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.

Site Plan and Tent Setup

The site plan and tent setup diagram must be provided by the event planner.

  • Site plan showing all property lines, all existing structures, utilities, locations of toilet rooms (permanent and temporary), locations of accessible parking and the route from the parking to the tent(s), proposed tent location, and dimensions of such items. View a sample site plan.

  • Floor plan showing the use of the tent and layout of areas, seating, aisles, egress/evacuation routes, etc. Aisles throughout seating areas shall be maintained at 44” width. Identify if the tent will be provided with sides, or completely open. If sides are installed, identify the required exits. If your tent will have sidewalls installed even if these are to be pulled back you the following table (Table 3103.12.2 from the Ohio Fire code). View a sample floor plan.

Tent Specifications

Tent specifications must also be provided by the event planner.

Electrical Information

If applicable, this information can be obtained from the maintenance electrician and added to the site plan by the event planner.

  • Electrical service source, ampacity, voltage and phase configuration

  • Methods of grounding of tent structure, disconnecting means and electrical circuits

  • Lighting and wiring methods: Manufacturer cut sheets for exit signs, lighting fixtures, fans, etc. If a generator is being used, provide a spec sheet for the generator and detail the location on the site plan accordingly. 

  • Cooking equipment: If cooking is to be performed under the tent where grease vapors will be produced, then a kitchen exhaust hood and fire suppression system shall be provided for tents intended for interior lighting and cooking activities. A separate approval is required for the exhaust hood and fire suppression system.

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.

  • 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.