Tent Rental Contract (118kb pdf)
Sponsorship Agreement (37kb pdf)
Sales Tax Exemption form (48kb pdf) You can check your exemption eligibility at http://window.state.tx.us/taxinfo/exempt/exempt_search.html

Capitol Grounds – Fire and Life Safety Requirements For Tents (36kb)

Special Events Permit Office – City of Austin
Local: 311 Out of town: (512)974-6501
Permitting for Special Events

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 of installation.

Account Receivable Clients
To guarantee your reservation, a signed “Tent Rental Contract” is required. Full payment is due on net thirty-day terms. Request a Credit Application

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

Rain Plan
In order to insure that your event is protected from rain, we will design a rain plan. We will be prepared with tents, scheduled crew and an on-site technician the day of your event. This requires a 50% non-refundable deposit of the 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 tents and not seek shelter in tents during such conditions. It is best to evacuate when in doubt. Marquee Tent offers an on-sight technician during the event for an additional charge to assist with weather assessment and equipment maintenance. If Client declines those services, Client understands that it is Client’s responsibility to be aware of changing weather conditions and to exercise its best judgment with regard to the evacuation of tents. Client agrees that in the event of a predicted or actual storm or excessive winds, Marquee Tents may dismantle any equipment that has been previously installed to ensure safety of all involved.

Indemnification & Defense
Client agrees that if any legal proceedings are brought against Marquee Tents to recover compensation for injuries to individuals or damages to personal property occurring in connection with the event Client will provide a defense for Marquee Tent and any of it’s employees named in such proceedings and will indemnify Marquee Tents and it’s employees for any judgment rendered against them.

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. Therefore, it is our strict policy that all installations and takedowns are done by our experienced crews. All prices quoted will include these services. Delivery fee is an additional fee determined by distance, installation placement, and time specifications. Starting fee is $90, roundtrip.

Preparation for Installation and Takedown
The first step our crews take installing a tent is to spread it 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. In like manner, the tent must be totally empty before we can take it down. Fees will be applied if these policies are not met. The tent crew must be notified of any under ground water, electrical or sewage lines.

Asphalt Installation

Erecting a tent on an asphalt surface is a routine operation requiring that we drive iron stakes approximately 3ft. long and 1in. in diameter through the surface. We fill the holes with ready-mix asphalt immediately after the stakes are removed. There will be minimal damage to the asphalt.

Concrete Installation
When a tent is installed on a concrete surface, stakes cannot be used. We must drill holes through the concrete and screw in eye-bolts. We guy ropes to the eye-bolts to anchor the tent. Upon removal, we remove the eye – bolts and leave shields to fill the holes. We charge $5.00 per hole for this service.

Water Barrel Installation
This process is offered but not a preferred form of securing a tent. In the case of severe weather, water barrel installation cannot be used.

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. We will assist you in any way possible, but these clearances do remain the responsibility of the renter.
Phone: Local 311 Phone (512)974-6501
Permitting for Special Events

Damages & Damage Waiver
Call before you digMarquee Tent does its best to protect your property during the delivery, installation and removal process. Client agrees to release Marquee Tents 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. Damage waiver is a non-refundable, 12% charge added to all rental contracts. It covers accidental damage from normal usage. Damage waiver does not cover loss or negligence.

Always call 811 before you allow staking. One easy phone call to 811 starts the process to get your underground utility lines marked for free. When you call 811 from anywhere in the country, your call will be routed to your local One Call Center. Local One Call Center operators will ask you for the location of your digging job and route your call to affected utility companies. Your utility companies will then send a professional locator to your location to mark your lines within a few days. Get more details here.

Authorized Signature
All collection fees, attorney fees, court costs, or any expense involved in the collection of rental charges will be Client’s responsibility. I have read and agree to the above Terms and Conditions and acknowledge receipt of same.

Codes

Texas Department of Insurance
State Fire Marshal’s Office, Mail Code 112-FM
333 Guadalupe . P. O. Box 149221, Austin, Texas 78714-9221 Phone 512-305-7900 Fax 512-305-7910
www.tdi.state.tx.us

Requirements for Commercial Type Tents Introduction
Commercial type tents are tension pole tents normally rented from and erected by a party or tent rental businesses. Typically the tent is larger than 800 sq. ft. (20ft. x 40ft.) in size. The tent may or may not have side coverings. Any type of food preparation (cooking) is prohibited unless done so in a separate tent or area away from other use tents and approved by the State Fire Marshal.

