Ground surface. Will you be erecting the tent on grass, on gravel, on a wood deck, on a rooftop or on asphalt? There are actually a few things you want to keep in mind when you answer this question. First, the standard way to secure a tent is with stakes. But in many cases you can’t uses stakes (i.e. concrete). The alternatives are weights and ballasts. If you’re using concrete weights or water barrels, for example, they are large, heavy and can be quite an eyesore. If they’re needed, discuss with your tent company where they will be located. And, come up with a plan to hide them as best as possible.
Another thing to consider is if you are placing the tent on grass, what type of soil is underneath the grass. Some soils are exceptionally porous, which spells trouble if it rains. Stay away from sites that turn into a sponge after a rain. Often times it takes days for the ground to dry.
Surroundings. Take note of what is surrounding your site. Are there elements you want to play up (such as a lake, a building or a landscaped garden)? If so, consider using clear wall or roof fabric. Or, if you have the budget, use glass walls.
Weather. I can’t tell you how many times we’ve come across clients who don’t consider the weather. I’ve already talked about rain, but there are many other types of inclement weather to think about.
Snow – Most tents are not snow loaded. Therefore, you will either need to ensure the tent is heated for the duration the tent is installed -and/or- you’ll need to have a snow watch plan in effect to clear any snow from the roof of the tent.
Wind – A windy day can spell trouble for a tent. Using a durable type of tent can help (see ‘Tent Type’ below). Other ways you can avoid your tent flapping away : select a location that is protected from wind, use tent walls and ensure you’re working with a reputable tent company who understands minimum weight requirements for securing a tent.

. TENT TYPE . there are 3 main types of tents ~ each with their own advantages and disadvantages :
Pole tents are the most economical option and probably the first thing people think of when they imagine a tent. They are easily identified by their high peaks, interior poles and are held down using guy ropes and stakes. Some tent companies love them because they’re very easy to put up but they are also have a reputation for not being very reliable in inclement conditions.
Frame tents use a more solid frame, require no external guy ropes (and minimize staking as compared to pole tents) and have no internal poles.
Clearspan tents are engineered modular structures with no internal poles or external ropes. Wall and roof fabric fit within the frame’s keaters for a very professional look. They can also be retrofitted with glass walls, hard walls, doors and other elements that give the structure a permanent look.

. TENT SIZE . get what you need, not what the rental company owns. Yes, it’s true ~ I’ve come across a few horror stories where tent companies undersell the size of tent required for an event because that’s what they have in inventory.
General rules of thumb : Step one…
Cocktail Service {little to no seating provided to guests} . Allow 10 to 12 sq/ft per person
Buffet Service {seated at round tables, no wait staff} . Allow 13 to 14 sq/ft per person
Full Service {seated at round tables, with wait staff} . Allow 15 to 18 sq/ft per person
Calculating the size of tent you need. Once you’ve figured out how much space you need based on the number of guests, you’ll also need to consider other interior elements :
Dance Floor Sizing . A good rule of thumb is to build a floor large enough to accommodate one third of the guests dancing at any one time. Allow 7 sq/ft per person for dancing.
Buffet / Dessert Tables . A standard banquet table is 30″ deep by 4’, 6’ or 8’ in length. When allowing space in the tent for a buffet station, multiply the expected table length (4′, 6′ or 8′) by 10’. This will give servers 2’-6” of spacing behind the buffet to serve guests and 5’ in front of the buffet for the expected lineup of guests (in addition to the 2′-6″ table depth).
Bars . As with Buffet stations, allow for 10’ in depth x the length of the bar. A single Bar is usually 6’ long and a double bar is 8’ long. I would recommend one double bar for every 85 guests.
Ceremony or Row Seating . For wedding ceremonies or public assemblies, you must allow for the chairs, space between the rows, aisles, and the space required for the podium and / or stage. The suggested allowance is
8 square feet per person

Some of the most beautiful events I’ve been to have been within a tent. It’s not only important to work with a reputable and experienced tent rental partner, but also to know the basics. Stay tuned for part two of tents 101.