Guide to Chosing and installing artificial grass for a sports stadium

Plan the installation as a proper project.

Work out all the steps, create a timeline and marshall your resources.

I recommend: Consult with people who have installed artificial pitches before.Pick their brains and learn from their experience. A good starting point would be this page on

• artificial pitch installations.

Quantify your existing costs.

Analyse what it is costing to maintain your existing sports pitch. Typically you will split the costs between:- Routine maintenance. Regular replacement of the turf when exhausted. Fixed costs which will not vary with the amount of pitch usage. Variable costs which will change with the amount of pitch use.

I recommend: Consider using professional accountants to quantify the costs.
In the United States i recommend you consider

• Certified public accountants.
• Certified management accountant
• or an Accredited Business Accountant.

In the United Kingdom i recommend either a

• A Chartered Accountant
• or a Chartered Management Accountant.
  

Specify what usage you want out of the pitch.

Typically the uses are analysed as follows a. By Season or time of year.e.g. is it primarily for summer use or will the pitch need to cope with the harder winter conditions. b. Type of sport and footwear being used. c.Periods of heavy use. Typically your supplier will provide you with a maintenance agreement. If there are peaks in usage then this should be made clear. d. Specify the actual hours of use. Your supplier will usually warranty an agreed level.

I recommend: Ask each potential supplier to provide you with examples of how their existing customers have detailed their own site usage requirements. Take the best parts from each and create your own tailor made schedule of uses.

Calculate the pay back analysis.

In most cases you will need to calculate the pay back period and quantify the risks associated with this.

I recommend: Use a professional accountant to advise you on the calculations. Make sure that you have built in potential increases in prices. Often it is advisable to seek warranties from your supplier for the key performance assumptions.Also they should be able to provide you with their own favoured ways of measuring the pay back.

Invite potential suppliers to tender for the artificial grass installation.

You need to make sure that you create truly competitive negotiations. Ideally approach both the established leaders in the field as well as local suppliers. Sometimes if a project is above a certain value and it is being paid with public funds then you might have government guidelines to follow. You should identify suppliers who manufacture the artificial grass as well as local suppliers who are resellers. The former should provide the greatest understanding of the artificial grass, whilst the latter might be able to provide more immediate help and support.

I recommend: 

• In the United States the two main manufacturers are
• Astro turf and Field Turf.
• Both these companies are long established manufacturers.
  
• In the United Kingdom and Europe we recommend the artificial grass company as a long established manufacturer.
  

These three companies should be able to provide successful reference sites as well as confirming their long term commitment to the Industry.

Create a short list from the potential suppliers and then take out references.

It is absolutely vital that you visit existing installations and quiz them about their installation and the success of the new pitch. Review their selection criteria and question the level of ongoing support offered. Make sure that you visit customers in addition to the ones put forward by the potential suppliers.

I recommend: Document the work you undertake and ensure that there is a clear audit trail supporting your assumptions and decisions. Try and make sure that the same people attend each visit to a reference site and that you provide them with a standard list of questions. Debrief your team as soon as possible after the visit as well as at the end of all the site visits.

Specify the warranties and ensure that the maintenance agreement is strong.

A good artificial pitch can last for 10 years upwards. A good supplier should offer strong warranties for many years as well as an ongoing maintenance contract. The contracts should cover the annual usage, types of use and frequency of maintenance visits.

I recommend: Consult one of the professional bodies who support the maintenance of sports pitches.
In the United Kingdom there is the Institute of Groundsmen.
You might also find that the professional bodies who regulate the sports played on your pitch also have both guidelines for artificial surfaces as well as having active programs to encourage professional groundsmanship. For instance in the United Kingdom the Football Association actively encourages people involved in the industry.

Quantify the installation procedures.

You will need to agree the timing of the installation. Ensure that you are clear on what can be done to minimise the disruption to existing customers.

I recommend: Prepare a schedule showing who uses your facilities and when. Meet with them and discuss your plans. Agree a common way forward.

Sign the contract.

You have balanced the costs, evaluated the risks, visited reference sites and are ready to sign the contract. Make sure that you have a lawyer look over the contract.

I recommend: In the United States a lawyer from the Bar Association would usually be ideal. Whilst in the United Kingdom lawyers are usually members of the Law society of England and Wales is probably the best place to start.