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Tents are temporary structures and will not withstand strong wind, rain, lightning, earthquake, or other conditions.
While a tent may be installed in a safe manner, the tent can become unsafe due to weather or other conditions. The renter has the responsibility to monitor the weather and other external conditions, especially wind. Even a properly installed tent may move when subjected to high wind. Please see the rental agreement for more information on tent responsibility.
It is your responsibility to act decisively and quickly in the event of a severe weather disturbance that could exceed the tent’s ability to protect its occupants. No tent, regardless of how well it is designed and installed, is immune to the laws of nature. As a result, you have an important job to perform to ensure the safety of those who will attend your event:
1) In the days PRIOR TO THE EVENT:
a. Designate one person or team to be in charge of the emergency plan
i. For a wedding or private event – a family member or wedding planner
ii. For a corporate event – a Safety Director, Risk Manager, Event Planner, or HR Director
b. Determine what condition will trigger an evacuation (see #3 below for examples) and make that information available to the designated persons who will be able to make an evacuation decision and assist in an evacuation in the event of an emergency.
c. Make sure you have more than one method of telephone communication in the event of injuries. Please pre-program emergency numbers into your mobile phone so you can act quickly to call emergency services if necessary
d. Educate the designated persons regarding what is expected of them the day of the event and obtain their agreement to act accordingly.
2) On the DAY OF THE EVENT, YOUR DESIGNATED PERSON NEEDS TO BE RESPONSIBLE FOR:
a. Monitoring a weather source two or more hours before the event begins (like the national weather service), checking specifically for a severe weather alert
b. Deciding whether or not to proceed with the event, under the tent, based on those findings
c. Determining a safe evacuation route to a safer location in the event of severe weather.
3) DURING THE EVENT
a. If a Severe Weather Alert is posted, monitor the location of the activity and be prepared to act immediately.
b. If a Severe Weather Alert has not been posted and you see any of the following conditions, act immediately. SAFETY FIRST!!
i. Lightning strikes within 1 mile (count of less than 5 seconds between lightning and thunder)
ii. High winds that are waving large trees or causing leaves to be ripped off trees
iii. Dark clouds bearing down on you
iv. Heavy rain, falling so hard it looks like a “waterfall” off the side of the tent.
c. ACT IMMEDIATELY!
4) If a decision is made to evacuate, YOU MUST:
a. Announce immediately that there is an emergency weather danger and that it is unsafe to stay in the tent in severe weather
b. State forcefully that in this emergency, the tent cannot be used as an emergency shelter during severe weather and guests must leave
c. Tell them they must leave the tent without delay and take shelter in a pre-determined location.
We are happy to answer any questions about the above guidelines or address safety concerns, prior to your event.
If you have any other questions or concerns, please contact us at 925-370-1300 for assistance.