Party Types
School and preschool events, with the paperwork schools actually require
The entertainment is the easy part. What separates a supplier who can work with a school from one who cannot is insurance, checks and a risk assessment, supplied without being chased.
School and preschool bookings run on a different track from home parties. The person booking is usually a teacher or a P and C volunteer, the group is larger, the timing is fixed by a bell, and the school has compliance obligations it cannot waive for a supplier who is nice on the phone.
Three documents come up almost every time. A certificate of currency for public liability insurance, a Working with Children Check or the equivalent for that state, and often a risk assessment for anything physical. Requirements differ between states and between schools.
The other structural difference is format. A class incursion is a fixed audience. A fete is rolling attendance across several hours. Those two need completely different bookings, and confusing them is the most common planning error we see in this category.
The shape of the day
What schools ask for before they confirm
Start collecting these early. They are the reason school bookings need more lead time than home parties.
- A certificate of currency for the supplier's public liability insurance, usually current and naming the correct entity.
- A Working with Children Check, or the equivalent clearance for your state or territory, for every person attending.
- A risk assessment for anything physical, particularly inflatables, and often for animal contact.
- Confirmation of setup and pack down times that fit around bells, recess and other bookings in the hall.
- For a fete or fun day, a site plan showing where equipment goes and how the crowd flows around it.
Getting it right
Matching the booking to the event format
The most expensive mistake in this category is booking a performance for a rolling crowd.
| Event | Format | Book | Avoid |
|---|---|---|---|
| Class incursion | Fixed audience, 45 to 60 minutes | A performer or a structured activity session | Stations, they need supervising |
| Whole school assembly | Fixed audience, large | A performer with a real sound rig | Anything relying on individual participation |
| End of year disco | Fixed audience, 2 hours | A kids DJ with games between tracks | A quiet activity, they want to move |
| School fete | Rolling, 3 to 5 hours | Carnival stalls, face painting, inflatables | A one off show |
| Preschool visit | Small group, short | Animals, bubbles, short activity blocks | Long performances |
What to book
What to book for a school or preschool event
Fixed audience or rolling attendance decides everything here. Pick the format first, then the supplier.
Kids Party Entertainers
All rounder entertainers who run the games, the music and the crowd.
ExploreKids DJs and Disco Parties
Age appropriate playlists, lights and dance offs.
ExploreInflatable Hire
Obstacle courses, giant slides and water slides for bigger kids.
ExploreKids Party Games
Giant garden games, carnival stalls and prize activities.
ExploreFace Painters
Face painting, glitter tattoos and body art with skin safe products.
ExploreAnimal and Petting Zoo Parties
Mobile farms and handlers who bring the animals to you.
ExploreLead time
School bookings need longer than you think
Not because suppliers are busy, but because approvals move at the speed of a school administration.
Get quotes
Tell us about the school event
Numbers, year levels, the space and the date. Suppliers who work with schools regularly will send their documentation with the quote.
- Say how many children and which year levels
- Tell us the venue. Hall, oval, classroom or covered area
- Mention what documentation your school requires
Questions parents ask
School and preschool event questions
What documentation will a school need from a supplier?
Typically a certificate of currency for public liability insurance, a Working with Children Check or the state equivalent for everyone attending, and a risk assessment for anything physical. Requirements differ between states and between individual schools, so confirm yours early and ask the supplier to provide the documents directly.
How far ahead should a school book?
Eight to twelve weeks, and longer for term four. Every school wants an end of year event in the same narrow window, and internal approvals take longer than getting a quote does.
What works best at a school fete?
Anything with a queue that reforms. Carnival stalls, face painting, balloon twisting and inflatables all keep working across several hours. A single performance only reaches the people standing there when it happens.
Can we book an inflatable for a school oval?
Usually yes, with the operator's insurance certificate, a risk assessment and confirmed anchoring on the surface. Some schools also require a council permit if the ground is shared with a public reserve. See inflatable hire.
Do suppliers charge differently for schools?
Often, because the format is different. Larger audiences, longer setup, and more documentation. Some offer a per session rate for multiple classes across a day, which is usually better value than booking each one separately.
What suits a preschool group?
Short blocks with a lot of sensory input. Bubbles, animals, songs and a story work well with three and four year olds. Keep the session to about thirty minutes and expect the educators to want a clear activity plan in advance.
Get quotes for your school event
Tell us the numbers, the format and the date. We match you with suppliers who work with schools and supply their documentation up front.