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Cornell University

Facilities and
Campus Services

Placing a Tent on the Ithaca Campus

Lighted Tent at Night

To ensure the safety and efficiency of your upcoming event when considering a tent, please refer to the details provided below. If you require further assistance with event planning and logistics, do not hesitate to contact Facilities Event Support (event_support@cornell.edu). For specific guidelines regarding tent setup and safety, please visit the EHS Tent Permit page: Tent Permits | Environment, Health and Safety (cornell.edu).

For Event Planners:

  • Before planning your event, reach out to Facilities Events to ensure the location and tent size is appropriate for the number of guests you are anticipating.
    • To learn more about how tent locations are determined and approved, please visit the 'Tent Location Process' webpage.
  • Once determined, and at least one month prior to your event date, please request the appropriate space in the 25Live Space Reservation system.
  • At least one month prior to your event date, contact one of the five preferred campus tent vendors (Auburn Party Rental, Hillside Rentals, McCarthy Tents and Events, Morris Tent and Event Rentals or Taylor Rental) to rent your tent.
    • These are the only tent vendors allowed to work on this campus- please contact Melinda Sweazey with any questions.
  • At least two weeks prior to your event date, the Facilities Events office will apply for your tent permit on your behalf.
    • You will need to provide the flame resistant certificate from the tent vendor, a diagram showing the event element layout under the tent and a Cornell account number to pay for the permit fee.
  • Every event using a tent needs to have an emergency weather plan.
  • Once the tent layout has been approved, please do not add elements (tables, chairs, risers, etc) to the tent.

  • Plan on being present during the tent installation to ensure proper placement and orientation.

  • Once location has been approved by Dig Safely NY and Cornell underground utilities have been marked, DO NOT move/ shift the tent location.

For Tent Vendors:

  • At least two weeks prior to tent placement, request Dig Safely NY.
    • Once location has been approved by Dig Safely NY and Cornell underground utilities have been marked, DO NOT move/ shift the tent location.
  • Once setup/ teardown dates are determined, please stick with them to the best of your ability.
    • Connect with Facilities Events if the timeline needs to be adjusted for any reason.
  • Do not stake into sidewalks or any paved surfaces- if guy wires are needed in that location, use block weights instead.
  • If tent is located near a building, do not place any event elements (tables, chairs, riser, etc) in front of egress doors.
  • Post event, please leave the space as you found it (pick up cut zip ties, plastic wrapping, etc).
  • If driving onto a quad or plaza, please adhere to pedestrian safety regulations:
    • You need someone to walk in front of the vehicle when coming onto quad/ plaza, or walk behind the vehicle when backing up.
    • Drive 5mph or less with flashers on while on quads/ plazas.
    • If you park on a fire lane, someone has to be with the vehicle at all times.
    • Do not park under trees or on grass panels.
  • Please place exit and no smoking signs in the tent.
    • The town of Ithaca requires photoillumenescent exit signs.

For Facilities & Campus Services Staff:

  • Once you receive your work order, please reach out to Julie Parsons with any questions.
  • If tent is located near a building, do not place any event elements (tables, chairs, riser, etc) in front of egress doors.
  • If tent is placed over a sidewalk, please place cane detection barricades on sidewalks (at the entrance and exit).
  • Please mow the lawn area two days prior to tent placement.