Summary of Tent Erection Policy

PURPOSE:  Installation of below-grade tent stake anchors can present a danger to public safety and disrupt critical services when the process intrudes on high voltage electric conduits and/or damages underground utilities and fiber-optic cables.  The purpose of the policy is to require tents and other light-weight temporary structures erected for NIH events to be safely installed and able to withstand code mandated wind pressures in order to maintain public safety and prevent disruption of critical services.

APPROVED:  February 8, 2006

POLICY:  Tents and other light-weight temporary structures must be anchored with above-ground weights.  Tents may not, under any circumstances, be anchored with devices that penetrate the ground.

PROCEDURES: 

·          At least 60 days before the tent is required, tent requestor submits a tent request and service requirements to the ORS Division of Events Management Services (DEMS).

·          DEMS solicits proposals from among approved tent supplier/erector vendors, including tent policy information.

·          DEMS forwards all proposals, including utility services requirements, to the Quality Assessment Branch of the Division of Policy and Program Assessment in ORF (QAB/DPPA) for a two-week review period.  The following information must be included with the proposals:

o         Description of above-ground anchorage system that will be used;

o         Description of required utility services;

o         Computations indicating that the anchorage system will meet or exceed American Society of Civil Engineers/American National Standards Institute (ASCE/ANSI 7-98/02) Wind Load requirements for wind speed of 90 m/hr. (3-second gust speed), Exposure Class C.

·          QAB/DPPA forwards copies of the proposals to the ORF Division of Facilities Planning (DFP) for site clearance. 

·          QAB/DPPA indicates approval/disapproval based on whether a review of calculations, tent anchorage description, and site clearance indicate the proposal meets policy minimum standards.

·          QAB/DPPA forwards utility services requirements to the ORF Division of Property Management (DPM) for review/approval.

·          QAB/DPPA summarizes the findings of each review group for each proposal, indicating which proposals meet all requirements, and forwards this information to DEMS for vendor selection.