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Obstacles Uncovered: Conducting a Successful Site Survey. Panelists : Tim Boyle, CERP U.S. Tent Rental Sarasota , Florida Melani Kodikian, CERP A to Z Party Rental Montgomeryville , Pennsylvania Tommy Wilson, CERP All Occasions Event Rental Cincinnati , Ohio

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slide1

Obstacles Uncovered:

Conducting a Successful Site Survey

Panelists:

Tim Boyle, CERP U.S. Tent Rental Sarasota, Florida

Melani Kodikian, CERP A to Z Party Rental Montgomeryville, Pennsylvania

Tommy Wilson, CERP All Occasions Event Rental Cincinnati, Ohio

Maura Paternoster, AIC, ARM ARA Insurance Kansas City, Missouri

Educational Session Sponsors:

Alert Management Systems

Aztec Tents

Seitz, The Fresher Company

TopTec Products

slide2

Booth #2346

Please remember

to thank these

educational session sponsors

Booth #3720

Booth #3740

Booth #2725

slide3

Obstacles Uncovered:

Conducting a Successful Site Survey

Panelists:

Tim Boyle, CERP U.S. Tent Rental Sarasota, Florida

Melani Kodikian, CERP A to Z Party Rental Montgomeryville, Pennsylvania

Tommy Wilson, CERP All Occasions Event Rental Cincinnati, Ohio

Maura Paternoster, AIC, ARM ARA Insurance Kansas City, Missouri

Educational Session Sponsors:

Alert Management Systems

Aztec Tents

Seitz, The Fresher Company

TopTec Products

slide4

Maura Paternoster, AIC, ARM

ARA Insurance

Kansas City, Missouri

site surveys prevent accidents

Event design

  • Three tent installers electrocuted while moving fully-assembled frame tent.
  • Customer changed location of tent on install day, no time to locate underground utilities, stake struck electrical conduit causing power outage at resort hotel ($112,000).
Site surveys prevent accidents
site surveys prevent accidents1

Event design

  • Wedding photographer tripped over a coffee table ($40,000).
  • Party guest disconnected ratchet strap to eliminate tripping hazard; tent later collapsed in windstorm ($6,200).
Site surveys prevent accidents
site surveys prevent accidents2

Surface/underground hazards

  • Weight of frame tent punctured holes in tennis court ($15,000).
  • Tent stake punctured underground propane pipe ($9,000).
  • Tent stake struck underground electrical line to stadium scoreboard ($9,000).
Site surveys prevent accidents
site surveys prevent accidents3

Obstacles

  • Four people electrocuted, 3 injured installing center pole of tent too close to overhead power lines ($1,070,000).
  • Wedding guest broke ankle stepping off curb obscured by carpeting ($58,000).
Site surveys prevent accidents
site surveys prevent accidents4

Getting to/maneuvering around event site

  • Custom plate glass window broken during tent installation ($48,000).
  • While dismantling tent, antique pot was broken ($36,000).
  • Forklift knocked over huge decorative clock ($30,000).
Site surveys prevent accidents
site surveys prevent accidents5

Getting to/maneuvering around event site

  • Forklift damaged school track ($10,000).
  • Box truck got stuck in lawn, had to be towed out ($2,100).
  • Delivery truck struck utility pole, it fell on ice machine ($1,300).
Site surveys prevent accidents
site surveys prevent accidents6

Tools/equipment needed

  • Guest tripped on sagging stage skirt, cut leg on edge of stage ($36,000).
  • Dance floor sections separated, guest fell and fractured hip ($94,000).
  • Child fell face first onto a rebar tent stake ($113,000).
Site surveys prevent accidents
slide12

Melani Kodikian, CERP

A to Z Party Rental

Montgomeryville, Pennsylvania

slide13

Prequalification Phone Call

  • Obtain vital details of the event
    • Determine location and who owns the property.
    • What township is the site located in? (codes & permits)
    • Type of Event, Date, Time, # of Guests
    • Is staking allowed?
    • Up Sell – what else can I offer them?
    • Retain details for follow-up sales calls
  • Opportunity to introduce other items / services available
  • Sell yourself
slide14

Who Performs a Site Survey?

  • Qualified professional: Sales Consultant or Crew Chief
  • One familiar with the client and their event
  • One familiar with installation of tents
slide15

Why Perform a Site Survey?

  • Safety of Crew – utilities, installation environment
  • Obstructions – fences, fountains, trees, sheds, pools, utilities…
  • Access to Site – for crew and guests
  • Weather – what weather is typical? What is the wind exposure?
  • Surface Type – anchoring, level ground, ground protection needed…
  • *Meeting Clients Expectations – will the tent/layout requested fit?
  • *Communication - organize all the details to become an effective means of communication for everyone involved: staff, client(s), other vendors, permit department…
  • Permanent Record of transaction
slide16

Meeting Client’s Expectation

  • Tent is a temporary structure and is affected by weather.
  • Will the tent fit in the desired space?
  • Is the tent large enough to fulfill needs?
  • Are additional tents needed?
  • Timing of setup and removal.
  • Address “Assumptions”
  • Record all items requested and declined.
slide17

*Communication

  • Photos of the job site for your crew
  • Sketch the tent site and overall area / CAD
  • Planning meeting with Crews
    • details of the event
    • unique aspects of site
    • special requests
    • special equipment needed / trucking
    • code / permit requirements
slide18

