EVENT LOCATION SITEMAP REQUIREMENTS

 POLICY-SOP

SITEMAP

Ver 21-214

The RENTER must provide AEG ("AMEREVENT") a SITEMAP and installation guide to at least 10-days before delivery to map out and detail the delivery, installation, placement or removal of RSSL ("RENTALS, SALES, SERVICES and/or LABOR"). The SITEMAP details delivery, staging and placement locations, OBSTACLES, UTILITIES (overhead and buried) and any other possible interference or hindrance as well as all timing needs and the correct corner locations where RENTALS are to be set. (The actual "CALL-811" marking of buried utilities and your marking the corner locations where your larger rentals are to be set are also required.)

DEF 10.167. SITEMAP. The SITEMAP is a detailed map of the ESITE (EVENT SITE) that is prepared by USER (RENTER) and delivered to AEG at least 10-days prior to EDATE (EVENT DATE) and shall show at a minimum: (1) the Event ID#, (2) the full Event site address, (3) the day of event contact name and contact phone number, (4) the dimensions of the event site space where setup will occur, (5) clear indication of all site preparation completed such that the requirements of [POLICY-SOP] have been met, (6) clear location of all utilities, roadways, pathways, devices and structures including buried, surface and overhead that may potentially impact, be needed or be damaged by event, RSSL installation, use or removal and/or in any way by PARTICIPANTS, (7) clear and complete showing of all local regulatory requirements such as required tie-downs, anchoring, fencing, guards, covers, signage, reports, documentation and any other specifications required for approval of use,  (8) clear listing of exact locations and connections needed for use of electricity, water and area lighting as well as natural gas, fuel and oil (if needed) and (9) where delivery trucks are to park and the distance to the setup location in feet,  where items are to be unloaded, setup and reloaded. All location names, numbers and identities must be clearly and accurately indicated. USER must verify all RENTALS will fit available space. USER shall also identify the best delivery routes to, from and on ESITE and any road conditions, low clearances, overhanging buildings, utilities or trees and anything else known that may impact travel to the ESITE or while on the ESITE.

DEF 10.123. OBSTACLE shall mean any condition or object that interferes with, hinders or delays the installation or removal of RSSL. This includes: all barriers; barricades; steps, stairs and elevators; overhead and underground utilities, obstructions and other objects or conditions; soil, ground and surface conditions; utility availability for use; walls, fences, plants and any other direct path inhibitors; lack of EXCLUSION ZONE; lack of parking, roadways and unpaved roadways or potholes; excavations; lack of parking; lack of SITEMAP or corner marking when required; any all other interferences.

DEF 10.202. UTILITIES means water, power, natural gas, fuel, oil, lighting, trash collection, internet, telephone service and any other service commonly used or defined as a utility that is required for the proper and safe delivery, construction, operation and removal of any RSSL.

 

Usually a "GOOGLE EARTH" photo of the event site works well as long as it is detailed enough to determine distances, locations, structures, terrain conditions, slopes and the other information that will be needed by the installation workers to set your equipment without issues.  An example is below (your will need to include address and any other information that will help the installation).

You may also want to include a drawing of table and chair setup locations if you have a specific plan in mind. For more complicated setups it is important you have a person onsite before the complex setup begins (it is not necessary for someone to be present during the setup of larger items like tents as long as proper marking has been provided.

THINGS TO REMEMBER FOR TENTS: See https://www.amerevent.com/tentuse for instruction guides on how to choose a site, how to mark corners, how to maintain a tent you are using and how to get a "rain plan" if you may need to cancel your event.

LEAVE ROOM TO SETUP! Pole tents need a 20-ft "exclusion zone" around the entire outer edge of the tent where there are no buildings, tall trees or parking. This can sometimes be tightened down to 10-ft with special approval but stakes must be driven 6-ft to 8-ft from the sides and there must be room to work a powered stake hammer. Frame tents need a 20-ft "exclusion zone" if staked (same as above) or 10-ft if weight anchors are used (stakes have more holding power and are lower cost than weights). If is possible to even move frame tents up against a building with special approval but the renter usually must provide the extra staff to do it. A standard tent crew is only 3-4 people and one person is needed on each leg. This usually works only with smaller tents. It is easy to install a 10-ft x 10-ft (or 10x almost any length) connector tent between a building and the main tent.