Planning for a tented event involves the Office of Campus Events, the Department of Facilities, the Office of Campus Safety, the Mount Vernon Fire Department, the Gambier Planning and Zoning Commission, and the Ohio Department of Commerce.

Completing this process does not guarantee tent use. Tent plans are approved by plans examiners at the Ohio Department of Commerce. Inspectors from the State of Ohio will inspect the tent during a site visit after your tent installation and before your event. 

Tents/temporary membrane structures, installed for less than 180 days, must comply with the 2017 Ohio Building Code (OBC) Section 3103 Temporary Structures and 2017 Ohio Fire Code (OFC) Chapter 24 Tents and Other Membrane Structures. OAC Rule 1301:7-7-31.

This process has been taking twelve weeks, but it could take longer. Please complete your tent packet once you have established the need for the tent.

Create the Tent Permit Packet

Please meet with the campus events manager at least 14 weeks before the tented event for assistance with this packet. The Ohio Department of Commerce requires the flowing information in the tent permit application packet: 

Division of Industrial Compliance Tent Submission Requirements

The applicable codes for compliance, and as referenced in this document, are the 2024 Ohio Building Code (OBC) and the 2021 International Fire Code (IFC). 

Exceptions from Review/Inspection

  • All tents that are less than 400 square feet in area.
  • Tents open on all sides that comply with the following:
    • Individual tents having a maximum size of 700 square feet.
    • The aggregate area of multiple tents placed side by side without a fire break clearance of 12 feet, not exceeding 700 square feet total.
    • A minimum clearance of 12 feet to all structures and other tents.

Submission Items

Completed copy of the DIC Required Information for Tent Permit (found at end of this information).

Detailed site plan, which shall include:

  • Vicinity map so general location of site may be determined.
  • Enlarged area plan that identifies the location of the proposed tents, permanent buildings/structures in the vicinity, other temporary structures (such as a stage), restroom facilities, and all equipment provided for utilization of the proposed tent (such as generators, heater/AC units and propane tanks).  If electric for the tent is provided from a permanent onsite source, identify the location of the onsite electric.
  • The site plan shall identify the distance between the proposed tents and the other items listed above.  If the tent is using stakes and guy wires for anchoring, the distance shall be specified from the stakes. 

Floor plan, which shall include:

  • The location/spacing of the tent frame legs, and designation of whether the tent is installed with sidewalls.
  • Arrangement of furnishings/seating within the tent, with declaration of design occupant load.
  • Declaration of use of tent (A-2 eating/drinking, A-3 general assembly without eating/drinking, B clerical or training staff space, or M merchandise sales).
  • Location and width of exits.  When more than one exit is required (see IFC Table 3103.12.2), they shall be spaced at approximately equal intervals around the perimeter of the tent.
  • Location and type of all electrical and heating equipment.

Structural analysis/details for all tents, which shall include:

  • A structural analysis provided by the tent manufacturer or tent installer with the following requirements:
    • Analysis based on the specific span and bay spacing of the proposed tent
    • Design wind speeds specific to enclosure configuration (with sidewalls or open)
    • Maximum reaction diagram for the design wind speed
  • If a structural analysis is not available for the proposed tent, design wind speed shall be 20 MPH for an enclosed tent or 25 MPH for an open tent.  Max occupant load for a tent without a structural analysis shall be 55 people.
  • The type and location of ballasts/anchors for the tent.  If the structural analysis does not specify anchoring methods, or the type of ballasts/anchors proposed do not match the structural analysis, the installer shall provide certification on letterhead defining the max design wind speed for the ballasting/anchorage.

Weather emergency evacuation plan:

  • If the tent frame and/or proposed ballasting/anchorage is not designed to withstand a wind speed of 114mph, a weather emergency evacuation plan shall be provided.
  • The evacuation plan shall designate the party responsible for monitoring weather/wind speed for the duration of the event, how wind speed is to be monitored, at what wind speed evacuation is to occur, and how evacuation will be conducted.

