31 August 25 - Local School Fundraisers and how a bouncy castle can boost your event

Executive Summary

A bouncy castle transforms ordinary school fundraising events into exciting community gatherings that significantly boost attendance, revenue, and family engagement. By creating an irresistible draw for children aged 3-12, bouncy castles can increase event attendance by 40-60%, encourage families to stay longer (spending more on refreshments and activities), generate substantial direct revenue through ticketing, and create memorable experiences that build stronger school community bonds.

1. Benefits and Outcomes

Key Value Drivers

Increased Attendance

• Bouncy castles act as a powerful attendance magnet, particularly for families with multiple children
• Creates excitement that encourages advance ticket sales and reduces last-minute cancellations
• Appeals to extended family members (grandparents, siblings) who might otherwise skip the event

Enhanced Revenue Streams

• Direct ticket sales: £2-5 per child for bouncy castle access
• Extended dwell time: Families stay 2-3 hours longer, increasing spend on refreshments, raffles, and stalls
• Premium pricing opportunities: VIP sessions or unlimited access packages

Family Appeal and Community Building

• Provides entertainment for the crucial 3-12 age range when children are most enthusiastic
• Creates photo opportunities and shared memories that strengthen school community bonds
• Encourages parents to network and socialise whilst children play

Sponsorship and Partnership Opportunities

• Local businesses often sponsor bouncy castle hire in exchange for prominent signage
• Creates package deals with catering suppliers and other entertainment providers
• Attracts local media attention for larger fundraising campaigns

Social Media and Marketing Content

• Generates authentic, engaging content for school social media channels
• Encourages parents to share photos and videos, extending event reach
• Creates anticipation for future events through visual marketing

2. Practical Checklist

Pre-Event Planning (6-8 Weeks Before)

Sourcing and Booking

• Research 3-5 local bouncy castle hire companies
• Request quotes for equipment suitable for 3-12 age range
• Confirm availability for your event date and backup date
• Book equipment with 25% deposit (standard practice)
• Request delivery/collection time slots

Site Preparation

• Measure available space (minimum 6m x 6m for standard castle)
• Check ground surface suitability (flat, debris-free)
• Identify power source location (within 30m of setup area)
• Plan pedestrian access routes for delivery and emergency services
• Arrange alternative indoor venue if weather-dependent

Staffing and Safety

• Book qualified first aider for event duration
• Recruit 2-3 volunteer attendants for bouncy castle supervision
• Arrange public liability insurance check with school office
• Complete risk assessment documentation
• Brief all volunteers on safety procedures

Administrative Tasks

• Notify local council of event (if required)
• Inform neighbours of potential noise and increased traffic
• Create participant registration system
• Design safety signage and rules display
• Prepare emergency contact information

3. Safety, Permits and Compliance

UK-Specific Legal Requirements

Public Liability Insurance

• Verify school's existing policy covers hired equipment and public events
• Confirm bouncy castle supplier provides minimum £5 million public liability cover
• Request certificate of insurance and verify policy is current
• Consider additional event insurance for high-value fundraising events

Electrical Safety

• Ensure all electrical equipment is PAT (Portable Appliance Testing) tested within last 12 months
• If using generators, confirm they meet HSE outdoor event guidelines
• Provide weatherproof electrical connections and RCD (residual current device) protection
• Keep electrical cables away from pedestrian areas using cable guards

Local Authority Requirements

• Check with local council regarding temporary event notices (TENs) if selling alcohol
• Verify any licensing requirements for commercial activities on school grounds
• Ensure compliance with local noise ordinances (typically 60dB limit in residential areas)
• Confirm waste disposal arrangements meet council requirements

Risk Assessment Essentials

• Maximum occupancy limits: 8-12 children depending on castle size
• Age segregation: Separate sessions for under-6s and 6-12 age groups
• Weather monitoring: Wind speed limits (typically 24mph/38kmh maximum)
• Surface inspection: Check for sharp objects, uneven ground, or wet conditions
• Emergency access: Maintain clear 3m access route for emergency services

Supervision Requirements

• Minimum 1:8 adult-to-child ratio for bouncy castle activities
• Trained attendant present at all times during operation
• Clear sight lines from supervision positions
• First aid qualified person on-site throughout event

COSHH Considerations

Only relevant if using cleaning chemicals or fuel for generators - store securely away from children and follow supplier safety data sheets.

