Tent Policies

MAKING RESERVATIONS-
Quotes and proposals do not guarantee availability of rental equipment. Equipment will be reserved only upon receipt of a signed rental contract and a 50% deposit. Final payment is due the day BEFORE installation, if not sooner.

CANCELLATIONS-
When you reserve a tent and any accessories, we immediately remove them from our inventory and schedule tent crew. Therefore, any cancellation received within fourteen days of the installation date, will be charged the 50% of the total rental order.

WEATHER-
Client understands that tents are temporary structures designed to provide limited protection from weather conditions, primarily sun and rain; however, there may be situations, particularly those involving strong winds and lightning, in which the tents will not provide protection and may even be damaged or blown over. Evacuation of tents to avoid possible injury is recommended when severe weather threatens the area where the tents are erected. People must leave the the tents and not seek shelter in tents during such conditions. It is best to evacuate when in doubt. Client understands that it is Client’s responsibility to be aware of changing weather conditions and to excerise their best judgment with regard to the evacuation of tents. Client agrees that in the event of a predicted or actual storm or excessive winds, American Party Rental may dismantle any equipment that has been previously installed, to ensure safety of all involved.

TENT INSTALLATION-
Installation of a tent must be done correctly for the protection of the users, the tent and ultimately, the success of your event. It is our STRICT policy that all installations and takedowns are done by our experienced crews. All prices quoted will include these services. AMERICAN PARTY RENTAL will call 1-800-DIG-TESS, which is Texas Excavation Safety System, for the customer. It is completely free! Client must mark area where tent is to be set up. DIG TESS personnel will mark the approximate location of buried utilities, using paint, flags, stakes or a combination. Client must respect the marks made by DIG TESS. Website www.digtess.org.

PREPARATION FOR INSTALLATION AND TAKEDOWN-
The first step our crews take installing a tent, is to spread the canvas flat on the ground where it is to go up. Please have the area completely clear of obstructions before we arrive at the job site. The tent must also be completely empty before we can take it down. Fees will be applied, if these policies are not met.

CONCRETE/ASPHALT INSTALLATION-
When a tent is install on a concrete/asphalt surface, stakes cannot be used. We will use water barrels to install and secure the tent. Water barrels are an additional cost. Water source must be within 100ft of tent set up.

PERMITS-
It is the responsibility of the renter to check with your Building Permit and Fire Departments prior to the installation date to confirm the requirement of permits. These clearances remain the responsiblity of the renter.

DAMAGES AND DAMAGE WAIVER-
American Party Rental does its best to protect your property during the delivery, installation and removal process. Client agrees to release APR of any liability for any damage to any property due to delivery, installation and removal of equipment on your property. This includes, but is not limited to ruts in grass, scratches or cracks on the installed surface, and high wind related damages. Client also understands that tents are temporary structures and may leak during heavy rain.

TEXAS DEPARTMENT OF INSURANCE-
STATE FIRE MARSHAL’S OFFICE, MAIL CODE 112-FM
333 GUADALUPE, P.O. BOX 149221, AUSTIN, TX 78714.
PHONE 512-305-7900 FAX 512-6305-7910

REQUIREMENTS FOR COMMERCIAL TYPE TENTS INTRODUCTION:
Commercial type tents are frame tents normally rented from and erected by a party or tent rental businesses. Typically, the tent is larger than 800 sq ft (20ftx40ft). The tent may or may not have side coverings.

FLAME RESISTANCE:
All tents shall be flame resistant. All tent fabric shall meet the flame propagation performance criteria contained in NFPA 701.

LOCATION AND SPACING:
There shall be a minimum of 10 feet between stake lines. (NFPA 101-11.11.3.1) Adjacent tents shall provide an area to be used as means of emergency egress. (NFPA 101 – 11.11.3.2). Spacing shall be approved by the State Fire Marshal. Placement of tents relative to other structures shall be approved by State Fire Marshal, with consideration given to occupancy, use, opening, exposure, and other similar factors. (NFPA 101-11.11.3.5)

FIRE HAZARDS:
Ground within and near the tent: This portion of the code prohibits the use of hay or other combustible material as ground covering. The ground enclosed by any tent, and the ground for a reasonable distance but not less than 10 feet outside of such a tent(s) shall be cleared of all flammable or combustible material or vegetation. (NFPA 101-11.11.4.1)

HEATERS FOR COLD WEATHER:
A. Fired Heaters: Only labeled heating devices are permitted. Fuel-fired heaters and their installation shall be approved by the State Fire Marshal. (NFPA 101-11.1106.1.1 & 11.11.6.1.2)
B. Liquified petroleum gas (LPG) heaters are not permitted unless the tanks are a minimum of 5 feet from any tent. The tanks shall be secured in the upright position, protected from vehicular traffic, and be in accordance with NFPA 58,Liquefied Petroleum Gas Code. LPG heaters and their installation shall be approved by the State Fire Marshal. (NFPA 101-11.11.6.1.3 & 11.11.6.1.4)
C. Electric Heaters: Only labeled heaters are permitted. Heaters shall be connected to electricity by electric cable suitable for outside use and is of sufficient size to handle the electrical load. Electric heaters and their installation shall be approved by the heat by the State Fire Marshal. (NFPA 101-11.11.6.2).

TENTS FOR DINING:
Main aisles and aisle access walkway between tables:
Aisles shall be maintained so any individual is able to move without undue hindrance at any time to the exits. Aisles are also maintained so crowd management, security, and emergency services personnel are able to reach any individual at any time, without undue hindrance. Layouts shall be approved by the State Fire Marshal.

A. Exits shall be located and exit access shall be arranged so exits are readily accessible at all times. (NFPA 101 – 13.2.1 & 7.5.1.1)

B. Exits shall be arranged so the total length of travel distance from any point to reach an exit shall not exceed 200ft. (NFPA 101-13.2.6)

C. The maximum travel distance to an aisle is 36 feet. (Maximum length of a row of tables is 72 feet) (NFPA 101-13.2.5.7.5)

D. The minimum distance between dining tables providing seating on both sides shall be 50 inches from table edge to tables edge. The distance allows 19 inches each for seating at each table and 12 inches for walkway. (NFPA 101-13.2.5.7)

E. The minimum distance between dining tables providing seating on one side shall be 31 inches from tables edge to tables edge. This allows 19 inches for the seating and 12 inches of walkway. (NFPA 101-13.2.5.7)

F. The main center walkway aisle shall be a minimum of 44 inches of clear width.(NFPA 101-13.2.5.8.2)

SHOULD YOU HAVE ANY QUESTIONS, PLEASE CONTACT DEPUTY STATE FIRE MARSHAL JOHN NICHOLS AT (512) 463-5479 OR E-MAIL ADDRESS JOHN.NICHOLS@TDI.STATE.TX.US