How to Get Vendor Approval for School Event Rentals in Texas
A step-by-step guide for PTA volunteers, event coordinators, and school administrators booking inflatable rentals for field days, school carnivals, and end-of-year celebrations across DFW.
You volunteered to plan field day. Or the PTA president handed you the school carnival. Now you're discovering something nobody warned you about: before a single bounce house touches school property, you need vendor approval. Every school district in the DFW area has its own process, but the documents they require and the questions they ask are remarkably similar.
This guide walks you through the common requirements Texas schools expect when you bring in an outside party rental company for school field days, end-of-year celebrations, school carnivals, and fundraiser events. It covers the paperwork you'll need, the safety credentials to verify, and the questions to ask any rental company before signing a contract. Whether you're working with Fort Worth ISD, Northwest ISD, Aledo ISD, Mansfield ISD, Crowley ISD, or any other district in the metroplex, the fundamentals are the same.
At Inflatable Party Magic, we've worked with school districts across DFW since 2002 and know exactly what administrators and procurement offices require. Every document on this list is something we provide as standard practice — most within 24 hours of your request.
One Call. One Team. Everything Covered.
Ready — Set up and safety-checked before your first student arrives | Safe — State-inspected, fully insured, and sanitized between every rental | Staffed — Professional operators provided with mechanical bulls, rock walls, and select extreme attractions
The 7 Documents Schools Typically Require from Event Rental Vendors
Requirements vary by district, but these are the documents that come up at virtually every Texas school when bringing in an outside vendor for a field day or school event.
Certificate of Insurance (COI)
This is the first document every school office asks for. A COI proves the rental company carries active liability insurance. Most Texas school districts require the COI to name the district as an "Additional Insured" on the policy, and many require minimum coverage of $1 million per occurrence. At Inflatable Party Magic, we carry liability coverage that exceeds state-mandated minimums and provide COIs formatted to your district's specifications — typically within 24 hours of your request.
TDI Amusement Ride Inspection Certificates
Texas law classifies inflatable bounce houses, water slides, obstacle courses, mechanical bulls, and rock climbing walls as amusement rides regulated by the Texas Department of Insurance (TDI). Every inflatable device must be inspected annually and carry a current TDI compliance sticker. School administrators should ask to see the sticker on every piece of equipment delivered to campus. If a company cannot produce current stickers, they are operating illegally and your school could be held liable.
W-9 Tax Form
School districts process vendor payments through their business office, and a W-9 (Request for Taxpayer Identification Number) is required for any vendor receiving payment over $600. Submit this early in the process to avoid payment delays. Your rental company should have a W-9 ready to send immediately upon request.
Vendor Registration or Approved Vendor Application
Many DFW school districts maintain an approved vendor list and require outside companies to register before providing services on campus. This typically involves submitting company information, insurance documentation, and a signed agreement to comply with district policies. Some districts use centralized procurement platforms. Ask your school's front office or business manager which system your district uses.
Background Check Verification
Texas school campuses are protected environments. Some districts require any vendor employee who will be on campus during school hours to pass a criminal background check. Not every district requires this for after-hours events, but it's increasingly common. Ask your administration about their specific requirements. At Inflatable Party Magic, our delivery and setup crews are prepared for background check processes when required.
Purchase Order (PO) Documentation
Schools that pay with district funds typically require a purchase order rather than a personal credit card. This means the rental company needs to accept PO-based billing and invoicing. Not all party rental companies are set up for this — confirm before you book. Inflatable Party Magic accepts school purchase orders and works directly with your school's business office for invoicing and payment.
Tax Exemption Certificate
Texas public schools and many private schools are tax-exempt organizations. Provide your school's tax exemption certificate to your rental company at booking to avoid being charged sales tax. Your school office will have this document on file.
School Vendor Approval Timeline: When to Start
Planning a school field day or carnival? Start 4 months out. Most rental companies require an approved purchase order before they can book your date, and May field days and October fall festivals book out fast. Here's a realistic timeline.
14-16 Weeks Before: Get Administration Buy-In and Start Planning
Meet with your principal or school event coordinator to confirm the event date, location (field, parking lot, gym), and budget. Ask what vendor approval documents the school or district requires. Get the name and contact info for whoever handles vendor registration and purchase orders in the business office. This step takes longer than most PTA volunteers expect — district approval processes, budget sign-offs, and vendor registration can all add weeks before you're cleared to book anything.
12-14 Weeks Before: Vet Your Rental Company and Submit Vendor Paperwork
Request COI, TDI inspection documentation, and W-9 from any company you're considering. A reputable company will have these ready within 24-48 hours. If a company hesitates, cannot produce documentation, or doesn't know what a TDI sticker is — move on. Once you've selected your vendor, submit the complete paperwork packet to your school office or district procurement department immediately: COI (with district named as Additional Insured), TDI inspection certificates, W-9, vendor registration form, and background check documentation if required. The purchase order and vendor approval must be finalized before you can book your date.
