Ask any professional event planner about their worst morning, and, despite the embellishments, it always follows the same pattern. Something had gone wrong with the tent that morning. A joint stuck or a pin was missing, costing twenty minutes before the doors opened, and everyone was in a foul mood for the remainder of the setup.
This was friction, the built-in design issues that make life miserable for everyone involved, and it is never inevitable. The tent in question had been bought by its owners, meaning it came with whatever design issues the manufacturer thought fit to include. The choice was never theirs to make.
Some features to look out for, from a design perspective, to prevent this friction and create a faster, smoother process are mentioned below.
6 Features That Make Your Canopy Tent Set Up Faster & More Efficient
1. The Frame Mechanism Dictates All
The most friction-inducing part of a pop-up tent is the joints on the frame, and the way they are opened during the setup. Most good frames are of a scissor design, with smooth sliders and joints that allow the frame to be opened simply by lifting up individual corners. More rigid joints add time and frustration to a setup that needs every second, and are often found on cheaper tents where the manufacturers cut costs on the hardware. This feature is best tested first by asking the supplier to demonstrate the full opening and closing cycle of the tent, timing it for an idea of how long it might take. A reluctance or difficulty during this process will indicate future pain points during the setup.
2. Print Doesn’t Add Time
Branding can be a potential friction point if the wrong technology is used during the printing process. Dye-sublimated fabric is ideal for any event tent that requires a brand to be printed onto it, as the printed image is locked inside the fibers of the material. This reduces the likelihood of tearing at the seams while packing, as well as minimizing potential problems such as cracking of the ink during compaction. Cheaper printing methods add extra handling considerations, such as avoiding creases during folding, and may need to be replaced before the next use due to deterioration of the print. For custom tents that are set up and packed away on a weekly basis, these differences can be incredibly important.
One consideration for speed is the location of the print on the structure. A printed back wall that simply needs to be attached during the set-up is quicker to deal with than one that uses a multitude of straps, and the time saved during this step is multiplied across the lifespan of the tent.
3. Weight Versus Compaction
The bag and frame weight are an important consideration at the start and the end of the event, when the tent will be carried to and from the venue. Aluminum frames are ideally suited to commercial tents, durable enough for multiple uses and light enough for one person to carry without strain. The bag itself has to be able to stand up to the wear and tear of multiple trips, and wheeled bags negate the need for walking long distances from the car park. This is particularly relevant to the carry bag, which should be able to hold the frame and canopy securely without causing a wrestle between staff and the contents of the bag.
One consideration at this stage is whether the canopy remains attached to the frame during set-up and pack-down. Some tents require the removable canopy to be detached every time, adding a step at both ends of the working period, and the possibility of damage by dragging the fabric over dirty ground.
4. Anchoring Is Always An Issue
It is an uncomfortable fact that the most secure anchoring systems are often the ones that get used, as the alternatives are far too tedious. As such, it is best to look out for features that reduce the effort needed to stabilize the canopy tent. Some manufacturers put weight-attachment points directly onto the legs of the frame, or quick-release plates for the feet at the base of the legs, that can accept sandbags or other weights. The same goes for stakes, with some manufacturers including a suitable number of stakes with their tents and providing the correct hole size to attach them directly to the legs of the structure.
5. Spare Parts Are Always Needed
A major source of friction occurs when a part of the canopy tent fails to work correctly, and there is no appropriate replacement available on site. The feature this refers to is parts availability, and the best way to determine this is to ask if the supplier offers any parts for sale. Feet, sliders, canopy tops, and straps will all fail eventually, at a heavy use level, becoming consumables that need to be replaced. A vendor with parts available will reduce the downtime of the tent in direct proportion to the speed of the repair. However, a company that does not offer these parts may result in a delay of a couple of days to the event or even a poorly repaired structure using whatever materials are available.
6. The Correct Size Minimizes Other Friction
The size choice and the amount of friction incurred during the set-up are closely related, as a tent that is unsuitable for the venue will create additional problems. If it’s too large, the venue must negotiate the structure’s placement because of the space it occupies; if it’s too small, the operation must be planned around the frame’s restrictions. The most common size across the market is the standard pitch, and this fits best with the custom canopy tents 10 x 10. Larger footprints must be requested when there is an absolute requirement for more space.
Settling this consideration is a matter of looking at the events that will take place within the tent at the time of year, and making a list of the space requirements based on that. By mapping events across the year, noting space requirements, and purchasing based on that list, you can remove friction from a potentially time-consuming negotiation.
End Point
Friction at events is never the result of major issues, but many smaller ones that build up throughout the day. Some of these can be eliminated by choosing a canopy tent with certain features, such as smooth frame joints, light frame and bag weights, anchoring options to reduce the effort required, spare parts availability, durability of the printed branding, and an appropriate size for the event. By eliminating these, the process of setting up the structure becomes a dull and routine part of the event’s operation, with drama and drama only reserved for the marketing and press.