Organising a community fun day with inflatables

Start with a simple plan and a realistic budget

A community fun day lives or dies on the planning that happens weeks before the first bouncy castle is pegged down. Before you ring a single hire company, sit down with two or three other organisers and agree three things: the date, the site, and the total budget. Pick a date that does not clash with the school summer fair, a local football tournament or a bank holiday getaway, and check the site has a water supply, toilets within walking distance and vehicle access wide enough for a transit van.

Next, sketch a rough layout on paper. Inflatables need flat, well-drained grass, so keep them away from slopes, tree roots and the goalmouth that turns to mud every winter. A standard bouncy castle needs roughly a 6m x 6m footprint with a clear 1m gap around it, while an assault course or inflatable slide can easily want 15m x 6m. Leave a wide, pram-friendly gap between attractions so queues do not block the cake stall.

Book inflatables and attractions early

Peak season runs from May to early September, and the best inflatable hire firms in your area will be booking Saturdays eight to twelve weeks ahead, sometimes more. If your fun day is in July, start ringing round in April. Weekend slots disappear first, and so do the popular pieces: bouncy castles with slides, inflatable obstacle courses, disco domes and soft play for toddlers.

When you enquire, ask a short list of questions so you know exactly what you are getting:

• Is the inflatable insured, and what level of public liability cover do you hold?
• Are the blowers and electrical equipment PAT tested?
• Is the equipment inspected and tagged to a recognised inflatable safety scheme?
• Do you supply mats, extension leads, sandbags and a safety checklist?
• How many staff come with each unit, and what time is set-up and collection?
• What are your cancellation terms if the weather turns or the event is postponed?

Ask for a written confirmation with arrival times, contact numbers and an emergency number for the day itself. If you are hiring a generator, marquee or stage as well, book those at the same time so delivery windows do not clash.

Arrange marshals before you advertise

Inflatables should never be left running unattended. Build a rota with at least two adults per unit, working in 30 to 45 minute shifts so nobody gets stiff, bored or sunburnt. Volunteers can be parents, sports club members, scout leaders, sixth formers earning volunteer hours or the local rotary group.

Brief every marshal in person the day before or an hour before gates open. Cover the essentials:

• Numbers and ages: how many children at once, and whether big and little ones should be separated.
• Rules: no shoes, no glasses or jewellery, no food, drink or gum, no somersaults, feet first down slides, one at a time.
• Weather limits: stop use if wind picks up or if the surface becomes wet and slippery, and know who makes that call.
• Queue management: keep the line to one side, give each child a fair turn, and have a timer or whistle.

Give everyone a hi-vis vest, a lanyard with the organiser's mobile number, and add them to a WhatsApp group. A quick morning huddle with tea and biscuits does wonders for morale.

Write a risk assessment you will actually use

A risk assessment is not paperwork for its own sake — it is the document that keeps a wobbly day on track. If you are using a public park or council land, you will almost certainly be asked for one, along with proof of insurance. Keep it to two or three pages and make it specific to your site.

Walk the ground and note the hazards: uneven turf, rabbit holes, a car park entrance, a pond, a road behind the marquee, overhead cables, wasp bins and dog fouling. Then list what you will do about each — cones, barriers, signage, a roped-off drop-off zone, litter-picking at dawn. Add sections for weather (wind, heavy rain, heat), lost children, first aid, fire and electrical safety, and emergency vehicle access. Name the person responsible for each and print copies for the marshal folder.

Pack a practical grab bag: a stocked first aid kit, spare socks, bin bags, gaffer tape, cable ties, sun cream, a loudhailer, a laminated site map and a charged power bank.

Mix free and paid activities fairly

Not every family can spend £30 on a day out, so make entry free and keep a good chunk of the programme free too. A colouring table, a teddy tombola, a story corner run by the library, a community football kickabout and a nature trail cost you very little and keep little ones busy between paid turns.

Charge modestly for the headline attractions. A common model is £3 for ten minutes on an inflatable, or an unlimited wristband at £8, with a family ticket at £20. Run a cake stall, a raffle, a hook-a-duck and a penalty shootout alongside. Accept both cash and card if you can, keep a float of small notes and coins, and reconcile the tin at the end of each hour.

Think about accessibility, too. Offer a quiet, low-number session for younger children and those with additional needs, keep the music at a sensible volume near that area, and make sure there is a shaded spot with seating for grandparents and buggies.

Run the day and plan for rain

Open the site for set-up at least two hours before gates. Test every blower, walk every cable route and tape leads down before the public arrives. Expect a peak between 1pm and 3pm, so stagger stalls and keep the inflatables running to the last half hour.

Have a wet weather plan agreed in advance. Most inflatables cannot be used in heavy rain or strong wind, so a gazebo, an indoor hall nearby or a rearranged date should be on the table. Confirm with your hire company how much notice you need to give, and put a clear notice on your social media pages the night before if the forecast looks doubtful.

Finally, thank everyone publicly — volunteers, stallholders, sponsors and the hire team. Take photos, note what worked and what did not, and write it down while it is fresh. Next year's committee will thank you for it.