4. Cost and Pricing Guide

Hire Costs (Typical UK Rates 2024)

Optional Extras

• Attendant: £15-25 per hour
• Safety matting: £20-40 per day
• Generator hire: £40-80 per day
• Gazebo/marquee: £50-120 per day
• Additional anchoring: £15-30

Revenue Models and Calculations

Option 1: Per-Session Ticketing

• Price: £3 per child per 30-minute session
• Capacity: 10 children per session
• Sessions per day: 12 sessions
• Maximum revenue: £360

Option 2: Unlimited Access Wristbands

• Price: £5 per child for day access
• Expected participation: 60% of 500 attendees = 300 children
• Revenue: £1,500

Option 3: Family Packages

• Price: £12 for family of up to 4 children
• Expected uptake: 80 families
• Revenue: £960

Sample Calculation for 500-Child Event

Costs:

• Large bouncy castle hire (full day): £250
• Delivery and setup: £50
• Attendant for 8 hours: £160
• Insurance excess (if applicable): £50
• Total costs: £510

Revenue (Option 2 - Wristbands):

• 300 children × £5 = £1,500
• Net profit: £990

Return on investment: 194%

5. Logistics and Site Plan

Recommended Layout

Primary Setup Area

• Bouncy castle positioned minimum 2m from buildings/fences
• Clear 3m emergency access path maintained at all times
• Entrance/exit queue area clearly marked with barrier tape
• Shoe storage area adjacent to castle entrance

Supporting Infrastructure

• Registration/payment desk positioned 5-10m from castle entrance
• First aid station with clear signage within 20m of activity
• Waiting area with seating for parents/carers
• Storage area for personal belongings and equipment

Power and Access Requirements

Electrical Needs

• 13-amp power supply within 30m of setup location
• Outdoor-rated extension leads with RCD protection
• Generator alternative for remote locations (factor in noise levels)
• Weatherproof covering for all electrical connections

Vehicle Access

• 3.5m minimum width access route for delivery van
• Firm, level surface capable of supporting delivery vehicle
• Clear access during setup (typically 1-2 hours) and collection
• Alternative manual handling route if vehicle access limited

Timing Schedule

Setup Day

• 8:00 AM: Supplier arrival and equipment delivery
• 8:30 AM: Site safety check and equipment inspection
• 9:30 AM: Final safety briefing for volunteers
• 10:00 AM: Event opening ready

Operation Period

• 10:00 AM - 4:00 PM: Continuous operation with 10-minute safety breaks each hour
• 12:00 PM - 1:00 PM: Optional lunch break (equipment secured)

Teardown

• 4:00 PM: Activity cessation and equipment drying time
• 4:30 PM: Equipment deflation and packing
• 5:30 PM: Collection completed

Security Considerations

• Equipment secured during breaks with tamper-evident tape
• Valuable items (payment equipment) secured in locked storage
• Overnight security arrangements if equipment stays on-site

6. Marketing and Fundraising Strategies

Key Messaging Themes

For Children: "Bounce Your Way to Fun!"

• Emphasise excitement, adventure, and play opportunities
• Use action words: bounce, jump, fly, soar
• Create anticipation with countdown messaging

For Parents: "Safe Family Fun Supporting Our School"

• Highlight safety measures and professional supervision
• Emphasise community benefit and educational support
• Position as affordable family entertainment

For Community: "Join Us for a Bouncing Good Cause"

• Focus on fundraising goals and community impact
• Invite extended family and local residents
• Highlight accessibility and inclusion measures

Promotional Strategies

Family-Friendly Package Deals

• "Bounce & Bite": Bouncy castle access + meal deal for £8
• "All-Day Adventure": Unlimited bouncing + 2 raffle tickets for £7
• "Grandparent Special": Adult refreshments included with child's bouncy castle ticket

Social Media Templates

Facebook Event Post:

🏰 BOUNCE INTO SUMMER! 🏰 Join us for [School Name]'s Summer Fair featuring our AMAZING bouncy castle! 📅 Date: [Date] ⏰ Time: 10am-4pm 📍 Location: School grounds 🎫 Just £5 for unlimited bouncing fun! Perfect for ages 3-12 with qualified supervision throughout. All proceeds support [specific school project]. Tag a friend who loves bouncing! 🤸‍♀️ #SchoolFair #BouncyCastle #FamilyFun #Fundraising

Instagram Story Template:

• Photo of bouncy castle setup
• Text overlay: "24 hours until BOUNCE DAY! 🏰"
• Countdown sticker
• Location tag
• "Swipe up for tickets" link

Email to Parents Template

Subject: Get Ready to BOUNCE for [School Name]!

