A company picnic, a school field day, and a church fall carnival all have the same problem: lots of people, a few hours, an open field or parking lot, and usually a San Antonio sun that doesn’t care about your schedule. The rentals are the easy part once you’ve answered a handful of questions. This checklist walks through them in the order that actually matters.
Quick answer
Before you pick a single bounce house or game, lock in these five things:
- Headcount and age range (adults only, kids only, or families)
- Site and surface (grass field, parking lot, gym, or park pavilion)
- Power (outlets close to where inflatables and machines will sit, or a generator)
- Shade and seating for the hottest part of the day
- Paperwork (park permits, and a certificate of insurance if your company, district, or church needs one)
Then build the activity list around those answers.
Step 1: Who’s coming and for how long?
- Total headcount, including staff, volunteers, and vendors
- Ages: a field day for kindergarten through 5th grade needs different units than a company picnic with employees’ families
- Time window: a two-hour field day rotation and an all-afternoon picnic need different amounts of shade and seating
- Rotation plan: for schools, how many classes rotate through each station and how often
Tip: write the schedule down by station (inflatables, yard games, food, rest/shade). It makes quoting faster and keeps lines short.
Step 2: Check the site
- Surface: our crew sets up on grass, concrete, asphalt, or indoors. Grass uses long steel stakes; hard surfaces and gyms use sandbags. Tell us the surface when you book.
- Flat, clear space with room on all sides of each inflatable. No rocks, glass, or exposed sprinkler heads or utility lines.
- Overhead check: low branches, power lines, light poles, basketball goals
- Truck access: school parking lots, church lots, and fellowship halls work as long as our delivery vehicles can get to the setup spot
- Parks: many San Antonio-area parks require a reservation or permit and may have rules on stakes, generators, and water. Check before you book.
Send photos of the area with your quote request. It saves a lot of back-and-forth.
Step 3: Power for inflatables and machines
Each inflatable blower needs a standard 110–120 volt, 20 amp outlet on a dedicated circuit within 50 feet. We bring cords up to 50 feet, so please don’t plan on your own extension cords unless we approve it. Concession machines need power too.
If the field or park has no outlets close enough, add a generator from our equipment rentals. Plan the layout so cords don’t cross walkways.
Step 4: Shade, seating, and cooling
This is the step people skip, and it’s the one guests remember in August.
- Tents: a shade tent over the food line, the registration table, and a rest area. See tent rentals for frame and pop-up options.
- Tables and chairs: count seats for eating, plus tables for registration, prizes, and the first-aid station. Browse tables and chairs.
- Cooling: a fan or Port-A-Cool under a tent helps on hot afternoons.
- Water: plan drinking water stations near every activity area.
Step 5: Pick the activities
Mix one or two “big” attractions with several low-key stations so lines stay short.
Big attractions
- Inflatable obstacle courses: kids race side by side, which is great for field day heats. Our obstacle courses include 30-foot and 40-foot units.
- Bounce houses and combos for younger kids: see bounce houses.
Low-key stations
- Yard games: cornhole, giant Connect 4, and a giant block-stacking game work for adults and kids. See yard games.
- Concessions: popcorn, snow cone, cotton candy, hot dog, and nacho cheese machines keep people fed without a kitchen. Ask about floss and popcorn boxes for larger crowds. See concession machines.
For a company picnic with families, a common mix is one obstacle course, a bounce house for the little ones, two or three yard games, and one or two concession machines under a tent.
Step 6: Staffing and safety
- At least one adult supervises each inflatable the whole time. For schools and churches, assign volunteers by shift.
- No shoes, food, drinks, or sharp objects inside inflatables. No flips or wall climbing.
- Group kids by size and follow the height/weight guidelines our crew goes over at setup.
- If wind picks up or a storm rolls in, get everyone off, unplug the unit, and let it deflate. Then call us at (210) 934-0405.
- Assign someone to run each concession machine (staff or volunteers can operate them).
Every inflatable is cleaned with commercial vinyl cleaners, disinfected, sanitized, and inspected after each rental. More on our safety, cleaning, and insurance page.
Step 7: Paperwork and timeline
- Certificate of insurance: All Texas Party Rentals is fully insured with $1M general liability coverage. If your company, school district, church, HOA, or venue needs a certificate of insurance, mention it when you request your quote and send any specific requirements early.
- Park permits or facility approval: get these before you book.
- Delivery window: setup is included, and delivery and pickup are priced by distance at checkout. If your event starts early or you need setup before school hours, ask about a delivery window when you book.
- Weather plan: we may cancel or reschedule before delivery if severe weather is expected (high wind, rain, lightning, or extreme heat). Have an indoor or rain-date backup.
- Booking: a $50 deposit and the rental agreement reserve your items, and the balance is due before delivery. See our FAQ page for details.
Printable checklist
- ☐ Headcount, ages, and time window confirmed
- ☐ Site photos taken (surface, overhead, access)
- ☐ Permit or facility approval in hand
- ☐ Outlets located or generator added
- ☐ Shade tent(s) for food, registration, and rest area
- ☐ Tables and chairs counted (eating + registration + prizes + first aid)
- ☐ Activities picked (one or two big, several small)
- ☐ Concession machines and supplies
- ☐ Supervisors assigned for each inflatable and machine
- ☐ Certificate of insurance requested (if needed)
- ☐ Weather backup plan
FAQ
What rentals work best for a school field day in San Antonio?
Inflatable obstacle courses are the usual centerpiece because kids can race in heats. Add yard games for stations, a shade tent for rest and water breaks, and a snow cone machine for hot days.
Can you set up on a school parking lot or in a gym?
Yes, as long as our delivery vehicles can reach the setup area. On hard surfaces and indoors we anchor inflatables with sandbags instead of stakes.
Can you provide a certificate of insurance for our company, school, or church?
Yes. We’re fully insured with $1M general liability coverage. Mention it when you request your quote and send your organization’s requirements early so the paperwork is ready before the event.
What if our picnic site doesn’t have power?
Add a generator from our equipment rentals. Each inflatable blower needs its own dedicated 20 amp circuit, so tell us how many units you’re planning and we’ll help you size the power.
How far ahead should we book a company picnic or field day?
As early as you can, especially for spring field days and fall carnivals, when weekends and school days fill up. Booking early also leaves time for permits and insurance paperwork.
Ready to plan yours?
Tell All Texas Party Rentals your date, location, headcount, ages, and surface, and we’ll help you put together tents, seating, games, and concessions that fit. Planning for a school or PTO? Start with our school event rentals. Planning a church festival or VBS week? See church event rentals. Hosting at a park? Read up on park party rentals first. Picking inflatables for younger kids? See How to Choose a Bounce House Company in San Antonio.
Call (210) 934-0405 or email customersupport@alltexaspartyrentals.com. Please submit a quote or contact us to confirm we service your area.
