Winter Tips for Event Rental Companies

For many tent and event rental companies in the Northern parts of the country, snow, ice and frigid temperatures are just another hurdle to navigate during the long winter months. We’re halfway through January but winter is far from over. While there are fewer customers calling you, your installation crew is still on the job. Why not make sure they are fully prepared? Here are some winter safety tips!

Dress Warm and Layer Up

Before setting out for the job site, it’s important that each installer is dressed appropriately. Start with moisture-wicking thermals as a base layer, then make sure each crew member has a waterproof outer layer. Cold weather hats and gloves are a must, as your head and hands are areas that are most susceptible to cold exposure. It’s a good idea to keep spare hats and gloves in the truck, in case they get wet or lost. Hand warmers are a great option as well. If someone on your crew gets wet, they must change immediately to avoid losing body heat.

When choosing the right winter clothing, find a balance between keeping your crew warm while making sure they have good range of motion. As always, hard hats are a must, as winter has its own set of risks. A hard hat helps protect installers if they slip or fall on ice. Another tip: designate a crew member to keep an eye on the rest of the team for signs of hypothermia, fatigue or frostbite.

Allow for More Time During Event Rental Setup

It’s a fact that completing an installation job during the winter months is harder. The cold takes a toll on your crew, your equipment and your inventory. Cold weather can cause sidewalls and tent tops to become brittle and crack. Your installation team may be slower because of all the layers they have to wear for protection. Plus, you need to factor in that there are fewer daylight hours, as well as unpredictable weather. You might even show up to the job site and discover there is a ton of snow and ice that needs to be removed before you can begin.

When faced with all these challenges, it’s a good idea to give yourself flexibility with customer contracts. If a job would normally take one day for installation, double the amount of time when quoting. Plus, make it clear in your contracts that you reserve the right to delay the installation due to unforeseen circumstances, such as a snowstorm.

Pack an Emergency Kit for Winter Weather

The workday is over, and the installation is done. Success! Your team is on their way back to the office to unload, when a snow squall hits. A multi-vehicle accident has closed the interstate, and your crew is stuck on the highway, waiting for the accident to be cleared. Sound familiar? This type of situation happens all too often, so it’s important to be prepared. Keep an emergency kit in your company vehicles. If your crew members drive their own cars, encourage them to create a kit for themselves. An emergency kit is a great tool to have when faced with unpredictable situations in winter weather.

Here are some things you can include in your winter weather emergency kit:

• Snow shovel
• Ice scraper and snow brush
• Sleeping bag
• Bottled water
• Non-perishable snacks, such as protein bars
• Tow straps
• Emergency flares
• Backup battery for your cell phone

Assign someone on your team to make sure each kit remains fully stocked before the company vehicles are signed out for an installation.

While party tent and event rental companies can’t be prepared for every scenario that might come up during the winter months, there are a lot of tools your company can utilize to make those winter installations easier and safer for your installation crew.

Frequent Warming Breaks Are Necessary for Your Crew

While everyone wants to get the job done quickly, it shouldn’t be at the expense of your crew’s safety. Frequent warming breaks are a must. Provide a small tent with a heater or set up a trailer in a centrally located space. It’s important that each crew member has a place to go to get out of the cold.

During breaks, hydration is key, as your body doesn’t sense thirst as well in cold temperatures. While it’s tempting for your crew to load up on hot coffee, caffeine contributes to dehydration. Have bottles of water on hand or encourage your team to drink herbal teas or warming broths.