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In 2021, South Jersey Party Rentals (SJPR) started “playing around” with the idea of implementing an in-house driver’s training program, says Eli Tirado, tenting/project manager for the full-service party and event rental company. It wasn’t because they had experienced a rash of accidents or incidents, he says. Instead, the desire was to get a firmer grasp on this aspect of operations.
“This was brought up mainly due to the rise of fleet insurance, inflation and, of course, having a heart,” he explains, adding the company began taking more serious steps toward this objective at the end of the 2022 season. “We have made sure that our drivers understood that during a moment of negligence, it can be your own family driving alongside you and they could pay the ultimate price.”
Located in Pennsauken, N.J., SJPR primarily serves South Jersey along with Philadelphia and its surrounding cities. However, drivers travel throughout most of New Jersey, Pennsylvania and some areas of Delaware, says Tirado.
“Before seasonal leasing is involved, we have six 26-foot box trucks,” he says. “During the hectic season, we run about 14 trucks strong.”
Of the company’s 40-plus employees, there are nine “active drivers.” Two are seasonal and the rest are full-time, but all must pass SJPR’s driver training course. Upon hiring, drivers also must pass a drug test and a physical exam as required by the Department of Transportation (DOT).
Tirado says SJPR drivers hold the standard Class D license. But for other tent and event rental companies, a CDL (commercial driver’s license) may be necessary. According to Cicely Waters, director, Office of Communications, Federal Motor Carrier Safety Administration (FMCSA) in Washington, D.C., whether for intrastate or interstate commerce, any vehicle weighing 26,001 pounds or greater that is used to transport either passengers or property requires the driver to have a CDL.
In these instances, an entry-level driver, as defined by FMCSA, must take entry-level driver training, Waters explains, and needs to become proficient in “theory, behind the wheel/range and behind the wheel/road” for the CDL class the person is trying to obtain.
One company’s approach
Rather than hire someone from the outside to pull together its safety and driver’s training programs, SJPR decided to tackle the job itself, says Tirado, an effort made possible by its General Manager Jason Campisi and the “good team” that was in place. This effort also resulted in two new positions being added to the company’s structure: safety and compliance and driver trainer, headed by Tim Graves and Muhammed Shahid respectively.
Manuals were written internally. All potential drivers must read these and be able to demonstrate understanding by passing a digital exam.
“Then they move to truck inspections,” Tirado says, explaining that although SJPR leases its trucks—with the leasing company handling any maintenance/mechanical issues that arise—drivers are trained to conduct pre- and post-trip inspections to proactively identify any potential issues. “Once they know their truck, they then move to parking and docking in our coned course on our property,” he continues. “Finally, they make it to a road test through specific areas of the city and highways.”
Each driver has three chances within a year to pass the company’s Driver Road Course. A trainer rides along on every attempt, grading the performance. If there is an “incident,” the driver must retake the course before being allowed behind the wheel again. Driver scores are calculated internally and graded. Those drivers falling below a specific threshold are placed on administrative leave.
Driver training will vary depending on the size, scope and operation, says Kenny Ray, vice president of safety and risk consulting for the Marsh McLennan Agency. Headquartered in White Plains, N.J., the agency provides business insurance, retirement and wealth, employee health and benefits, and private client insurance, among other services. Marsh McLennan Agency offers commercial transportation insurance to truckload carriers, aviation, maritime, warehousing and terminals, railway and last mile as well, says Ray. The agency is also the broker for the Advanced Textiles Association (ATA) and the recommended broker for ATA association members.
“For example, a small fleet operating from a single location, with local or regional drivers, will have much different training needs than a large fleet operating from multiple locations, utilizing over-the-road drivers,” Ray explains.
“Training should involve regulatory requirements, safety best practices and operational-specific procedures. Training may be conducted in-house or utilize a third-party training provider,” he continues. “It can utilize face-to-face delivery, video or online training, or a combination of different types. The key is for the training to be effective; that is, to make a difference in driver behavior and safety performance.”
Reducing risk
Among the major challenges currently facing tent and event rental companies are insurance costs and driver recruiting and retention, says Ray. Both of these have comingled impacts. If good drivers are difficult to find and hold on to, the risks of incurring an accident can rise along with insurance rates.
Tirado says SJPR has been fortunate that retention hasn’t been an issue so far. The company’s newest-hire driver currently is in his second year with them and is on his way to achieving full-time status. (When necessary, SJPR uses a temp agency that provides truck drivers, as well as tools such as ZipRecruiter, says Tirado.)
