Event Use, Installation & Safety Responsibility Terms
AirStructure Co. · Event Use, Installation & Safety Responsibility Terms
Event Use, Installation & Safety Responsibility Terms
These Event Use, Installation & Safety Responsibility Terms apply to custom inflatable products used at events, brand activations, trade shows, festivals, sports events, schools, retail promotions, corporate campaigns, public spaces, indoor venues, outdoor venues, and other commercial or promotional environments.
Covered products may include inflatable event domes, branded booths, advertising arches, inflatable product replicas, sponsor billboards, inflatable games, sports tunnels, inflatable tents, display walls, inflatable furniture, and other custom air-supported structures supplied by AirStructure Co.
Customer Responsibility for Event Use
Custom inflatable products are often used in public-facing environments where safety, supervision, setup planning, and venue coordination are essential. Customers are responsible for ensuring the product is appropriate for the event site and is used in a safe and controlled manner.
Confirm Permission Before Setup
Customers should confirm that the venue, property owner, event organizer, school, stadium, city, mall, convention center, or landlord allows inflatable products at the intended location.
- Venue approval
- Property owner approval
- Event organizer approval
- Height and footprint restrictions
Confirm Space and Surface
Customers should confirm there is enough space for the inflated product, blower location, anchoring points, crowd flow, emergency access, staff movement, and safe operation.
- Clear setup area
- Level surface
- No sharp debris
- Safe distance from vehicles or equipment
Manage Use During the Event
Customers are responsible for monitoring product condition, public interaction, blower operation, weather changes, anchoring, and event-site hazards during use.
- Staff supervision
- Blower monitoring
- Public access control
- Weather monitoring
Venue Rules, Permits and Site Restrictions
Different venues may have different rules for inflatable products. Customers should review the venue’s requirements before ordering, approving production, or scheduling delivery. Some venues may require permits, insurance documents, certificates, engineering information, fire-rating documentation, union labor, decorators, or specific move-in procedures.
| Venue Requirement | Customer Should Confirm |
|---|---|
| Indoor venue limits | Ceiling height, booth size, sprinkler clearance, fire exits, electrical access, rigging restrictions, decorator rules, union handling, and move-in times. |
| Outdoor venue limits | Surface type, wind exposure, weather rules, anchoring options, staking permission, weighted-ballast requirements, public access, and overnight storage. |
| City or municipal rules | Permits, public-space use, signage restrictions, sidewalk access, park rules, temporary structure requirements, and local safety regulations. |
| Sports venue rules | Field access, sideline restrictions, sponsor placement, stadium power, tunnel access, team approvals, fan-zone layout, and game-day timing. |
| School or campus rules | Supervision requirements, student access, insurance needs, anchoring rules, indoor gym clearance, outdoor field approval, and weather policies. |
| Retail or mall restrictions | Common-area approval, fire code, power access, loading access, storefront visibility, signage restrictions, floor protection, and security rules. |
Anchoring, Ballast and Stabilization
Proper anchoring is essential for safe inflatable use. Anchoring needs depend on product type, product size, surface, indoor or outdoor use, crowd conditions, weather, wind exposure, and venue restrictions. Customers are responsible for selecting and using appropriate anchoring methods unless installation services are separately agreed in writing.
Outdoor Products Require Extra Planning
Outdoor products may require stakes, ropes, sandbags, water weights, concrete weights, ballast blocks, tie-down straps, ground anchors, or other stabilization methods appropriate for the surface and conditions.
- Grass, turf, asphalt, concrete, or sand may require different methods
- Wind exposure must be monitored throughout the event
- Staking may not be allowed at some venues
- Ballast may need to be supplied or arranged by the customer
- Overnight outdoor use may require additional review
Indoor Products Still Need Control
Indoor products may still require weights, tie-downs, floor protection, clear spacing, blower placement, and crowd supervision to prevent shifting, tipping, tripping hazards, or product damage.
