Planning an event can be both exciting and overwhelming, especially when it comes to ensuring guests are entertained. One increasingly popular way to add fun and engagement is by hiring games. Whether it’s a corporate event, wedding, birthday party, or community festival, the right timing for booking and setting up your hired games can make a huge difference. Here’s how to determine the best time to hire games for your next event.
Consider the Type and Size of Your Event
The first step in determining when to hire games is to consider the scale and nature of your event. Smaller gatherings, like birthday parties or private celebrations, may only need a few weeks of lead time to secure your preferred games. However, larger events—such as corporate functions, public festivals, or weddings—require much earlier planning.
For big events, it’s best to book your games hire service at least two to three months in advance, as recommended by experts in games such as Expoplay.co.uk. This allows you to secure popular attractions like photo booths, giant Jenga, or inflatable obstacle courses before they’re fully booked—especially during peak seasons like summer or Christmas. The earlier you plan, the more choices you’ll have in terms of games and pricing packages.
Book Early During Peak Event Seasons
Timing is everything when it comes to event planning. In the UK, spring through early autumn (April to September) is the busiest time for outdoor events, weddings, and festivals. During these months, many event hire companies are fully booked weeks ahead. If your event falls within this period, consider confirming your games hire at least three to four months before the date. This is especially true for outdoor setups that depend on weather conditions. For indoor events, you may have more flexibility, but early booking still ensures availability and helps avoid last-minute stress.
Booking early not only secures your preferred entertainment options but also often provides cost benefits. Some games hire companies offer early-bird discounts or package deals for advance reservations.
Think About the Event Schedule and Flow
Another factor that helps determine when to hire and set up games is your event timeline. Ask yourself: when will guests be most available to play? For instance, during corporate events, games work well during breaks or post-meeting receptions. At weddings, interactive games like ring toss or arcade machines are great during cocktail hours or downtime between the ceremony and reception.
Planning your event schedule early gives you a better idea of when to have the games delivered and set up. Most games hire companies will coordinate setup and removal around your schedule, but having a clear timeline makes the process much smoother.
Account for Customisation and Delivery Time
If you plan to hire branded or themed games—such as custom carnival booths, branded prize wheels, or corporate-themed arcade machines—allow extra time for design and preparation. Customisation can take several weeks depending on the complexity, so booking early ensures you’ll have everything ready on time. Also, keep in mind logistics such as delivery distance and setup requirements. For example, large inflatable games or fairground rides may need special arrangements for transport or safety checks, which require coordination well in advance.