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Event Planning Checklist
Step-by-step timeline from 8 weeks out to event day
Use this checklist to ensure your inflatable rental event runs smoothly from start to finish. Check off each item as you complete it.
8 Weeks Before Your Event
- ☐Determine your event type (birthday, corporate, school, community)
- ☐Estimate guest count and age ranges of attendees
- ☐Set your rental budget including delivery fees
- ☐Check date availability with rental provider
- ☐Review venue requirements (permits, insurance certificates needed)
6 Weeks Before Your Event
- ☐Book your inflatables and secure your date with a deposit
- ☐Confirm delivery address and any access restrictions
- ☐Review space requirements for each rental item
- ☐Discuss setup surface (grass, concrete, indoor) with provider
- ☐Request Certificate of Insurance if required by venue
4 Weeks Before Your Event
- ☐Verify power outlet availability and distance from setup area
- ☐Measure gate width and path to setup location
- ☐Confirm flat, level ground is available for inflatables
- ☐Identify backup weather date or rain policy with provider
- ☐Plan supervision schedule and assign adult monitors
2 Weeks Before Your Event
- ☐Finalize guest list and confirm headcount
- ☐Review safety rules to share with guests
- ☐Confirm delivery window and contact information
- ☐Arrange payment method for remaining balance
- ☐Check extended weather forecast
1 Week Before Your Event
- ☐Monitor weather forecast daily for wind and rain
- ☐Confirm delivery time window with rental company
- ☐Clear setup area of debris, sprinkler heads, pet waste
- ☐Locate outdoor power outlet and test functionality
- ☐Brief all adult supervisors on safety protocols
Day of Event
- ☐Have setup area cleared 30 minutes before delivery window
- ☐Ensure extension cords are ready if needed (grounded, outdoor-rated)
- ☐Keep pets secured away from setup and event area
- ☐Review operation instructions with rental crew at setup
- ☐Post safety rules near each inflatable
- ☐Assign supervisors to each unit before guests arrive
Post-Event
- ☐Confirm pickup time and have area accessible
- ☐Ensure all personal items are removed from inflatables
- ☐Leave a review to help other event planners
- ☐Save rental company contact for future events
💡Pro Tip
- •Book early for summer weekends and holidays! Popular dates can fill up 6-8 weeks in advance. Securing your date early gives you the best selection and peace of mind.
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