Measure twice, site visit once

In my own operations at Houston Tents & Events, and in conversations with fellow tent industry leaders across the country, I’ve found that the biggest drain on profitability isn’t the equipment; it’s the “unknowns” we encounter on job sites. The most successful companies aren’t just the ones with the most inventory; they are the ones that treat the site visit not as a sales formality, but as the first phase of construction.

Moving beyond “guesstimates”

There is a temptation in our fast-paced season to “eyeball” a site. A salesperson might walk a backyard or a parking lot and note that it looks “mostly level.” But as we all know, a 1% grade over a 30-meter clearspan is a significant engineering challenge that you don’t want to solve on installation day when your crews haven’t had a day off in over a week and are on overtime for every minute they are on that job site.

I believe the standard for our industry needs to shift from “checking the yard” to conducting an actual survey or “forensic investigation.” When we normalize precise data collection using digital transit levels, laser measures and slope calculations, we stop underquoting labor. We stop burning out our crews with surprise “uphill pushes” that weren’t in the budget. Most of the time we are so focused on the ground that we forget to look up to see what potential challenges might
be there.

Accounting for the elements

A truly thorough site visit doesn’t just measure the ground; it measures the environment. Being based in Texas, I know firsthand that a site visit in April does not reflect the reality of an installation in July.

If you are planning a summer install in a high-heat region, your site visit needs to identify shade and hydration logistics. A 200-foot hand truck push across an open field might be manageable in 70 degrees, but in 100-degree heat, that same push becomes a safety hazard and a labor-hour multiplier. Think about the additional time for more breaks for the installers as well as the difference in the “heat of the day” hours. A shift to an early arrival as the sun is coming up is a request to ask for up-front as it prevents the crew (and other vendors) from being out in the hottest part of the day as well.

Conversely, for our members in the North, a site visit in the fall for a winter install requires a completely different lens. You aren’t just looking for where the tent goes; you are negotiating snow removal plans before a contract is signed or better yet how will the structure or rental products be managed when the typical snow or sleet/ice storm rolls into town after the tent is up. Where will the plows push the snow to get access to the property? Is it right where your stake line needs to be? Let’s not forget the additional amount of travel time depending on where the project is from home base as well. All of these details should be considered in the initial site visit.

Sub-surface safety

If there is one area where we, as an industry board and community, must hold the line, it is underground utility safety. The phrase “the client said it’s clear” should carry zero weight in our risk assessments.

Adhering to 811 protocols is the baseline, but I challenge all of us to go further. Whether you are dealing with rocky mountain terrain or coastal sandy loam, integrating private utility locating or ground-penetrating radar into your workflow for complex sites is a critical step. We are temporary tent builders, but we should still hold ourselves to permanent construction safety standards.

Final thoughts

As you read through the technical articles in this issue, I encourage you to view them through the lens of preparation. You cannot be prepared for an installation if you haven’t truly seen the ground—and the conditions—you’re standing on.

Let’s use this summer to elevate our standards. Stop guessing and start measuring. Your crews, your bottom line and the reputation of our industry depend on it.

Darren Randle is an ATA Tent Rental Division board member and the COO/ founder of Houston Tents & Events in Houston, Texas.

To help streamline this approach, I’ve compiled the standards we use to ensure nothing slips through the cracks.
I encourage you to clip this out, laminate it, and hand it to your sales and project management teams.

ACCESS & LOGISTICS

Truck radius verification: Confirmed that specific delivery vehicles (53’ semi vs. 26’ box vs. pickup/trailer) can clear the gate width and turn radius.
Overhead clearance (driveway): Checked for low branches/wires on the drive in.
Parking plan: Identified where trucks will remain during offload (and if they need to move immediately after).
The “push” calculation: Measured exact distance from offload zone to tent site.
Path obstacles: Noted stairs, elevators, narrow fence gates (measured width) or delicate pavers.
Permit postings: Identified where permits must be displayed on-site.

TOPOGRAPHY & SURFACE

Digital level reading: Laser level shot to identify high point, low point and total drop in inches.
Grade impact: If grade > 6” over span, sub-floor or custom leg plan is noted.
Surface hardness: Checked for loose gravel, deep sand or mud potential requiring a plywood path.
Asphalt condition: Checked for age/softness. Will baseplates scar it in high heat?
Drainage flow: Identified where water runs during rain. Are we building in a basin?

SUB-SURFACE & UTILITIES

811 ticket: Confirmed status or scheduled date.
Private utilities: Visually scanned for pool pumps, landscape lighting and outdoor kitchens.
Irrigation: Located sprinkler heads and control valve boxes.
Septic/drain field: Located tank lids and leach fields (DO NOT DRIVE/STAKE ZONES).
Anchoring test: Stake driven (if allowed) to check rock/refusal.

OVERHEAD & PERIMETER

Power lines: Measured distance and height. (Must adhere to clearance codes.)
Tree canopies: Limbs interfering with peak height, eaves.
Building eaves: Measured soffit height if tent is butting against a structure.
Roof runoff: Identified where house gutters will dump water relative to the tent wall.