tents 101 . part two

In part two of Tents 101 we’ll continue to share how to make a tented event successful.

. TENT FINISHING TOUCHES . think about the possibilities :
Get colorful. Seeing black, clear or colored fabric is becoming more and more common. Just keep in mind that custom colors are significantly more expensive than in stock colors (especially if it’s a unique color that likely won’t be rented again). Another, less expensive alternative to adding some flavor to the outside of a tent is to use decals or large format banners.
Accessorize. Remember that you’re working with a blank canvas. This opens up limitless possibilities from a design standpoint. Just look at what designers like Preston Bailey have done with tents. And even if you don’t have a Preston Bailey budget, there are a few tricks that can add drama to a tent with minimal investment :
Draping is commonly used in tents. I’ve blogged previously about Printed Velon, an alternative to traditional fabrics, that allows you to drape a space with patterns or prints.
Recently Sarah Bradley of Being Social blogged about using projections inside of a tent.
Gutter it. Oh, and here comes the practical again. If you have multiple tents that you want to connect to create one space, don’t forget the gutters! There’s nothing worse that trying to get from one tent to the other in the rain and getting wet because the tents weren’t connected with gutters.

. HVAC . tents have unfortunately gotten a bad rap because many a planner have decided temperature control is not in the budget.
Investing in HVAC (heating, ventilation, air conditioning) is a must-have at most times of the year, depending on where your event it. I have been at an event in Toronto at the end of March that had no heat. It was an extremely important fundraising event and unfortunately most of the guests left before the live auction finished. They were freezing to death. Most unfortunate.
Don’t forget the fans. Another thing to consider is that even when you have HVAC, often fans are needed to circulate the air (this is especially important when using heat). As we all know, heat rises. In the case of a tent, which is not seal-tight (heck, even our homes are not seal-tight) some heat escapes and much of the heat rises and gets trapped in the roof. Fans act to push the heated air back down to where the guests are.
Power it. Think about how you’re going to power your HVAC unit. In many cases, a tent is not located near a power source, so power will need to be brought in.
Greenhouse effect. Lastly, also keep in mind that the type of fabric you use on the tent will affect the temperature. White fabric has the least effect on inside temperature. Clear fabric acts very much like a greenhouse. Sunlight gets in throughout the day and warms the air inside the tent. Black (and other dark colors) absorb the light and heat the air in the tent as well.

. SAFETY . safety should be paramount for you, your suppliers and your guests.
Locates. No tent should be erected without following the proper protocol. That includes obtaining a permit when necessary, scheduling an engineer site review when necessary and performing locates (when staking into the ground). Locates are done by a third party contractor to mark out where utilities are underground. This ensures that when a stake is driven into the ground it won’t puncture a cable line…or worse, a gas line.
Accessibility for special needs. Think about wheelchair access or, if you’re holding a family event, strollers. This will influence whether you need special needs washrooms, wheelchair ramps, etc.
Emergency Exits. A must have at any event (emergency exit plans will be reviewed when you apply for a permit).
Fire Extinguishers. Your tent company should offer you a safety package for an event. This would include exit signs and fire extinguishers.
Egresses. Don’t forget about emergency egresses. These allow space for personnel to access your building in case of emergency and provide space for evacuation.

…and enjoy your event!

Go to Part One of Tents 101