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Tents on Campus

Statement 

This policy was developed to establish clear guidelines around how and where tents can be placed on campus and to comply with College policies and procedures, State and local fire and building code regulations and the Massachusetts Dig Safe Law. The ultimate purpose of this policy is to protect the health and safety of the MHC community and prevent property damage or adverse impacts to the environment.

Scope / Responsibilities

This policy applies to any MHC department, vendor or contractor that proposes to install a tent for any event, entertainment, shelter, work process or any other purpose. All MHC community members, alums, contractors, vendors or any other entity must comply with this policy. 

For enforcement of policy:

  • Vice President for Finance and Administration and Treasurer
  • Vice President for Student Life, Dean of Students

For oversight of policy:

  • Vice President for Finance & Administration and Treasurer 
  • Vice President for Student Life, Dean of Students

For procedures implementing policy:

  • Associate Vice President for Facilities Management

 

Policy 

Introduction

The purpose of this policy is to keep the community safe and protect the environment and property and prevent potential disruption to essential services.

Policy statement

Unapproved and improperly installed tents can pose dangerous fire risks, damage to underground utilities and data systems and other hazards. This policy details the procedures and processes required to receive approval to place a tent on campus.

Policy Violations 

Violations of college policies are adjudicated according to procedures outlined in the Student Handbook and the Staff Handbook, with disciplinary consequences imposed by the adjudicating authority up to and including dismissal. Some offenses are punishable under state and federal laws.

Procedures 

Facilities Management works with campus partners to review tent placement requests and ensure that all installations meet the requirements of regulatory agencies, College policies and all MHC health, safety and operational procedures. No tent can be installed anywhere on campus without prior approval from Facilities Management. In addition to this prior approval, the following procedures are required:

  • Unless absolutely necessary, tents requiring stakes will not be allowed in order to prevent damage to underground utility systems which could pose dangerous safety risks
  • Generally, only the professionally installed tents used for Commencement and Reunion will be allowed to use stakes
  • Any tent installed with stakes requires a Dig Safe permit
  • All tents, other than approved stake installations, will be secured by water barrels, concrete cylinders or other suitable anchor weight
  • All tents must be secured, regardless of size – a runaway tent could cause injury to community members or result in property destruction 
  • The State Building Code requires a permit for any tent larger than 400 SF - this permit is issued by the Town of South Hadley Building Commissioner
  • All tents 400 SF or greater in size must be inspected by South Hadley Fire District 2 (SHFD2), the authority having jurisdiction (AHJ), prior to occupancy – The AHJ may require inspection on any tent installation, regardless of size, at their discretion
  • The use of cooking or heating appliances or presence of propane cylinders or other fuel in the vicinity of a tent of any size must be approved by SHFD2 prior to occupancy. Fire department permits may be required by the AHJ depending on the quantity of fuel or use of the tent or for any reason they determine
  • Tents that are less than 400 SF in size and do not have any heating appliances are not subject to building or fire code requirements, but still must be approved by Facilities in advance- SHFD2 may implement other requirements as they see fit
  • Egress and exit routes must be kept clear and unobstructed in all tents at all times
  • Fire extinguishers will be placed in tents as required for the size, occupancy load and as required by the AHJ
  • All tents must be made with fire-resistant materials and must be certified to meet NFPA 701 flame propagation tests.
  • The sponsoring department is responsible for all costs associated with tent purchase, rental, installation, permitting and any damage that may result to College grounds, building or other property 
  • The Authority Having Jurisdiction (AHJ), Facilities Management or Public Safety and Service can shut down any tent installation or order evacuation at any time if a potentially unsafe condition is observed in or around the tent, including tent stability, fire risk or any other hazard
  • All problems or concerns with College grounds or buildings must be immediately reported to Facilities Management: 413-538-2012 
  • Any emergency must be immediately reported to Public Safety and Service: 413-538-2304 or 911

Any alternative tent installation method or deviation from these procedures must be approved in advance by Facilities Management. 

All tent installation activities must be performed in a controlled and responsible manner with full attention to the safety of the community, protection of the environment and preservation of property. 

 

Definitions 

These definitions apply to terms as they are used in this policy. 

Authority Having Jurisdiction (AHJ): The Chief of South Hadley Fire District 2 (SHFD2), the State Fire Marshal, along with their authorized designees. The AHJ is responsible for enforcing fire safety codes, approving materials and conducting inspections

Campus: All properties owned and managed by Mount Holyoke College

Campus Roads: All College roads that are meant for motor vehicle traffic

DigSafe: A not-for-profit, one-call notification system required by Massachusetts law before any excavation (including installing stakes), to prevent damage to underground utility lines. The law applies to public and private property. Notification is made by calling 811 or online through the DigSafe Exactix system (digsafe.com). This mandatory notification is required a minimum of 72 hours (3 business days) in advance, except in emergency situations. Emergency notifications can be made 24/7 and are submitted as soon as possible using the same phone call or online submission procedure.

MHC Community: All students, faculty, staff, alums and visitors to Mount Holyoke College

Tent: Any structure, enclosure, or shelter constructed of fabric or pliable material supported by poles, metal or wooden frames, ropes, or wire cables, with or without sidewalls

 

Related Information:

DigSafe Procedures: For procedures on obtaining Facilities Management approval and obtaining a 

DigSafe permit prior to any excavation, including tent stake installation, plantings, or any activity that 

penetrates the ground in any way, shape or form

Facilities Management: For tent location approval, Dig Safe coordination, contractor approval 

and to report any issue with campus grounds, buildings or non-emergency safety concern 

(facilities@mtholyoke.edu / 413-538-2012)

Fire and Life Safety Procedures: For College protocols and guidelines on fire prevention and life 

safety 

Public Safety and Service: For immediate reporting of any emergency (413-538-2304 

or 911) and for protection of the community 

Vehicles Leaving Campus Roads Policy: For prior approval instructions and other requirements 

that must be followed when vehicles drive or park on pedestrian ways or any unpaved surface, even 

temporarily, for loading/unloading, installation work or any other activity