Planning a children’s party is exciting… but let’s be honest, it can also feel a little overwhelming. One of the most common questions we’re asked at Best Party Hire is:
“How far in advance should I book a bouncy castle?”
The simple answer is: as early as you reasonably can.
The useful answer is a bit more nuanced — and that’s exactly what this guide is for.
Booking in the right order removes stress, gives you better choice, and helps your party run smoothly. Below, we’ll walk you through what to book first, why it matters, and realistic timeframes based on years of party hire experience across Warwickshire.
Why Booking Early Makes Such a Difference
Bouncy castles and party hire equipment are limited by availability, not demand. Once a date is full, there’s no squeezing in “just one more”.
Booking early means:
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You get first choice of equipment
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You’re not forced into a last-minute compromise
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You can plan the rest of the party with confidence
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You avoid disappointment (especially on busy weekends)
Many parents tell us that once the entertainment is booked, everything else suddenly feels much easier.
The Best Order to Book a Children’s Party
This is where most people go wrong — and it’s also where stress creeps in. Here’s the ideal order to plan your party.
1️⃣ Book the Venue First
Your venue dictates everything else.
Whether you’re booking a village hall or planning a party at home, this step should always come first because:
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Popular village halls can book up months in advance
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Hall size and ceiling height affect what inflatables will fit
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Indoor vs outdoor setups change your equipment options
If you’re using a village hall, find out:
This information is essential before booking a bouncy castle.
2️⃣ Book Your Bouncy Castle or Party Equipment
Once the venue is secured, this is the next most important step.
Recommended timeframe:
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4–8 weeks in advance for most weekend parties
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8–12 weeks for peak times (summer, school holidays, bank holidays)
Some items book out much faster than others, especially:
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Themed bouncy castles (dinosaurs, princesses, disco)
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Soft play packages for toddlers
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Fun runs and popular party combinations
Booking early gives you choice, not just availability.
A quick but important note on sizes
When checking sizes, always look at the required space, not just the bouncy castle’s dimensions. Required space includes:
It is the customer’s responsibility to book equipment that fits their venue, but we’re always happy to help. We even offer a measuring service, bookable at the time of booking, for extra peace of mind.
3️⃣ Lock in the Date & Time
Once your venue and equipment are booked, your party date is effectively “locked in”.
This matters because:
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Delivery and collection times need to fit around venue access
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Weekend schedules fill up quickly
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Early confirmation avoids last-minute changes
Being flexible with times can sometimes help, especially for popular Saturdays, but early booking always gives the smoothest experience.
4️⃣ Send Save-the-Dates or Invitations
Only once the venue and entertainment are confirmed should invites go out.
This avoids:
Parents appreciate clear notice, especially for weekend parties, and it helps you get a better idea of numbers.
5️⃣ Sort the Extras (Food, Decorations, Party Bags)
These are the fun bits — and they don’t need to be done early.
Food, decorations, cakes, and party bags can usually be sorted:
By booking the “big things” early, you give yourself permission to relax about the smaller details.
What About Last-Minute Bookings?
Life happens. Parties get planned late, dates change, or inspiration strikes suddenly.
If you’re booking last minute:
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Weekdays often have better availability
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Smaller inflatables may fit when larger ones won’t
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Being flexible with themes or packages helps
We’ll always do our best to help where we can, but availability is never guaranteed close to the date — especially during busy seasons.
Busy Times to Book Extra Early
Some periods are consistently popular and book up fast:
If your party falls in one of these windows, earlier really is better.
Why Parents Book with Best Party Hire
We’re a local, family-focused business, and we understand how important trust and reliability are.
When you book with us, you get:
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PIPA tested inflatables meeting BS EN 14960 standards
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Clean, well-maintained equipment
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Professional delivery and setup
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Clear guidance on space and suitability
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Friendly, stress-free service
We don’t rush bookings or overpromise — our aim is to make your party safe, fun, and easy.
So… How Far in Advance Should You Book?
As a general rule:
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Book your venue as soon as possible
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Book your bouncy castle 4–8 weeks ahead
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Earlier for peak times or popular themes
If you’re unsure what will fit, or want reassurance before booking, we’re always happy to help.
📞 07761 907 472
📧 luke@bestpartyhire.com
🌐 www.bestpartyhire.com
👍 www.facebook.com/bestpartyhire
Booking early isn’t about pressure — it’s about peace of mind. And that’s exactly what a great party should feel like.
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