When hosting a trail race, your local park's existing restroom facilities are often inadequate to accommodate hundreds or thousands of participants and spectators. Park restrooms may not be designed to handle such high usage.
To address this, race organizers typically need to rent portable restrooms and sanitation stations. These rentals are often required not only by the park but also by health departments as part of the event permitting process. They are often required to be reflected in the event contract with the landowner. Agreements with restroom providers should align with any terms set forth in the land-use agreement.
Types of Portable Toilet Units
Portable restroom rentals generally include:
Standard portable toilets
ADA-compliant accessible toilets
Handwashing or sanitation stations
Planning and Placement
When determining the number and type of units:
Confirm all requirements with permitting authorities.
Secure delivery and service schedules with the provider.
Consider placement carefully. Restrooms should not be positioned directly at the finish line, where they may appear in event photos, or too close to dense spectator areas, as odor can affect the crowd. Ideally, units should be placed slightly out of sight, in an area accessible for servicing without disrupting the event.
How Many Toilets Do You Deed?
Many events use a simple formula for estimating the amount of porta-potties needed at a trail race. For every 4 hours, you will need 1 portable toilet per 50 people.
# of toilets = (Attendees ÷ 50) × (Event hours ÷ 4)
Then round up if:
The event is longer than 4 hours (add ~20–30% more units per additional 4 hours).
Alcohol is being served (add 10–20% more units).
There is limited or no access to permanent restrooms.
Servicing During Multi-Day Events
For events lasting multiple days, servicing is essential. Restrooms should be cleaned and restocked at least once or twice during the event, scheduled during periods of low usage. Placement should allow easy access for service trucks.
Contract Essentials
All the above considerations should be incorporated into the rental contract to ensure expectations are clear and enforceable.
Template: Onsite Toilet Service Agreement
To support you, we’ve created an agreement template you can use as a starting point. Remember, it’s not legal advice, and you should consult with an attorney to ensure your contracts meet your specific needs.
This Agreement (“Agreement”) is entered into on [Date], between:
Client: [Your Organization / Race Company Name], located at [Address] (“Client”)
Provider: [Toilet Company Name], located at [Address] (“Provider”)
1. Scope of Services
Provider agrees to deliver, install, maintain, and remove portable restroom units and related equipment for the following event:
Event Name: [Event Name]
Event Location: [Venue/Trail/Address]
Event Dates: [Start Date] to [End Date]
Services will include:
Delivery and setup of [#] standard portable toilets.
Delivery and setup of [#] ADA-compliant accessible toilets.
Delivery and setup of [#] handwashing stations.
Cleaning and restocking (toilet paper, sanitizer, etc.) [frequency: e.g., daily, once during event, as needed].
Removal of all units after the event.
2. Term
This Agreement begins on [Start Date] and ends upon removal of all equipment by the Provider, unless terminated earlier under Section 7.
3. Payment
Total Fee: $[Amount]
Deposit (if applicable): $[Amount], due upon signing.
Balance Due: [#] days after the event.
Additional charges may apply for damage, extended rental, excessive cleaning, or loss of equipment.
4. Client Responsibilities
The Client agrees to:
Provide accessible space for delivery, placement, and removal of equipment.
Ensure a safe and secure environment for units during the rental period.
Notify the Provider immediately of any damage, malfunction, or safety concerns.
5. Provider Responsibilities
The Provider agrees to:
Deliver units in a clean, usable condition.
Service units as agreed in Section 1.
Comply with all applicable health and safety regulations.
Maintain appropriate licenses, insurance, and permits required by law.
6. Insurance & Liability
The Provider shall maintain general liability and workers’ compensation insurance.
The Client shall not be responsible for injuries to the Provider’s employees or contractors.
The Client is responsible for damage caused to units by participants, volunteers, or third parties, except for normal wear and tear.
7. Termination
This Agreement may be terminated:
By mutual written consent.
By the Client, if the Provider fails to perform services as agreed, following written notice and an opportunity to cure.
By the Provider, if the Client fails to make payment or breaches obligations.
8. Indemnification
Each party agrees to indemnify and hold harmless the other from claims, damages, or expenses arising from negligence or misconduct of their employees, contractors, or agents.
9. Governing Law
This Agreement shall be governed by the laws of the State of [State].
10. Entire Agreement
This Agreement constitutes the entire understanding of the parties and supersedes all prior discussions or agreements. Amendments must be made in writing and signed by both parties.
Signatures
[Client Name & Title]
Date: ___________
[Provider Name & Title]
Date: ___________
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