Another risk-reduction strategy the company has deployed is using an onboard system that monitors vehicle performance, alerting it to any mechanical issues within the truck. This also allows them to know what the crew is doing—for example, if drivers are making hard stops or turns, using cellphones or taking too long with deliveries. This capability enables the company to quickly catch potential problems and correct behaviors.
A strong fleet maintenance program can also help reduce rates. What constitutes a strong program? According to Ray, it is one that embraces the philosophy of preventive/proactive maintenance rather than taking a “run to failure” or reactive approach.
“Preventative maintenance involves regularly scheduled maintenance of tractors and trailers on a mileage, engine hour or calendar basis,” he explains. “Strong maintenance programs are also characterized by effective communication between drivers, dispatchers and shop personnel. Drivers report issues to the shop via a Driver Vehicle Inspection Report (DVIR), the shop makes the necessary repairs, and the dispatch staff refrains from utilizing the equipment until such repairs are made.”
It’s also essential to review insurance coverage to ensure it is sufficient, particularly if there have been any changes to the business such as an expansion, acquiring new assets, a change of ownership or a relocation to another area, says Ray. Although insufficient/incorrect coverage is uncommon, it does happen. He cautions that the consequences can prove dire, with policyholders incurring significant out-of-pocket expenses—which is why it’s important to regularly review an insurance policy to evaluate if it meets coverage needs.
As for those rental companies considering whether or not to run larger trucks or tractor trailers that are likely to require each driver to hold a CDL, Ray offers the reminder that “trucking is a highly regulated business.” As such, before making this move, companies need to consider all the costs involved, along with additional requirements and responsibilities as these can be considerable. In addition to the purchase price associated with buying such expensive vehicles, costs include (but are not limited to) potential increases in drivers’ wages, fuel, maintenance, registration fees, taxes and insurance.
“Numerous government reports are required to be generated on a quarterly, annual or biannual basis, including fuel tax mileage reports, apportioned mileage reports and motor carrier census reports,” Ray adds. “Companies also open themselves to additional government oversight through roadside inspections and regulatory audits. Although a company may identify by whatever type of core business they are in, if the company begins a trucking operation to support their core business, the USDOT and other regulatory agencies view that business as a trucking company.”
As for SJPR, Tirado says because of how insurance companies are structured, he anticipates it will be a year before the company becomes eligible for an insurance rate reduction. “With the data we’ve compiled, I don’t see any issues with price rates going down to something we can live with,” he says. “Rates will rise with just a single claim for a corner cap being damaged on a box truck. For us, it’s more believing in what we are doing, proper fleet utilization and having Rich Connell, the best operations manager in the business, to take what we think up and make it happen.”.
Pamela Mills-Senn is a freelance writer based in Seal Beach, Calif.
SIDEBAR: When a CDL is needed
Tent and event rental companies thinking about expanding their fleets to include larger-sized delivery vehicles and/or trailers need to know if doing so will mean their drivers must obtain/have a CDL (commercial driver’s license). Kenny Ray, VP, Safety & Risk Consulting for the Marsh McLennan Agency in White Plains, N.J., outlines the requirements.
A CDL is required when any person operates a commercial motor vehicle (CMV) on a public highway in interstate or intrastate commerce. A CMV is defined as a motor vehicle or combination of motor vehicles used in commerce to transport passengers or property if the motor vehicle is a:
(1) Combination Vehicle (Group A)—having a gross combination weight rating or gross combination weight of 11,794 kilograms or more (26,001 pounds or more), whichever is greater, inclusive of a towed unit(s) with a gross vehicle weight rating or gross vehicle weight of more than 4,536 kilograms (10,000 pounds), whichever is greater; or
(2) Heavy Straight Vehicle (Group B)—having a gross vehicle weight rating or gross vehicle weight of 11,794 or more kilograms (26,001 pounds or more), whichever is greater; or
(3) Small Vehicle (Group C) that does not meet Group A or B requirements but that either—
(i) Is designed to transport 16 or more passengers, including the driver; or
(ii) Is of any size and is used in the transportation of hazardous materials as defined in this section.
Information about what is required to obtain a CDL and who is eligible is provided by the Federal Motor Carrier Safety Administration (FMCSA) and can be found at fmcsa.dot.gov/registration/commercial-drivers-license.
SIDEBAR: Safety planner
An online Motor Carrier Safety Planner makes it easy for companies operating commercial motor vehicles to understand and comply with the FMCSRs. The free planner allows carriers to customize their own safety planners. It can be found at fmcsa.dot.gov/safety/carrier-safety/motor-carrier-safety-planner. Additional road safety tips can be found at fmcsa.dot.gov/ourroads/tips-truck-and-bus-drivers.