Fire watch plan:

  • If the occupant load of the tent exceeds 100 people, or if the tent is located within 20’ of a building, a fire watch plan shall be submitted unless sprinklers are being provided.
  • The fire watch plan shall designate the responsibilities of the fire watch personnel, the parties responsible for the fire watch and the shift times of the fire watch personnel. 

Supplemental information:

  • Specification sheets for electrical devices and generators to confirm proper listing for the proposed environment.
  • Specification sheets for exit signs to confirm compliance with IFC 3103.12.6.1.
  • Specification sheets for heating/air conditioning equipment to confirm proper listing.
  • Copy of the flame propagation certificate to confirm compliance with IFC 3104.2. 

Division of Industrial Compliance Required Information for Tent Permit

  • Application Date
  • Event Address
  • Event Name
  • Date(s) and Time(s) of Event
  • Install and Tear Down Dates
  • Owners Name/Contact
  • Owners Phone/Email
  • Installer Name/Contact
  • Installer Phone/Email
  • Manufacturer/Model Number of Tents
  • Name of responding fire department
  • Certify the responding fire department has been notified of this event
  • Is a weather emergency evacuation plan provided, if required
  • Is a fire watch plan provided, if required
  • Is there electric serving the tent (electrical inspection required)
  • Will there be any cooking in the tents
  • Are the tents heated or air-conditioned (mechanical inspection required)
  • Are exit signs required (occupant load greater than 100 in tent)

Have you reviewed Chapter 31 of the 2021 IFC:
Note on inspections. If install is scheduled for a Friday or after hours, after approval please call dispatch at 800-822-3208 and ask to speak with the inspection staff supervisor to coordinate inspections. All tents require a structural inspection. If there is electric to serve any device in the tent, an electrical inspection is required. If there is any heating or cooling appliances, a mechanical inspection is also required.

Tented Event Request Timeline

13-14 weeks prior to your tented event:

  • Meet with the campus events manager to discuss and create materials for your tent request.

  • The event planner reserves the desired tented event space and completes a work order request using the TOPdesk system to request an underground utility location check to confirm that a tent can be anchored in your desired event space.

  • The event planner contacts a tent vendor and confirms the tented event details including installation and teardown dates. Main Events Party Rental located in Newark is familiar with the Kenyon campus.

  • The event planner submits all fire watch and safety plans to the assistant director of campus safety for plan finalization and approval, and to discuss staffing needs. The event planner will be responsible for the life safety requirements outlined in these plans. Campus Safety may be available to assist with these watches and fire and safety watches for an additional fee.

  • The campus events manager will submit the fire watch and safety plans to the fire chief of the Mount Vernon Fire Department for approval and signature via email to Fire Chief Chad Christopher, chief491@mountvernonohio.org, and schedule a site inspection as needed.

  • The event planner submits the completed tent permit packet along with the Tent Permit Form to the director of facility operations. 

At least 12 weeks before your tented event:

  • The event planner submits the tent permit packet approved by the director of facility operations to the Office of Campus Events. The Office of Campus Events will apply for a permit through the Ohio State Department of Commerce portal and for a zoning permit with the Village of Gambier. Please note that the Gambier Planning and Zoning Commission meets every third (3rd) Tuesday, at 7:30 p.m., at the Gambier Community Center. All applications must be submitted to the village office by 4 p.m. on the Thursday before the meeting (2nd Thursday of every month) to be considered at the regularly scheduled monthly meeting. 

  • The event planner completes a work order using the TOPdesk system to request electric installation, life safety signage, and fire extinguishers required, scheduled for the day after the tent installation, allowing two days for the inspection before the event. Include the tent permit packet as an attachment.

After Tent is Approved:

  • The Office of Campus Events will notify you once the permit is approved by both the Village of Gambier and the Ohio Department of Commerce. Your department is responsible for the $75 Village of Gambier permit fee and the $375 Ohio Department of Commerce Permit fee.

  • The Office of Campus Events will schedule the tent inspection once the electric, signage, and fire extinguishers have been installed and notify you once the tent has passed the inspection. The State of Ohio will create a certificate of occupancy which will be displayed inside the tent and given to the event host, and Campus Safety by the Office of Campus Events.

Applications

The Village of Gambier and the Ohio Department of Commerce each require the application found on their websites below.