Start with the anchor: Pick your one showstopper rental — a mega slide, obstacle course, or foam party — first. Everything else in the event schedule builds around it.
90 Days Out: Foundation
- Lock the date, venue, and rain date.
- Set your headcount estimate (attendees, not just students).
- Draft a budget. Community events in Polk County typically run $8–$15 per attendee.
- Get board / admin sign-off in writing.
- Start recruiting your event lead and 2–3 committee heads.
60 Days Out: Book Rentals & Recruit
- Reserve rentals. Multi-unit events sell out fast in April/May and September/October. See our school field day rentals and church festival rentals pages.
- Send volunteer sign-up (SignUpGenius works great).
- Confirm insurance requirements with your venue.
- Book food trucks or plan the potluck.
30 Days Out: Details & Promotion
- Send home flyers / bulletin announcements.
- Order t-shirts, wristbands, tickets.
- Publish the volunteer schedule.
- Confirm delivery windows with rental company.
Week Of: Final Push
- Send reminder announcements.
- Print signage, station maps, emergency contacts.
- Weather check — talk to your rental company about their rain policy (ours is on our FAQ).
Rental Mix by Event Size
| Attendees | Recommended Rentals |
|---|---|
| Up to 100 | 2 bouncers + 1 combo + tables/chairs |
| 100–250 | 3 bouncers + obstacle course + water slide + foam party |
| 250–500 | 5 inflatables + 2 anchor units + concessions + photo booth |
| 500+ | Custom package — call us for a walk-through |
Volunteer Playbook (Roles That Actually Matter)
- Event lead — the single decision-maker.
- Setup / teardown crew — 4–6 people, morning & end.
- Bouncer monitors — 1 adult per inflatable, in shifts.
- Registration / wristbands — 2 people at entrance.
- Food & drinks — 3–4 people.
- First aid / lost kid — 1 designated point person with a phone list.
- Runner — the person who fixes whatever breaks.
Safety & Liability Basics
- Confirm your rental company is licensed and insured — ask for the COI in your organization's name.
- Post capacity signs at every bouncer.
- Adult monitor on every inflatable — see our full bounce house safety guide.
- Have a rain plan and a heat plan (indoor space or shaded area).
Realistic Budget (200-Person Church Festival, Lakeland)
- Rentals (3 inflatables + slide + foam): $1,400–$1,800
- Food (hot dogs, chips, drinks): $800
- Prizes, giveaways, t-shirts: $400
- Signage, decor, misc: $200
- Total: ~$3,000 — often fully covered by ticket sales or sponsorships.
Ready to price your event? Get a custom quote here — send us the date, headcount, and venue, and we'll build a rental mix that fits your budget.
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