Dear Parents and Carers,

We're excited to announce that our [Event Name] will feature a fantastic bouncy castle perfect for children aged 3-12!

Event Details:

• Date: [Date and Time]
• Location: School playground
• Cost: £5 per child for unlimited access
• Family packages available

What's Included: ✓ Professional supervision throughout the day ✓ Age-appropriate sessions for safe play ✓ First aid cover on-site ✓ All proceeds support [school project]

How to Book: [Booking instructions/link]

We can't wait to see your children bouncing with joy while supporting our school community!

Best regards, [Name] [School] PTA

Volunteer Recruitment

Key Roles Needed:

• 2 × Bouncy castle attendants (training provided)
• 1 × First aider (must be qualified)
• 2 × Ticket sales volunteers
• 1 × Registration coordinator

Recruitment Messages:

• "Help create magical memories for our children"
• "Just 2 hours commitment makes a huge difference"
• "Training and support provided for all roles"
• "Free refreshments for volunteers"

7. Accessibility and Inclusion

Adaptations for SEND Pupils

Sensory Considerations

• Quieter sessions scheduled during off-peak times (typically first hour)
• Reduced capacity sessions (maximum 6 children) for children who need more space
• Visual schedule cards showing session timings and rules
• Noise-reducing headphones available for loan

Physical Adaptations

• Lower-pressure inflation settings available for children with mobility challenges
• Additional adult support permitted inside bouncy area when required
• Alternative access routes for wheelchair users to viewing areas
• Soft play alternatives positioned adjacent to bouncy castle

Communication Support

• Visual rule displays with pictures and symbols
• Staff briefed on basic Makaton signs
• Clear, simple verbal instructions repeated regularly
• Buddy system pairing SEND children with mainstream peers

Inclusive Timing Schedule

Alternative Activities

For Children Who Cannot Use Bouncy Castle:

• Face painting station positioned nearby
• Traditional games area (bean bag toss, hoopla)
• Craft activities with school theme
• Storytelling corner with comfortable seating
• Sensory play activities for younger children

8. Supplier Selection and Vetting Checklist

Essential Questions for Hire Companies

Safety and Certification

• Can you provide current public liability insurance certificate (minimum £5M)?
• Are all electrical items PAT tested within the last 12 months?
• Do you provide safety briefing materials and operational guidelines?
• What are your maximum wind speed and weather limitations?
• How often is equipment safety inspected and by whom?

Service and Reliability

• What is included in your standard hire package?
• Do you provide setup and collection services?
• What happens if equipment fails during our event?
• Can you provide references from recent school events?
• What is your policy for weather-related cancellations?

Commercial Terms

• What deposit is required and when is balance due?
• What are your cancellation terms and refund policy?
• Do you charge extra for weekend or holiday bookings?
• Are there additional costs for cleaning if equipment is returned dirty?
• Do you offer multiple booking discounts?

Essential Certificates to Request

Before Booking:

• Public liability insurance certificate (current)
• Business registration/trading licence
• Recent customer testimonials or references

Before Event Day:

• PAT testing certificates for all electrical equipment
• Equipment safety inspection report (if available)
• Risk assessment template or guidance
• Emergency contact information for event day

Contract Highlights to Review

Key Clauses:

• Clear definition of equipment included
• Setup and collection time windows
• Weather cancellation procedure
• Damage/theft responsibility
• Late payment penalties
• Force majeure provisions

Red Flags to Avoid:

• No public liability insurance
• Unwillingness to provide certificates
• Significantly below-market pricing
• No fixed address or proper business registration
• Poor online reviews or no traceable history