Fire and life safety requirements for tents are designed to comply with Codes and Standards from the National Fire Protection Association (NFPA). NFPA 101, the Life Safety Code (2006 edition), sets minimum requirements which provide for a measure of safety from fire and the requirements for means of emergency egress. The following summarizes the requirements.

Flame Resistance
All tents shall be flame resistant. All tent fabric shall meet the flame propagation performance criteria contained in NFPA 701. Certificate of flame resistance shall be attached to the tent or otherwise provided to the State Fire Marshal. (NFPA 101 – 11.11.2)

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)

Cigarette Smoking
Smoking is not permitted within the tent. (NFPA 101 – 11.11.4.2)

Open Flames
Open flame devices, candles, and cooking are not permitted within tents.
a. Sterno type devices for heating prepared food for serving are permitted.
b. A separate tent (minimum of 10 feet from the dining tent) is preferred to be used for serving prepared food.
c. When food serving is in the dining tent, the serving area shall be a minimum of 10 feet from the nearest dining tables.

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 – 11.11.6.1.1 & 11.11.6.1.2)
b. Liquefied 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 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 200 feet. (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 table 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 table edge to table 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)

Tents for Merchandise Display or Sales
No display or exhibit shall be installed or operated to interfere in any way with access to any exit.

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 200 feet. (NFPA 101 – 13.2.6))

c. The main center walk way aisle shall be a minimum of 36 inches of clear width.
(NFPA 101 – 13.2.1 & 7.3.4.1)

Portable Fire Extinguishers
Portable fire extinguishers are required in all tents. (NFPA 101 – 11.11.5) Arrangements should be made with the vendor supplying the tent(s) or a local fire extinguisher vendor for supplying portable fire extinguishers. No display or exhibit shall be installed or operated to interfere in any way with access to fire extinguishers.

a. The minimum rating for portable fire extinguishers is 3A:40B:C. Portable fire extinguisher sizes of 51b. or 101b. ABC rating will typically meet the rating requirement. (NFPA 10 – Table 5.2.1)

b. The maximum travel distance to portable fire extinguishers shall not exceed 75 feet. (NFPA 10 – Table 5.2.1)

c. A minimum of 1 portable fire extinguisher is required in tents not exceeding 75 feet in length. Tents exceeding 75 feet in length shall have a minimum of 2 portable fire extinguishers. (NFPA 10 – Table 5.2.1)

d. Portable fire extinguishers shall not be obstructed from view or access. (NFPA 10 – 1.5.6)

e. Brackets for the portable fire extinguishers shall be securely mounted so the top of the fire extinguisher is not more than 5 feet from the floor (ground). (NFPA 10 – 1.5.10)

f. Portable fire extinguishers shall have a current inspection tag from a licensed fire extinguisher vendor.

Electrical
Electrical shall meet the requirements of NFPA 70, National Electrical Code.

a. Typical electrical wiring or cord requirements:
1. In good working condition.
2. Suitable for outside use.
3. Protected by Ground Fault Circuit Interrupter (FGCI) 4. Of sufficient size to handle electrical load. 5. Protected from pedestrian foot traffic.

Crowd Managers
There shall be a minimum of 1 Crowd Manager per 250 occupants. The crowd managers are present to assist with crowd control. When tents are filled to capacity or become too crowded for free movement, the crowd managers shall restrict entry until the crowd diminishes. The crowd managers shall also have knowledge of the locations of exits, the locations of portable fire extinguishers, and trained how to direct occupants in the event of an emergency. (NFPA 101 – 13.7.6).

Emergency Services
Vehicle Access Fire Lane and Height Requirements: Austin Fire Department: a. Fire lane and height requirements shall be maintained at all times. b. The minimum width for emergency vehicle access is 15 feet for one way traffic. c. The minimum width for emergency vehicle access is 25 feet for two way traffic. d. The minimum height clearance for overhead banners and such is 13 feet, 6 inches.

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