*Communication (cont’d)

  • Share information with other vendors
    • reduces assumptions
    • confirms your responsibilities of event
    • vendor knows something you don’t
slide19

*Communication (cont’d)

  • Review details with client in advance
    • discuss CAD layout
    • confirm schedule
    • impact of weather predicted
    • review items on order
    • review items declined
slide22

Tommy Wilson, CERP

All Occasions Event Rental

Cincinnati, Ohio

slide28

Tim Boyle, CERP

U.S. Tent Rental

Sarasota, Florida

ground types and leveling the consequences of each
Ground Types and Leveling The Consequences of Each

Grass or Dirt

  • Make sure the ground can hold your stakes
  • Always use ground covers to protect your tents and avoid costly washes
  • Check the entire tented area for holes, hills, insects etc.
  • Foot plates or wood blocks - avoid sinking and loose tents
slide31

Asphalt and Tennis Courts

  • Ground covers and tent bags
  • Patching holes properly
    • lawsuit tripping on old tent stake hole
  • Foot plates or wood blocks - avoid sinking
  • Tennis courts - always requires a signed waiver (sample) and use wood blocks under all grounded metals
  • Anchoring walls, shredded wall bottoms, breathing walls
slide32

Concrete and Parking Ramps

  • Engineered Anchors - Rec, Red Heads or Heckmann Anchors with Chem Masters pourable anchoring Cement
    • Added cost - drills, anchors
  • Truck access - parking garages, trailers only, added costs
  • Drains - know where your drains are and how the rain water flows
slide33

Beaches or Sand Surfaces

  • Anchoring types - always run a test stake, augers, stake bars, additional stakes
  • Access - are you carrying equipment, driving on beach, or using a golf cart? Can be costly, time consuming set ups if unprepared
  • Sand gets in everything- cannot avoid, it increases wear
slide34

Level Surface or Unleveled Surfaces

  • Rule of thumb on tents - less than 80’- If you need a laser you are probably ok
  • 2’ Aluminum frames, pole tents - very forgiving for moderate uneven ground, they will contour
  • Structures-You will have to build up your legs on structures to set your tents
access to site areas
Access to Site Areas

Can you gain access to your site with your standard truck?

  • Low trees
  • Narrow road, no turn around access
  • Beach, sand or construction zone (you must virtually put yourself behind the wheel of a fully loaded, sometimes overweight truck)
  • Expensive landscaping or valuable vehicles (don’t set your delivery driver up for failure)
  • Coded access
  • Escorted access
  • Credentialed access - government/military bases, public schools (Jessica Lunsford act)
slide36

Alternatives to standard delivery trucks:

  • Hand or cart equipment - think about the surfaces
  • Using trailers vs. trucks
  • Cross loading (if a fair distance from warehouse and trailer is to small)
  • Golf carts or Gators
taking correct measurements
Taking Correct Measurements
  • How to square off a tent (simple formula handout)
    • Critical, you have a large curved area but need to fit a rectangle tent.
  • Maximizing your space - saving customer $$
    • Adjacent tents (CAD with adjacent tents)
    • Creative floor plans
    • Pitfalls of poor measurements
not producing an operational cad
Not Producing an Operational CAD
  • Competition- if they are providing CAD’s and you are not, you are already behind
  • Operations
    • Costly - Without proper floor plans your people may end up setting up everything twice - CAN YOU SAY MOVE THAT TENT!!
    • Wait Time - If you do not have a scaled floor plan you have no choice but to have your crews sit and wait until the decision maker shows up, otherwise see above
    • Permits - Without regularly using scaled floor plans and site plans you run the risks of having code enforcement shut you down or have you MOVE THAT TENT!!
    • Your Crews - Without a proper floor plan they don’t see your vision, they strictly become at the mercy of your client and have a feeling of DO BOY. Help make them the professionals they are.
ground types sites topography and anchoring
Ground types, Sites, Topography and Anchoring
  • This could be a topic in and of itself. Without going to much in detail here I will address some anchors and their uses for different sites and ground types.
  • Standard Stakes
    • 30”- Your everyday stake for your smaller tents, 10, 20 & 30 Wides. Useful in grass, asphalt and dirt (if not to loose)
    • 48” – 40’ Wide Tents and up, can be used in all of the above and beaches. You will want to accompany these with stake bars on beaches
    • 60” – any tents on the beach with loose sand and high wind situations or LT Rentals
ground types sites topography and anchoring1
Ground types, Sites, Topography and Anchoring
  • Augers - Best use if 40’ tents and smaller and most often used for beach set ups. Generally bend if using for larger tension tents
  • Concrete bolts or sometimes called lags
    • Red Heads - Basically an eye bolt with embedded nut in the concrete
    • Heckmanns - Similar to the above but more of a large head bolt
    • Cement Mortar-Basically the glue that hold the nut in the concrete.
slide42

NextSessions

Room S310A Developing a Sales Culture Within Your Organization Barry Himmel

Room S310C Virtual Tour 2014: Unique Solutions to Operating a

Rental Business Panel

Room S310G Behind the Scenes: Inspiration Galley Corporate

Event Case Studies Panel

Room S330B Draping Techniques That Add Profit Panel