12 Weeks Before: Get PO Approved and Book Your Date
Once your purchase order is approved and vendor paperwork is processed, book immediately. Do not wait. For May and October events especially, we are typically booked out by 8 weeks before those dates — and by that point, the best equipment and packages are already spoken for. Browse school event rental options, finalize your selections, and lock in your date with the approved PO.
2 Weeks Before: Confirm Logistics
Confirm delivery time, setup location, power access (standard 20-amp outlets within 100 feet), and water access for water slides. Review the event schedule with your rental company so they know how many grade-level rotations or time blocks you're running. Verify that payment arrangements are finalized.
1 Week Before: Walk Your Setup Area and Finalize Details
Walk the setup area yourself to verify everything you've rented will fit where you want it. Check for adequate space, level ground, access to power outlets and water hookups, and clear overhead (no tree branches or power lines). If anything looks like a potential issue, contact your rental company with questions — they can advise on space requirements, surface compatibility, and alternative layouts. Distribute the event schedule and safety guidelines to teachers and parent volunteers.
Obstacle courses move large groups through quickly — ideal for field day rotations
Interactive games like Hungry Hippo engage 4-10 students at a time
Water slides are the most requested rental for end-of-year celebrations
Vendor Evaluation Checklist: 6 Questions to Ask Before Booking
Use this checklist to evaluate any party rental company before signing a contract for your school event. Every question targets a specific safety, compliance, or logistics concern.
1. Are You TDI-Inspected and Insured?
Ask for proof of both. Texas law requires annual TDI amusement ride inspections and active liability insurance for every inflatable device. If they can't show current documentation, they're operating illegally — and your school assumes the risk.
2. Can You Provide a COI Naming Our District?
A generic insurance certificate isn't enough. Most school districts require the COI to name the district as Additional Insured. Ask how quickly they can produce a district-specific COI. A company that works regularly with schools will have this process down.
3. Do You Accept School Purchase Orders?
If your event is funded through PTA, the school budget, or district funds, you'll likely need to pay by purchase order rather than personal credit card. Not every rental company accepts POs — confirm this before committing.
4. How Do You Handle Setup and Supervision?
Ask who sets up the equipment, whether trained operators are provided for mechanical attractions like mechanical bulls and rock climbing walls, and what safety instructions they provide to your volunteers. A professional company handles all setup, teardown, and provides clear safety guidelines for every piece of equipment.
5. What Is Your Sanitization Process?
Schools require the highest hygiene standards. Ask specifically how equipment is cleaned between rentals. Look for companies that use commercial-grade cleaners and EPA-approved disinfectants — not just a garden hose rinse. Children will be touching these surfaces with bare hands and feet all day.
6. How Long Is the Rental Period?
School field days and carnivals often run across multiple grade-level rotations spanning an entire school day. Many rental companies limit rentals to 4-6 hours. Ask about the actual rental window. At Inflatable Party Magic, our standard rental is 8 hours — long enough to cover a full day of rotations without overtime charges.
Red Flags: When to Walk Away from a Rental Company
Protecting students is non-negotiable. Watch for these warning signs when evaluating vendors for school events.
No TDI Compliance Stickers
If the equipment delivered to your school doesn't have current TDI amusement ride compliance stickers visible on each unit, the company is operating illegally. Do not allow students to use the equipment. Texas law is clear on this requirement.
Can't Produce Insurance Documentation
Any delay or excuse about providing a COI is a serious concern. Reputable companies carry insurance year-round and can produce documentation within hours. If they need days or weeks, they may not carry adequate coverage.
Lowest Price in the Market
If a quote is dramatically cheaper than competitors, ask why. State inspections cost money. Adequate insurance costs money. Proper sanitization costs money. Companies that skip these requirements can offer lower prices, but your school absorbs the legal and safety risk.
Won't Accept Purchase Orders
A rental company that only accepts cash, Venmo, or personal credit cards may not be established enough to work with institutional clients. Schools need paper trails and proper invoicing for audit compliance.
No Reviews from Schools or Organizations
A company that claims to work with schools but can't point to reviews from PTAs, school districts, or churches may not have the institutional experience your event requires. Look for reviews that specifically mention school events, setup professionalism, and documentation readiness.
Drop-Off Only with No Setup Support
Some budget companies deliver equipment and leave setup to you. Inflatables require proper anchoring (stakes on grass, sandbags on hard surfaces), blower setup, and safety inspections before use. Improper setup is one of the leading causes of inflatable accidents. Your vendor should handle all setup and provide a safety walkthrough before students arrive.
Tips for Specific DFW School Districts
While we can't cover every district's exact process, here are general tips for some of the districts we work with most frequently.
Fort Worth ISD
Large district with centralized vendor registration. Start the approval process early — allow extra time for paperwork to move through the business office. COI with district named as Additional Insured is required.
Northwest ISD
Growing district with active PTAs that frequently host field days and carnivals. Vendor registration typically handled at the campus level. Confirm requirements with your school's front office directly.
Mansfield ISD
Requires vendor approval through the district business office. Mansfield schools are among our most frequent school event clients. Purchase order process is straightforward once vendor registration is complete.
