School Event Rental Checklist: Plan the Perfect Day with Rockin' Party Rentals
Planning a school event can be exciting, but it can also be overwhelming without the right support. Whether you’re organizing a fun fair, field day, graduation celebration, or school fundraiser, having a clear and comprehensive rental checklist ensures a smooth, successful event that’s fun for students and stress-free for staff and volunteers.
Here’s your go-to checklist for school event rentals in Norfolk and Haldimand County.
1. Determine Your Event Type and Audience
Before booking anything, define the purpose of the event and the size and age group of your audience. Are you planning a fun day for K–8 students? A high school carnival? A graduation celebration? This will help guide your rental choices.
Things to consider:
- Number of attendees
- Age groups (toddlers, elementary, teens)
- Time of day (morning vs. evening event)
- Indoor or outdoor space availability
2. Choose the Right Entertainment Rentals
Entertainment is the heart of any school event. Choose a mix of age-appropriate inflatables and games to keep kids active and engaged.
Top picks for schools:
- Bouncy Castles for younger children
- Inflatable Obstacle Courses for elementary to high school
- Lawn Games like Giant Jenga, Cornhole, and Ring Toss
Don’t forget to consider the size of your setup area and whether your grounds are grass, pavement, or gym flooring.
3. Add Concession Machines for Maximum Fun (and Fundraising!)
Snacks are a huge hit at school events. They’re not just fun—they can also be a smart way to raise extra money.
Popular concession rentals:
- Popcorn Machine
- Cotton Candy Machine
- Snow Cone Machine (great for warm weather events)
Pro tip: Offer snacks as part of a ticket/token system to simplify distribution and manage demand.
4. Plan for Power and Safety
Make sure you have access to power outlets within 50 feet of your setup areas. If not, consider renting a generator.
Additional safety and power tips:
- Ask your rental company if mats and sandbags are included for hard surfaces
- Ensure the rental company is fully insured and inspects all equipment regularly
- Assign volunteers or staff to supervise each activity zone
5. Secure Permits and Permissions
If your event is open to the public or being held outside of school hours, check with your school board and local municipality to determine if permits or special insurance riders are needed.
6. Coordinate Setup, Delivery, and Timing
Communication is key! Work closely with your rental company to confirm:
- Delivery window
- Setup location and access points
- Event start/end time
- Pickup time and teardown needs
Ensure custodial or maintenance staff are informed of delivery and teardown times, especially if the event occurs outside regular school hours.
7. Have a Backup Plan for Weather
Outdoor events are at the mercy of the weather. Make sure your plan includes:
- An indoor option (like a gym) if possible
- Easy-to-move rentals for quick location changes
- A clear cancellation or rain date policy with your vendor
Final Thoughts: Keep it Fun and Simple
The best school events are the ones that feel seamless. Partnering with a reliable, local rental company like Rockin’ Party Rentals means you’ll get clean, safe, high-quality equipment—and expert support that makes your job easier.
Whether you’re planning a small school celebration or a large community fun fair, we’ve got the rentals and experience to help you pull it off without a hitch.
Ready to plan your school event? Contact us today or browse our school-friendly rentals to get started!