- Confirm floor protection requirements
- Keep emergency exits clear
- Avoid blocking aisles or booth access
- Place blowers safely
- Prevent uncontrolled public interaction
Blower Power, Electrical Access and Air System Responsibility
Many custom inflatable products require a blower or air system to operate correctly. Customers are responsible for confirming power availability, outlet type, extension cord safety, generator needs, cable placement, blower protection, and continuous monitoring during use.
| Power / Air System Area | Customer Responsibility |
|---|---|
| Power source | Confirm that the venue has suitable electrical outlets, voltage, circuit capacity, generator access, or other approved power source for the blower or lighting system. |
| Extension cords | Use appropriate outdoor-rated or event-rated extension cords when needed, avoid overloaded circuits, and prevent tripping hazards. |
| Blower placement | Place blowers on a stable surface with clear airflow, away from water, crowd traffic, vehicle paths, sharp objects, and blocked intake areas. |
| Continuous airflow | Constant-air inflatables may require continuous blower operation during use. Customers should not disconnect or turn off blowers while the product is in use. |
| Generator use | If a generator is used, customers should confirm correct power output, fuel planning, safe placement, noise rules, ventilation, and event-site approval. |
| Weather exposure | Electrical equipment should be protected from rain, water pooling, wet surfaces, unsafe extension cord placement, and improper outdoor electrical use. |
Weather Conditions and Outdoor Use
Outdoor inflatable use requires active monitoring. Wind, rain, storms, lightning, snow, ice, heat, rough surfaces, water pooling, and sudden weather changes can create unsafe conditions or damage products. Customers are responsible for stopping use when conditions are unsafe.
Monitor Wind Conditions
Wind can affect arches, domes, product replicas, display walls, tents, games, and large inflatable surfaces. Customers should follow safe-use limits and stop use when conditions become unsafe.
Protect Product and Equipment
Rain and water pooling can affect fabric, printed surfaces, blowers, electrical cords, stability, user safety, and storage condition after the event.
Stop Use During Unsafe Weather
Products should not be used during lightning, severe storms, unsafe wind, flooding, heavy rain, or conditions that create risk to people, property, or the inflatable product.
Supervision and Public Interaction
Inflatable products used in public environments should be monitored by responsible staff. This is especially important for interactive inflatable games, sports activations, fan-zone attractions, school events, festivals, retail activations, and high-traffic sponsor displays.
Prevent Misuse and Damage
Product replicas, arches, billboards, domes, booths, tents, and sponsor walls should not be climbed on, pulled, pushed, dragged, leaned on excessively, or used in ways they were not designed for.
- Prevent climbing or hanging
- Keep vehicle traffic away
- Protect from sharp objects
- Monitor crowd contact
- Do not allow unauthorized modifications
Games Require Active Supervision
Inflatable games, obstacle structures, IPS target games, sports challenges, and participant-use products require extra monitoring, controlled access, and safe event operation.
- Supervise participants
- Follow use restrictions when provided
- Manage lines and crowd flow
- Stop use during unsafe conditions
- Inspect product during event breaks
Indoor Setup and Trade Show Installation
Indoor installations may appear simpler than outdoor installations, but they still require planning for space, airflow, power, ceiling height, fire exits, flooring, crowd movement, booth rules, venue approval, and event decorator requirements.
| Indoor Setup Area | Customer Should Confirm |
|---|---|
| Ceiling height | Confirm that the fully inflated product fits under the ceiling, lighting, sprinklers, signs, rigging, or overhead structures. |
| Booth footprint | Confirm that the product fits inside the assigned booth, sponsor area, sampling zone, lobby, hallway, or retail space. |
| Fire exits and aisles | Do not block emergency exits, fire lanes, aisle access, service doors, escalators, elevators, or required clearances. |
| Power availability | Confirm outlet location, voltage, circuit capacity, extension cord rules, and any required electrician or decorator services. |
| Floor protection | Use mats, carpet, floor covering, or protective barriers when needed to protect the inflatable and venue flooring. |
| Venue rules | Confirm whether inflatables, blowers, signage, air-supported structures, or custom displays are allowed under the event’s exhibitor rules. |
Outdoor Setup and Temporary Structure Planning
Outdoor custom inflatables may be exposed to weather, uneven ground, pedestrian traffic, vehicles, equipment, temporary event infrastructure, and changing site conditions. Customers should prepare the site before installation and monitor the product throughout the event.