Crowley ISD
Covers Crowley, Burleson, and surrounding areas. Active school event programs. Check with your campus coordinator for specific vendor requirements — process tends to be quicker for vendors with all documentation ready upfront.
Aledo ISD
Fast-growing district in the Aledo area. Strong PTA involvement in event planning. Campus-level approval typical for PTA-funded events. District-level approval for events using school budget funds.
Cleburne ISD
Our home district in Cleburne. We've worked with Cleburne ISD schools for over two decades. Smaller district with more direct communication between PTA volunteers and administration.
District processes change — always verify current requirements directly with your school's administration or business office.
Best Rental Equipment for School Events
Once your vendor is approved, here's what works best for school field days, carnivals, and end-of-year parties based on 20+ years of school event experience.
Obstacle Courses
The most efficient choice for school events. Dual lanes run two students simultaneously and keep rotation lines moving fast. Elementary through high school ages.
Interactive Games
Inflatable interactives like Hungry Hippo, Human Foosball, Wrecking Ball, and Soccer Darts engage 4-10 students at once — perfect for team-based station rotations.
Water Slides
The most requested equipment for end-of-year parties. Inflatable water slides range from 12-foot options for younger students to 24-foot slides that thrill teens. Requires water hose access.
Rock Climbing Wall
Our 4-station mobile rock wall runs four climbers simultaneously with professional operators included. High throughput and popular with all grade levels.
Trackless Train
Perfect for younger students or as a transition activity between stations. Rides 12-24 passengers per loop. Popular at school carnivals and fall festivals.
Event Packages
Pre-built event packages bundle multiple attractions at better pricing than renting individually. Our Field Day Package is specifically designed for school events and includes the most popular school-friendly equipment.
Frequently Asked Questions: School Event Vendor Approval
How far in advance should we start the vendor approval process for a school event?
Start at least 4 months before your event date. Most rental companies require an approved purchase order before they can book your date, and the vendor approval and PO process alone can take several weeks to work through your school's administration and district business office. You'll need time for admin buy-in, budget approval, vendor paperwork submission, PO processing, and then actually booking — all before your date gets taken. This is especially critical for May field days and October fall festivals, which are peak school event season across DFW. Rental companies are typically booked out by 8 weeks before those dates, so if your paperwork isn't done by then, you may not get the date or equipment you want.
What insurance coverage should a school event rental company carry?
At minimum, Texas law requires inflatable operators to carry $1 million per occurrence coverage for Class B amusement rides, which includes bounce houses, water slides, and obstacle courses. Many school districts require the vendor's Certificate of Insurance to name the district as Additional Insured. Some districts request higher limits. Ask your school's business office for their specific insurance requirements, then verify your rental company meets or exceeds them. Inflatable Party Magic carries liability coverage above state-mandated minimums.
Can inflatable equipment be set up on blacktop, parking lots, or gym floors?
Yes. Grass is ideal, but we regularly set up at schools using parking lots, blacktop areas, and indoor gymnasiums. Hard surfaces require sandbags instead of stakes for anchoring. Indoor setups need adequate ceiling height (varies by equipment — typically 15 feet minimum for bounce houses, more for slides). We assess your space during the planning process and bring the appropriate anchoring for your surface type.
Who supervises the equipment during the event — our volunteers or the rental company?
It depends on the equipment and the company. Standard inflatables like bounce houses and obstacle courses require adult supervision, which is typically handled by parent volunteers or school staff. Mechanical attractions — such as mechanical bulls, rock climbing walls, Euro bungee trampolines, and Toxic Meltdown — require trained professional operators, which Inflatable Party Magic provides at no additional charge. We also provide posted safety rules and verbal instructions for every piece of equipment at setup so your volunteers know capacity limits, age recommendations, and proper use.
What if our school district requires the rental company to be on an approved vendor list?
Many DFW districts maintain approved vendor lists. If your district requires this, ask your rental company if they're already registered. If not, the vendor registration process typically involves submitting a company profile, insurance documentation, W-9, and sometimes additional compliance forms. Start this process early — some districts only update their vendor lists at specific intervals. Inflatable Party Magic has experience working through vendor registration with districts across the metroplex and can provide all required documentation promptly.
Can PTA-funded events use a different approval process than school-funded events?
Sometimes. PTA-funded events that are organized by the PTA (rather than the school administration) may have a streamlined approval process at some campuses, since the PTA is technically a separate organization contracting independently. However, if the event takes place on school property during or after school hours, the school's vendor and facility use policies still apply. Always check with your principal or school coordinator — even for PTA-organized events, the school may require the same vendor documentation.
Ready to Start the Vendor Approval Process?
Tell us which school and district you're working with, and we'll have your COI, TDI documentation, W-9, and any other required paperwork ready within 24 hours. We've been doing this with DFW schools since 2002.
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Delivering Safe and Trusted School Event Rentals in the DFW Metroplex
Since 2002, we've been delivering party rental fun all around the Dallas–Fort Worth area. We serve the following cities:
