Your Ultimate Guide to Planning Large Events (Without the Stress!)
By Party Works Rentals
Planning a large event like a school field day, church fair, employee appreciation day, or town festival? It can feel overwhelming—but you’re not alone! At Party Works Rentals, we’ve helped hundreds of organizers turn big ideas into smooth, successful events.
Whether you're planning for 100 or 10,000 attendees, this guide walks you through everything you need to know—minus the stress.
1. Know Your “Why” and Who You're Planning For
Before anything else, ask yourself:
What’s the goal of your event—reward, celebration, fundraiser, or just fun?
Who’s attending? Kids, adults, or families?
Is it public or invite-only? Any special needs to consider?
Once your purpose and audience are clear, planning becomes easier and more focused.
2. Lock in Your Date & Location Early
Good dates go fast—especially in spring and fall. Avoid conflicts with holidays and school calendars, and always confirm availability early.
If you’re using an outdoor space like a school field or park:
Check for permit requirements
Ensure setup vehicle access
Confirm you have a dedicated 20-amp circuit within 100 feet of where you want each inflatable—or plan for generators
Share your site plan with vendors at least one week prior to ensure smooth setup
Let us know of any timing restrictions at your location
3. Plan Your Budget & Pick the Right Rentals
This is where the fun begins! Focus on a mix of attractions to fit your audience and keep the event flowing.
Start with your must-haves:
Tents for shade or rain protection
Seating and tables
Main attractions like inflatables, rock walls, or rides
Power equipment (generators, extension cords)
Pick the Right Inflatables for Your Crowd:
Bounce Houses & Combos:
Great for preschool and early elementary-aged kids.Most fit 6–8 children at a time
We recommend 3–5 minutes of play with a 2-minute transition between groups
That’s about 48–72 participants per hour per unit
Obstacle Courses & Dual-Lane Slides:
Perfect for upper elementary through adult guests—but still fun for all ages.Two participants race at a time
With 6–8 riders per minute, these attractions serve 360–480 guests per hour
No waiting between groups—these keep lines moving fast!
Next, build in your fun factor:
Carnival games, sports inflatables, and rides
Include a mix of low-skill and high-skill games so everyone gets a chance to win
Concessions like popcorn, cotton candy, and snow cones
Photo booths or novelty stations for that “Instagram moment”
Budget Tips from the Pros:
Book early—most of our large-event clients plan 4–6 months ahead
Packages can save time and money (ask us about custom options!)
Don’t forget delivery, staffing (if needed), and permit costs
A great way to lower costs is to have sponsors cover rides and games—just display their signage in front of the attractions. It’s a win-win!
If you're working with a tight budget, we’ll help prioritize high-impact rentals for your event size and goals.
4. Timing is Everything
Book your rentals at least 60–90 days in advance
Coordinate setup and breakdown windows—let us know when we’ll have access and any limitations
We calculate setup time based on the start of your event and the equipment ordered
We build in extra time for unforeseen issues—so everything runs on schedule
Your exact delivery window is confirmed a day or two before the event once we know the truck, crew, and route details
You focus on the fun—we’ll handle the logistics!
5. Don’t Forget Volunteers (or Staff!)
Big events need a great team behind them:
Recruit early and assign roles clearly (games, concessions, info tables)
If using volunteers to run rides or games, we’ll provide simple onsite training and paper instructions. Volunteers must be 16+
Provide a schedule and check-in process so everyone’s on the same page
Consider hiring our team for high-traffic areas or key roles
6. Add the Extras: Food, Power, and Safety
Food draws a crowd. Whether you’re bringing in food trucks or using our snack rentals, keep in mind:
Offer multiple lines to avoid backups
Have trash and recycling bins nearby
Provide water stations for warm weather
Power:
Concession machines (popcorn, cotton candy, snow cones) require power. Make sure you have a dedicated 20-amp outlet within 100 feet—or rent a generator if needed.
Safety & Accessibility:
Keep walkways clear and accessible
Have a weather plan if outdoors
All Party Works equipment is state-registered and staff is fully insured
7. Promote, Celebrate, and Repeat!
Get the word out and maximize attendance:
Create a Facebook event or hashtag
Send flyers through your school or company channels
Ask local businesses to sponsor and share the excitement
After the event:
Thank volunteers, sponsors, and staff
Gather feedback for next year
Rebook early to secure your date!
Quick Checklist to Kickstart Your Event Planning
Set your date and book your location
Estimate your crowd size and age groups
Choose rides, games, and inflatables
Confirm power needs or request generators
Recruit staff or volunteers (age 16+ for rides/games)
Share your site plan with vendors
Promote early and often
Let’s Make Your Big Event a Big Success 🎉
Party Works Rentals is your one-stop shop for inflatables, rides, games, tents, and more. We handle the setup, teardown, and all the little details—so you can focus on the fun.
