When rentals go sideways, it’s usually because the scope was “understood” but never written down. A clean SOW reduces downtime, protects relationships, and makes vendor coordination easier.
This is a practical outline you can adapt for festivals, corporate events, productions, and contract-style deployments.
The SOW sections that matter most
1) Equipment and included components
List exactly what is being provided (and what is not). Example:
- shower trailer model
- any accessories or add-ons
- staffing (attended vs on-call)
- coordination services (water delivery, pumping scheduling)
Related Rugged Rig Rentals pages
Related reading
- Event staffing responsibility matrix
- Vendor ops brief template (copy/paste)
- Remote site pre-deployment checklist
2) Dates, times, and service windows
Include:
- delivery window
- setup window
- operating hours
- service windows for refills/pumping
- pickup window
3) Responsibilities (the single highest-leverage section)
Explicitly assign:
- who provides potable water source (or the vendor contact)
- who schedules gray-water pumping and disposal
- who provides power and fuel (if generator)
- who provides site access and escorts
- who provides trash handling near the unit
If you can, add a simple responsibility matrix.
4) Site requirements
Specify:
- placement pad requirements (flat, stable)
- access route constraints (gate width, turns, soft ground)
- lighting requirements (night ops)
- safety boundaries (no vehicle lanes through guest flow)
5) Acceptance criteria and “ready for service”
Define what “operational” means:
- power stable and verified
- water refill plan confirmed
- pump plan confirmed
- signage and queue plan in place
6) Communication plan
Include:
- primary and backup contacts
- escalation ladder (who gets called when)
- how issues are logged (text, radio, shift log)
Simple SOW template (copy/paste)
- Equipment:
- Dates + operating hours:
- Delivery + pickup windows:
- Site address + pin drop:
- Access notes (gates/turns/grades):
- Power plan:
- Water plan:
- Wastewater plan:
- Staffing plan:
- Safety + lighting notes:
- Primary contact:
- Backup contact:
References
- OSHA sanitation standard (29 CFR 1910.141): https://www.osha.gov/laws-regs/regulations/standardnumber/1910/1910.141
- OSHA walking-working surfaces (trip hazards): https://www.osha.gov/walking-working-surfaces
Disclaimer
This article is general guidance. Contract language and requirements vary by venue, jurisdiction, and procurement process. Confirm requirements with your legal/procurement team and AHJ.