Every party rental leaves your hands for a few hours or a weekend. In that time, the equipment might be used by dozens of kids, moved, rained on or left out overnight. A rental agreement sets the rules for that period and is often something your insurer expects you to use. Here is a checklist of what most rental businesses include.
This is a planning checklist, not legal advice. Contract, liability waiver, inflatable inspection and consumer rules vary by state and city. Have a local attorney review your agreement, and ask your insurer what language they require.
The checklist
1. Parties and event details
Your business details, the renter’s name and contact information, the event address, event date and type (backyard birthday, school event, church festival), and an on-site contact if the renter will not be there.
2. Rental items
Each item rented, with quantity and condition at delivery. Include accessories like stakes, sandbags, blowers, extension cords, tarps and generators, since these go missing most often.
3. Rental period, delivery and pickup
The rental start and end time, delivery and pickup windows, and what happens if the renter wants to keep items longer or is not present at pickup.
4. Site requirements
- Flat setup area of the required size, with clearance from trees, fences, power lines and pools
- Surface type and how equipment will be anchored (stakes on grass, sandbags on hard surfaces)
- Access path wide enough for equipment
- Power within a set distance, on a suitable circuit
- The renter’s responsibility to have underground utilities, sprinklers and pet waste identified or cleared before staking, and any permission needed from a landlord, HOA, park or venue
Many areas offer a free call-before-you-dig service for marking utilities. Check how it works where you operate, and note that you may refuse setup if the site is unsafe.
5. Price, deposit and payment
Rental fees, delivery fees, any setup or attendant fees, tax if applicable, deposit amount, when the balance is due, and any refundable security deposit and when it is returned. Our party rental pricing guide covers deposits and delivery fees.
6. Weather policy
When inflatables and tents must not be used, such as above certain wind speeds, during lightning or in heavy rain, following the manufacturer’s guidance. Who decides whether to cancel or proceed, and what happens to deposits when weather cancels an event. Many rental businesses offer a credit or reschedule for weather cancellations.
7. Safety rules and supervision
- A responsible adult must supervise inflatables at all times while in use
- Maximum users and size or age groupings, per the manufacturer
- No shoes, sharp objects, food, drinks, silly string, or flips
- What to do if the blower stops or the unit deflates
- Do not move or re-anchor equipment
Many businesses also post a printed safety sign on each unit and walk the supervising adult through the rules at setup.
8. Damage, loss and cleaning
The renter’s responsibility for damage beyond normal wear, lost items, and excessive dirt. List example fees, such as for cleaning stains, mud or silly string, and how damage will be documented with photos at delivery and pickup.
9. Assumption of risk and liability
Most rental agreements include language about the inherent risks of inflatables and the renter’s responsibility for supervising users, plus any waiver or indemnity provisions. Whether and how these hold up varies significantly by state, so this is the section to have an attorney write or review. Our guide on bounce house insurance and safety covers the insurance side.
10. Cancellation by the renter
Notice required to cancel or change the date, and what happens to the deposit. Peak dates like holiday weekends often have stricter terms.
11. Your right to refuse or remove
That you may decline setup, or take equipment down early, if conditions become unsafe or the rules are not followed.
12. Signatures
Signed or accepted online at booking, plus a short sign-off at delivery confirming the equipment was set up in good condition and the safety rules were explained.
Commercial and public events
Schools, churches, parks and venues may require a certificate of insurance naming them as additional insured, a permit, or staffed attendants. Some states require inflatables to be inspected or registered. Add a section for these requirements and check your local rules before you accept public events.
Get a rental agreement template with the kit
Our event and party rentals starter kit includes a rental catalog with availability calendar, deposits and delivery fees, a rental agreement template and a setup and pickup checklist. We build it once 25 people vote for it, and voters get 20% off at launch. Vote for the party rentals kit, or read how to start an event rental business.
This is general information, not legal or insurance advice. Rental, waiver and amusement device rules vary by state and city. Have your agreement reviewed by a local attorney.
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