Source: Freepik
Planning outdoor trade shows, festivals, or corporate events is a big deal for many reasons, and having the right commitment is one of them. Poorly anchored tent installations can fail in windy conditions. So not only can poorly secured tents blow away or collapse, but they can also create dangerous conditions for staff and visitors. Understanding product use and the correct way to install and anchor these event tents is important for many reasons, namely, safety and presentation of the brand/event. No matter if you are utilizing smaller display installations or large branded tents, your first priority is to secure and protect the products, the staff, and the guests, and to keep a level of professionalism.
Five Steps to Ensure Secure and Stable Tent Installation
Installing an event tent is more than setting up poles and pulling fabric tight. It requires planning, tools, and an understanding of the surface the tent will stand on. Below are five important steps that will help to ensure every event tent installation is safe, solid, and professional.
Source: Freepik
1. Choose the Right Tent Type for Your Needs
The first consideration is to select a tent according to the environment and type of event. With outdoor trade shows and markets, it is sometimes beneficial to select specialized structures with things like proper ventilation for food tents and access ways for serving your customers. Knowing the size of the event, anticipated bait traffic, and your exact location are all important to making this decision.
Larger events might require more sizable (frame or pole) tents that have larger designated covered spaces and are better able to support larger structures in inclement weather conditions. Smaller tents (pop-up) are best suited for smaller events because they take seconds to set up and take down (temporary structures). Also, selecting the proper structure takes into consideration the weather that can be anticipated and safety regulations.
2. Site Preparation and Surface Assessment
Before installation, you need to prepare the area where the tent will be installed. You need a level surface, so you may have to grade the ground or put flooring down so it is level. It is also important to remove all debris (rocks, sticks, and sharp objects) so as not to tear the tent material and to minimize the chance of people tripping.
You also need to think about the surface type: will it be grass, asphalt, concrete, or sand? Each one will require different means of anchoring. Asphalt, for example, may require water barrels or concrete weights, and grass may allow for the use of stakes in the ground for better stability.
3. Proper Anchoring and Weight Distribution
Proper anchoring is the most vital aspect of tent safety. Every tent, regardless of size, must be properly anchored to withstand wind or accidental movement. Choose the proper weight depending on the size of the tent as follows: Water barrels, sandbags, or concrete blocks specifically designed for the purpose are common options for commercial setups.
If you are using larger tents, consider the use of stakes and ratchet straps for security. In either case, be sure to evenly distribute anchors and weight at all corners and sides of the tent to prevent tipping. For special events and situations where the tent will be left up for a period lasting several days, take special care to monitor and tighten the straps or connections to ensure the safety and security of the tent.
4. Weatherproofing and Wind Management
Weather can change quickly, so you want to plan for rain and wind, along with high exposure to intense sunlight. Sidewalls or panel covers could help keep your guests dry during unexpected rain, while UV-resistant fabric could protect your merchandise and displays from sun damage.
In windy conditions, additional anchoring or the addition of weights determines the success of your event. Keeping an eye on weather forecasts and planning accordingly, like removing signage or sidewalls in high wind conditions, can ensure that the setup will stay safe.
5. Final Safety Inspection and Ongoing Monitoring
After the tent is upright, take a look to check that all stakes, zippers, and straps are firmly held. Focus on tension or loose areas that can flap in the wind and cause injuries (if you have a raised surface all around, you should check for ropes and stakes that could cause issues). Within the event, it would be a good practice to have a crew member monitor this structure at regular intervals to ensure that you can catch any probable trades, especially after heavy gusty winds or sudden weather changes. It is a good habit to check on a structure so that you can ensure it does not become a safety hazard.
End Point
Correct tent installation requires proper preparation, adequate equipment, and diligence. Using the right tents, preparing the site, anchoring it well, ensuring the tent is waterproof, and checking for security regularly are good first steps towards providing a safe and professional operational capability for an event organizer. Not only will a properly installed tent keep equipment and guests safe, but it will also help in the overall experience of the event.