9. Example Timeline and Staff Rota

Sample One-Day Event Schedule

Event: Saturday School Summer Fair with Bouncy Castle Duration: 10:00 AM - 4:00 PM Expected Attendance: 500 people (300 children)

Pre-Event Setup (8:00 AM - 10:00 AM)

Event Operation (10:00 AM - 4:00 PM)

Bouncy Castle Team (4 people minimum):

Lead Attendant (Full Day)

• Overall safety responsibility
• Manage capacity and queue
• Enforce age restrictions and rules
• Coordinate with first aider

Assistant Attendant (Full Day)

• Monitor children inside bouncy castle
• Help with shoes and belongings
• Support queue management
• Cover breaks for lead attendant

Ticket Sales (2 people, 4-hour shifts)

• Morning: 10:00 AM - 2:00 PM
• Afternoon: 12:00 PM - 4:00 PM
• Process payments and issue wristbands
• Explain rules to parents
• Handle queries and complaints

First Aider (Full Day)

• Positioned near bouncy castle
• Available for immediate response
• Monitor for signs of distress
• Maintain incident log

Hourly Operations Schedule

Post-Event Teardown (4:00 PM - 5:30 PM)

10. Case Study and FAQ

Case Study: Millbrook Primary School Summer Fair

Background: Millbrook Primary School, Hertfordshire, organised their annual summer fair in July 2023 aiming to raise £3,000 for new playground equipment. With 420 pupils aged 4-11, they expected around 600 attendees including families.

Bouncy Castle Implementation:

• Hired large themed castle (£280 full day including delivery)
• Charged £4 per child for unlimited access wristbands
• Operated 10:00 AM - 4:00 PM with supervised sessions
• Recruited 6 parent volunteers for supervision

Results:

• 340 children purchased wristbands (57% participation rate)
• Revenue: £1,360 from bouncy castle alone
• Total event raised: £4,200 (40% above target)
• Net profit from bouncy castle: £1,080
• Increased overall event attendance by estimated 35%

Key Success Factors:

• Pre-sold 60% of wristbands through school newsletter
• Family package deals encouraged multiple child participation
• Social media marketing created anticipation
• Perfect weather contributed to high attendance

Lessons Learned:

• Peak demand occurred 11:30 AM - 2:30 PM requiring queue management
• Separate sessions for younger children (4-6) worked well
• Having spare volunteers was essential for break coverage
• Advanced booking system reduced event-day queues

Frequently Asked Questions

Q1: What happens if it rains on our event day? A: Most bouncy castles can operate in light rain, but equipment must be evacuated during heavy rain or thunderstorms. Consider hiring a large gazebo or marquee, or have an indoor backup plan. Check your hire company's weather policy before booking.

Q2: How many children can use the bouncy castle at once? A: This depends on the size, but typically 8-12 children maximum. Smaller castles (12x12ft) suit 6-8 children, while larger ones (18x18ft) can accommodate 10-12. Always follow the supplier's guidelines and consider children's ages.

Q3: Do we need special insurance for the bouncy castle? A: Check your school's existing public liability policy covers hired equipment. The hire company should provide their own insurance, but verify this covers your event. Some schools purchase additional event insurance for larger fundraisers.

Q4: How much space do we need? A: Plan for the equipment size plus 2m clearance on all sides. A standard large castle needs approximately 20m x 20m total area including safety margins, queue space, and emergency access routes.

Q5: Can adults go on the bouncy castle? A: Most hire agreements restrict use to children only due to weight and safety concerns. Some companies offer adult-specific equipment, but this is less common and more expensive.

Q6: What if the equipment gets damaged? A: Normal wear is expected, but you'll be liable for damage beyond reasonable use. Take photos before use, supervise carefully, and check the hire agreement's damage policy. Most companies are reasonable about minor wear.

Q7: How do we handle children who can't afford to participate? A: Consider sponsorship for disadvantaged pupils, create volunteer opportunities for families in exchange for free access, or allocate part of your fundraising budget for inclusivity. Many successful events include free sessions for children receiving pupil premium.

Q8: What qualifications do our volunteers need? A: No formal qualifications are required for general supervision, but you must have a qualified first aider present. The hire company should provide safety guidelines, and confident volunteers who can assertively manage children work best.