Inspect the Ground Before Setup
Remove sharp debris, glass, rocks, nails, branches, metal objects, or rough materials that could puncture, stain, tear, or damage the inflatable product.
Separate From Vehicles and Equipment
Keep inflatables away from vehicles, forklifts, carts, generators, staging equipment, tents, fencing, barricades, and other event infrastructure that may cause damage.
Extra Planning May Be Needed
Overnight outdoor setup may require security, weather monitoring, additional anchoring, blower protection, power planning, and venue approval.
Installation Services and Third-Party Installers
AirStructure Co. may supply custom inflatable products for customer-managed installation. Unless installation service is specifically included in writing, customers are responsible for setup, staffing, anchoring, operation, takedown, repacking, storage, and local site coordination.
Customer Manages Setup
If the customer or event team installs the product, they are responsible for following safe setup practices, using correct accessories, monitoring conditions, and complying with venue requirements.
- Assign responsible setup staff
- Review product before use
- Use appropriate anchoring
- Confirm blower and power setup
- Monitor during event operation
Installer Selection Is Customer Responsibility
If customers hire local installers, event vendors, rental companies, decorators, or venue labor, the customer is responsible for selecting qualified support and coordinating product information.
- Confirm installer experience
- Share setup details and product size
- Coordinate power and anchoring
- Confirm event-site rules
- Inspect after installation
Takedown, Cleaning, Drying and Storage After Use
Proper takedown and storage are important for protecting custom inflatable products after an event. Products should be cleaned, dried, deflated, folded, packed, and stored carefully to reduce damage and extend usable life.
Deflate Carefully
Customers should clear the surrounding area, remove accessories, disconnect power safely, deflate the product carefully, and avoid dragging it across rough surfaces.
Remove Dirt and Debris
Products should be wiped or cleaned according to appropriate material care methods. Harsh chemicals, abrasive tools, or pressure washing may damage material or print.
Dry Before Packing
Products should be fully dry before storage. Packing while wet may cause odor, mildew, staining, fabric damage, print issues, or reduced product lifespan.
Related AirStructure Co. Policies
Event use and safety responsibilities are connected to product manufacturing, artwork approval, shipping, inspection, warranty review, and custom order limitations. Customers should review all related policies that apply to their project.
Business Product Sales Terms & Conditions
Review the general business terms that apply to custom inflatable product orders, project-based sales, approvals, delivery, and customer responsibilities.
View Terms →Custom Inflatable Manufacturing Terms
Review made-to-order production terms, project-based pricing, production approval, custom product tolerances, and timeline expectations.
View Terms →Branded Advertising Inflatables Terms
Review terms for branded inflatables, sponsor logos, trademark permission, promotional use, event graphics, and advertising claims.
View Terms →Artwork, Mockup & Design Approval Terms
Review customer responsibilities for artwork files, mockup approval, logo placement, spelling, print tolerance, and design confirmation.
View Terms →Shipping, Freight & Delivery Terms
Review air shipping, ocean freight, customs, delivery planning, receiving inspection, oversized freight, and event deadline considerations.
View Terms →Warranty, Inspection & Product Tolerance Policy
Review inspection responsibilities, product tolerance expectations, manufacturing defect review, repair options, and warranty limitations.
View Policy →Refund, Cancellation & Custom Order Policy
Review cancellation stages, deposit limitations, custom order restrictions, return eligibility, and refund review requirements.
View Policy →Need Event Setup Guidance?
Questions About Installation, Anchoring or Safe Event Use?
Contact AirStructure Co. before approving production or scheduling your event if you need help reviewing venue restrictions, blower power, anchoring requirements, indoor setup, outdoor use, weather planning, or supervision responsibilities.
Contact AirStructure Co.