How to rent carnival rides for an event

Before you call an operator

Operators quote faster and more accurately when you have the basics ready. Have these written down before your first call or email.

• Event date, and whether the date is fixed or flexible
• Event location: address, venue type and whether the site is public or private
• Operating hours: when the ride should open and close, each day
• Estimated attendance across the event
• Age range of your guests, including whether young children or teens dominate
• Ride types you have in mind, or the feel you want (a landmark, a family ride, a kiddie area)
• Available setup area: rough dimensions and anything overhead such as trees, wires or a roof line
• Surface type: grass, asphalt, concrete, gravel, an indoor floor
• Truck and trailer access: gate widths, turns, slopes and where a trailer can park and unload

Not sure about something? Say so. “I don’t know yet” is a normal answer; the operator can tell you what to measure.

Ask about transportation

Large rides travel on semis or trailers, and moving them is often a meaningful part of the cost. Ask each operator how your event fits their route.

• How does the ride travel, and how many vehicles arrive on site?
• Is there a mobilization or travel charge, and how is it calculated?
• How far is your site from their base, and is there a distance beyond which they don’t travel?
• How long do setup and teardown take, and when would they arrive and leave?
• Where will the trucks and trailers stay during the event?

Ask about power

Power needs vary widely between rides. Some operators bring generators; others expect power on site. Ask rather than assume.

• Does this ride need three-phase power, or standard service?
• Does the operator provide a generator, and is it included in the price?
• Who supplies the fuel, and is fuel included?
• If using site power, what electrical service and connection does the ride require?
• How far can the ride be from the power source?

Ask about staffing

Most rides are run by the operator’s own crew, but what is included and for how long differs from one company to another.

• Are ride operators included in the price?
• How many attendants does this ride need to run?
• Is the setup crew the same as the operating crew?
• Who handles teardown, and when?
• How many operating hours are included, and what does overtime cost?
• What happens during crew breaks: does the ride stop?

Ask about insurance

Venues, cities and schools often set their own insurance requirements. Find out what your venue needs, then ask the operator what they can provide.

• Can the operator provide a certificate of insurance before the event?
• What coverage limits does the operator carry, and do they meet your venue’s requirements?
• Can your organisation or venue be named as additional insured?
• Does your city, county or venue have its own insurance requirements for amusement rides?
• Who is responsible for guest injuries, property damage and equipment damage?

We don’t state universal legal requirements here because they differ by state, venue and event. Confirm them with your venue and the operator.

Permits and inspections

Amusement ride regulation is set at state and local level, and venues add their own rules. Ask early; approvals can take weeks.

• Does your state or city require a permit or inspection for temporary amusement rides?
• Does the operator hold current state inspections or certifications for the ride, where required?
• Who applies for event permits: you, the venue or the operator?
• Does the venue require vendor paperwork, a site plan or a fire marshal review?
• Are there noise, lighting or hours restrictions on the site?

Crew accommodations

For traveling shows and multi-day events, the crew may need somewhere to stay. Some operators include this; others itemise it or ask the host to provide it.

• Does the crew need hotel rooms, or do they travel with RVs or living quarters?
• Is overnight parking for trucks, trailers and RVs available at or near the site?
• Is a per diem or meal allowance expected?
• How does the crew get between the site and their accommodation?

Not every operator needs any of this. Ask so there are no surprises on the invoice.

Weather and cancellation

Rides have operating limits, and outdoor events have weather. Settle the policy before you sign, not on the day.

• What wind speed, rain or lightning conditions stop the ride?
• What is the rain policy: does the ride wait it out, or shut for the day?
• What are the cancellation terms, and when does the deposit become non-refundable?
• Can the event be rescheduled, and at what cost?
• How much deposit is required, when is the balance due, and how is it paid?

Quote comparison checklist

Ask every operator the same questions and write the answers side by side. The cheapest headline price is rarely the cheapest quote once transport, crew, power and hours are included.