2009 Kentucky Derby Festival

Classic Party Rentals, McCook, Ill., United States

Temporary environments that totaled 241,149 sq ft of tenting were created to accommodate various activities of the two-week-long Kentucky Derby Festival, which included a black tie gala for 825 people, corporate hospitality areas, private parties and food vendor/merchandise sales concessions, as well as a red carpet runway and spectator viewing.

Four major clients required various equipment and service needs simultaneously. Because various events were held several days prior to the Derby, equipment was set up and removed constantly. One request that affected all four clients was to remove 41,725 sq ft of tenting that housed a gala for 825 people immediately after the event and have it reset in less than 48 hours to accommodate the Infield Club, which encompassed 24,000 sq ft of tenting, tables, chairs and bar stools Classic Party Rentals also provided and installed.

The sheer magnitude and variety of equipment, along with the logistical challenges because the office was 300 miles away from the job site, made the overall management complex, requiring a strict timeline to accommodate the various areas, which included the Trackside (26,000 sq ft double-decker structure with a porch); Marquee Village (84,311 sq ft of 26 structures, 22 high peak century frames and 21 frames); Infield Club (24,000 sq ft of two structures and 48 high peak century frames); Gala (41,725 sq ft of one structure, two pole tents and seven frames); Derby Museum (3,975 sq ft of two structures and four frames); and the Levy/Churchill vendor areas (61,138 sq ft of two structures, five high peak century frames and 80 frames). Extreme caution was taken to not disturb the horses while they were exercising on the track.

The entire installation took place over a four-week period and removal involved another two weeks, with crews ranging from 12 to 60 people per day. There were high winds, heavy rain and lightning during much of the installation, which caused some temporary delays. Installing the double-decker tent was a major concern with the inclement weather since it involved two levels.