Q9: How early should we book? A: Book 6-8 weeks in advance, especially for summer events and weekends. Popular companies get booked up quickly during school fair season (May-July). Consider booking your next year's date immediately after a successful event.

Q10: What's the best pricing strategy? A: Unlimited access wristbands typically generate more revenue than per-session tickets, as children often want multiple goes. Price at £4-6 per child depending on your area's demographics. Family packages can increase uptake among larger families.

11. One-Page Printable Checklist and Risk Assessment

Quick Reference Event Checklist

8 Weeks Before Event

• Book bouncy castle supplier
• Confirm insurance coverage
• Complete initial risk assessment
• Recruit volunteer team

4 Weeks Before Event

• Finalise event marketing materials
• Brief all volunteers on procedures
• Order safety signage and barriers
• Confirm first aid arrangements

1 Week Before Event

• Check weather forecast
• Confirm delivery/collection times
• Prepare registration materials
• Brief all volunteers again

Event Day Morning

• Site safety check completed
• Equipment inspected and approved
• All volunteers present and briefed
• Emergency contacts readily available

During Event

• Maintain capacity limits
• Supervise continuously
• Monitor weather conditions
• Keep incident log updated

Simple Risk Assessment Table

Risk Levels: Low = Minor injuries/disruption | Medium = Moderate injuries/significant disruption | High = Serious injuries/major disruption

12. Final Recommendations and Next Steps

Based on the comprehensive analysis of bouncy castle integration in school fundraising events, here are five priority actions to maximise success:

1. Start with Strategic Planning (Priority: Immediate)

Begin planning 8-10 weeks before your event date. Research and contact at least three local bouncy castle suppliers to compare prices, services, and availability. Book your preferred supplier with a deposit as soon as possible, particularly for popular summer dates. Create a simple project timeline working backwards from your event date to ensure all preparations are completed on time.

2. Prioritise Safety and Compliance (Priority: Critical)

Complete your risk assessment and verify insurance coverage before any other planning. Ensure your chosen supplier provides current public liability insurance and PAT testing certificates. Recruit a qualified first aider and train your volunteer team on safety procedures. Remember that safety is not just about legal compliance—it's about protecting children and maintaining community trust in your school.

3. Develop Your Revenue Strategy (Priority: High)

Calculate realistic attendance figures based on your school size and previous events. Choose between unlimited access wristbands (typically higher revenue) or timed sessions (better crowd control). Set your pricing at £4-6 per child depending on local demographics and your fundraising target. Consider family packages and early bird discounts to boost advance sales.

4. Create Compelling Marketing (Priority: High)

Start promoting your event through multiple channels: school newsletters, social media, direct emails to parents, and children's word-of-mouth excitement. Use action-oriented language that emphasises fun, safety, and community benefit. Create a sense of urgency with early bird pricing or limited capacity messaging. Remember that parents need practical information (times, prices, safety measures) while children respond to excitement and anticipation.

5. Plan for Inclusion and Accessibility (Priority: Medium)

Design your event schedule to accommodate children with different needs and preferences. Include quieter sessions for SEND pupils or anxious children, ensure alternative activities for those who cannot use the bouncy castle, and plan your layout to accommodate wheelchair users and parents with pushchairs. Inclusive events not only serve your whole school community better but often generate more positive feedback and future participation.

Immediate Next Steps

1. Contact suppliers this week - Get quotes and check availability for your preferred dates
2. Review insurance - Confirm your school's public liability coverage includes hired equipment
3. Recruit your team - Identify and approach potential volunteers, especially a qualified first aider
4. Set your budget - Calculate expected costs and revenue to confirm financial viability
5. Book your date - Secure your bouncy castle booking with deposit payment

Ready for a Custom Plan?

This guide provides comprehensive general guidance for UK school fundraising events, but every school's situation is unique. For a tailored implementation plan specific to your school's needs, please provide:

• Your school type and pupil age ranges
• Expected attendance numbers
• Specific event date and venue details
• Available budget and fundraising targets
• Any accessibility requirements or constraints
• Local considerations or previous event experiences

With these details, we can create a customised timeline, budget calculation, risk assessment, and marketing strategy that maximises your event's success while ensuring safety and regulatory compliance.

Contact us today to transform your school fundraising event with the proven power of bouncy castle entertainment!

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