Booking 101

• The List of Items you would want to rent.
• The Date and Time of your event.
• Exact Address of the venue for your event, including Postal Code.
• The on-site contact on the day of your event.
  • This should be a cell phone number for a person who is aware of the plans for your event, and is accessible on the day.
• A Credit Card for the non-refundable 50% deposit or for the whole payment.
• Name of who to make the invoice out to.
• An Email Address to send the invoice and contract

We offer delivery for all of our equipment, and knowing all the information about getting to your event helps us give you more accurate setup time estimates, as well as identify any delivery vehicle restrictions. Also knowing the access to your venue will help in determining if the items can fit or not.

It is the responsibility of the renter to ensure that sufficient space is available for the equipment and sufficient access to the spot you would like the equipment to be placed.

• Does your venue have any elevation changes, dips in your driveway, or loading ramps?
  • We need to be made aware of such features as they restrict the types of vehicles we can use for your delivery.

• Will the streets be blocked off or driveway access closed?
  • If so, please let all security staff and street personnel know if we will be arriving while the streets are blocked to ensure we can access the set-up location.

• Are there any overhead obstacles that our truck should stay clear of? (Eg: power lines, trees, overhangs, low roofs, etc.)
  • Please check the surroundings of the delivery location to make sure there is adequate room for our trucks to manoeuvre in.

• Are you renting any equipment that is required to come on a hitch? (Rockwall, high striker, dunk tank, carnival express train, etc.)
  • Hitched items must be driven into place, and our truck must have sufficient room to drive, drop the equipment, and then drive out.

• Are we able to drive right up to the setup location?
  • If so, what surface will we drive over? Particularly if it’s a grass field, we cannot drive over it if it is wet or muddy as it will damage your field and our truck could get stuck.
  • Some equipment must be able to be dropped off by the truck only, as they cannot be dolied into place since they are too heavy.

• Do we require any special passes, keys, or codes to access your site?
  • If so, please make sure to provide this to our staff ahead of time.

• Do you have A Layout map or Floor plan for your event?
  • Having a floor plan that we can provide to the event lead can speedup our setup and alleviate the stress of deciding where you’d like to place the equipment during setup. Equipment cannot be moved once it has been setup.

• Is there a specific route to get to the venue?
  • Having enough time to set up our equipment is vital for having our equipment ready in time for your event. Notifying us of a specific route to get to your venue greatly reduces any time lost by our staff trying to locate a venue, especially if we send a large truck or are towing a trailer.

• Are there any height restrictions at your venue?
  • If your event will be held indoors we will require the ceiling height of the room/venue. Be mindful of any objects (e.g. light fixtures) hanging down from the ceiling that will reduce the effective height.

• Will your event be held indoors or outdoors?
  • Due to safety and insurance reasons, our equipment is unable to operate in the rain. For more information please ask us about our Bad Weather Policy.

• If your event is outdoors, do you have the ability to move indoors in the event of bad weather?
  • If you have a backup location to move to in the case of bad weather on the day of your event, please let us know ahead of time to ensure we can accommodate this into our schedule.

• Are you required by the city to have any permits/licenses?
  • Many events held on city property require an event permit. They are easy to obtain thankfully, and you will need to contact the respective city for more information
  • We can offer $5 million additional liability insurance for events booked through Vancouver PartyWorks.

• Please make sure that the set-up location is flat
  • For safety reasons, we cannot set up our equipment on an uneven surface.

• Will we have to travel through any narrow hallways, doorways, or gates?
  • Most of our equipment will require double door access. Please note that a number of double doors have a metal bar in the middle that may not be removable – in which case it would be considered a single door.

• Do you have any stairs or steps?
  • For safety reasons we are unable to carry equipment up stairs. If you have stairs, please be sure to let us know right away and we will see if there is a way to accommodate your equipment.

• Will be required to move equipment through an elevator?
  • If so, please make sure to find out the exact dimensions and let us know (both the dimensions inside the elevator, and the height and width of the door to access it). There is nothing worse than getting to a venue and finding out our equipment won’t fit inside the elevator, so we want to ensure that our equipment will fit prior to your event.

• What type of surface will the equipment be set-up on?
  • Turf, grass, gravel, pavement, concrete, track, etc. If indoors, please specify what type of flooring we will be setting up on.

• If your event is outdoors, are we allowed to stake into the ground?
  • To tether inflatables, tents, and other equipment that is prone to movement we use either stakes or sandbags.

• If we are setting up an inflatable outdoors, please make sure the set-up location is free of any sharp objects.
  • To avoid puncturing the inflatable. Such objects include: sprinkler heads, rocks, tree branches, etc.

The majority of our equipment requires power to operate, and you will find any applicable power requirements in our product pages. For outdoor events we also have generators that we can offer to power all of our equipment.

Consider the following points when accessing the power requirements of our equipment:

• Will you have sufficient power at your venue?
  • One regular blower requires 1x15amp/110V outlet and it must be on its OWN circuit. This means that each blower will take up all the power of one traditional, dual-socket residential power outlet.
  • If your event is at a venue that you have booked, please check with the venue to be sure they can provide sufficient power. Keep in mind the power requirements of any other vendors at your venue as well.

• Are each of your outlets on their own circuit?
  • Having multiple outlets in a room doesn’t always mean that each outlet has its own circuit! More often than not, multiple outlets will be connected to the same circuit, which would effectively reduce the number of power sources you have.

• Make sure you know where the electrical/breaker panel is at your venue, and that it is easily accessible if necessary.
  • In the event that a breaker gets tripped, it’s important to know where the breaker panel is to reset the breaker and get the equipment back up and running. If you won’t be present at your event, make sure the on-site contact knows where to locate the panel.
• How far away will the equipment be set up from your power source?
  • Equipment must be setup within 75 feet of a power source

• Do you require additional power?
  • We have generators available for rent should you require additional power.
  • If you choose to rent generators from a third party, please note that all generators have different power delivery outputs (amperage). This means that a 7000 watt generator from one company could provide less power than a 6500 generator from a different company.

• Do you have a GFI (Ground Fault Interrupter) outlet?
  • If so, please make sure they are marked out in advance. A Ground Fault Interrupter is a device that protects against electric shocks from faults, and are typically used in outdoor plugs and washroom plugs.
  • Some of our equipment will not operate on GFI outlets, such as Wipe Out, Extreme Snowboarding, and Robo Surf.

• PartyWorks is not responsible for supplying power.
  • Please see our Electrical Declaration upon booking for more information.

If our equipment is to be setup outdoors, there are certain weather conditions where we will not operate our equipment:

• Inflatables will not operate with heavy winds of over 20km/h
• Our equipment will not operate in the rain.

We understand that the weather can be unpredictable, and that many events are planned well in advance. Please contact us for more information on our bad weather policy.

We have 5 million dollars in crossed liability insurance.

We don’t require waivers on any of our interactive games as we pay the higher premiums of our insurance.

• Do you require to be additionally insured for your event?
  • Some events require a city, district, school name of organization to be added as additionally insured. This means to be added onto our insurance policy. Yes, we can do this for you and there would be a $50 administrative fee.

• Are you registered with the BC Technical Safety.
  • Yes, we are and in good standing.

• Are you registered with WCB?
  • Yes, we are and in good standing.