InTents April/May 2021 - 36

business | safety

Evacuation plans in action
How to have conversations with clients about inclement weather
and tent evacuation planning.
by Tommy Wilson and Cindy Wilson

hile it is human nature to seek
shelter during a storm, a tent,
ultimately, is a temporary structure.
No matter what its wind speed rating
might be, once the wind is higher than
30-38 mph there are too many hazards
to safely stay inside a tent. In many
cases, it's not that the wind is blowing,
it's what the wind is blowing. As tent
professionals, our job is to help clients
understand the limitations of our
product and to help them devise viable
solutions for severe weather.

W
By the numbers
For this event, All Occasions Event
Rental provided and installed:
* 25-by-35-meter Losberger reception
structure with Dura-Trac™ flooring,
carpet and interior draping.
* 9-by-15-meter Losberger restroom
structure with interior division for
a nursing station for new moms.
* 9-by-12-meter with 6-by-6-meter
dormer Losberger entry tent.
* 20-by-60-foot and 20-by-20-foot
Anchor Fiesta frame catering tents.
* 57-by-96-foot Fred's Stillwater
ceremony tent with DuraTrac flooring and carpet.
* Chandeliers, bars, tables, chairs,
soft seating, heaters, dumpster,
restroom trailer, stage, dance
floor and ceremony seating.

36 intents

0421IT_34_CV4.indd 36

Up-front conversations
At All Occasions Event Rental, we try to
have weather and evacuation planning
conversations with our clients during
the site inspection to help manage their
expectations and make them aware
that a tent is not a storm shelter. We
ϐind that being up front helps to build
trust. It also prevents the client from
being surprised when asked to sign a
contract addendum that states the tent
may need to be evacuated during severe
weather or other emergency situations,
and that it is the client's responsibility
to ensure the safety of their guests.
Our addendum at All Occasions Event
Rental includes examples of situations
and guidelines for developing an
emergency evacuation plan. We believe
every tent rental company should
have something like this included in
its contract.

Plans in action
To illustrate evacuation plan management
and working with a client during a tough
situation, in 2018 our company was
contracted to provide tenting, ϐlooring
and other rental items for an October
wedding and reception to be held for 200
guests on a 500-acre family farm.
The ceremony and reception tents
were to be set up in two separate areas
of the farm, about a half mile apart.
The installation went smoothly and
the weather had been cooperative. The
forecast looked decent for the big day
and, although there was a front moving
across the Midwest, it looked like the
worst of the storm would miss us.
The day of the wedding, the weather
front took an unexpected turn and was
forecast to hit our location before the
start of the ceremony. The storm's 60
mph wind gusts had already caused a
lot of damage as the system made its
way toward us. Early in the morning
we reached out to the wedding planner
to discuss weather-related evacuation
plans. Thankfully, the planner handled
things calmly and efϐiciently.
Our ϐirst recommendation was to see
if the wedding could be rescheduled
for the following day. The band and
caterer were able to accommodate
the change, so we reached out to the
family. We explained their options and
let them know there was a possibility
that we would need to evacuate or

april-may 2021

3/29/21 7:02 PM



InTents April/May 2021

Table of Contents for the Digital Edition of InTents April/May 2021

InTents April/May 2021 - Cover1
InTents April/May 2021 - Cover2
InTents April/May 2021 - 1
InTents April/May 2021 - 2
InTents April/May 2021 - 3
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