Questions to ask a children’s party supplier before booking

Planning a party becomes much easier when the important details are agreed before money changes hands. A directory can help you find options, but the final conversation with the supplier is where you confirm whether a service suits your date, place, guests and budget.

This preview checklist is a starting point, not a safety certification or a substitute for the supplier’s instructions. Ask follow-up questions whenever an answer is unclear, and keep a written copy of the details you agree.

Start with the exact service

Ask the supplier to describe exactly what is included in the quoted price. A short description such as “castle hire” may not tell you about delivery, setup, collection, supervision, cleaning, travel charges or optional extras.

• What equipment or service is included?
• How long is the hire or performance period?
• Are delivery, setup and collection included in the price?
• Are there extra charges for distance, stairs, difficult access or a late collection?
• Who supplies power, extension equipment or other site requirements?

If you are comparing several suppliers, use the same questions for each one. That makes the comparison about the full service rather than one headline number.

Confirm the date, timing and cancellation terms

Give the supplier the event date, start time and end time, then ask when they expect to arrive and collect. If timing is essential, say so clearly before booking.

Ask what happens if the supplier is delayed, the venue changes, the weather makes the service unsuitable, or either side needs to cancel. Find out whether a deposit is refundable, transferable to another date or retained in particular circumstances. Request the agreed terms in a durable written form so that both sides can refer to the same version.

The CCPC guidance on buying services explains that a service contract can arise when you pay or agree to pay, even if nothing is formally signed. It also explains that specific requirements agreed with a business form part of what you should expect.

Describe the venue honestly

Good setup advice depends on accurate information. Tell the supplier whether the event is indoors or outdoors and describe the available space, surface, access route, parking and power. Do not rely on a photograph alone if measurements or obstructions matter.

• What clear setup area is required?
• Is extra clearance needed around or above the equipment?
• Which surfaces and indoor venues are acceptable?
• Does the access route have narrow gates, steps or height restrictions?
• What is the supplier’s plan if the site is not suitable on arrival?

For equipment used by children, ask for the supplier’s operating instructions, age or size restrictions, supervision expectations and stop-use conditions. The person supervising on the day should understand those instructions rather than receiving them second-hand after setup.

Ask who is responsible for each part

Avoid vague assumptions about supervision, queues, footwear, food, power, weather monitoring or keeping the setup area clear. Ask the supplier to identify what their team will do and what the organiser must do.

If a service involves staff working directly with children, ask the supplier to explain the safeguarding practices relevant to that service. The Department of Children’s safeguarding information describes the importance of safe practice and appropriate responses in services for children and young people.

Keep a simple booking record

Before paying, write down the supplier’s business name and contact details, the agreed service, total price, deposit, balance, timings, location, cancellation terms and any requirements that influenced your choice. Save the quote, terms, receipt and later changes together.

After booking, send any venue or timing change promptly and ask the supplier to confirm it. A clear record cannot prevent every problem, but it reduces avoidable misunderstandings and gives both sides a practical checklist for the event.

You can begin with the MyParty.ie bouncy castle hire directory, then return to this checklist when you contact an operator. Listings are a comparison aid: verify the final service, suitability, terms and instructions directly with the supplier.