HOA and Condo Community Day Planning Guide

Here is how to run one without creating a problem for your board.

Start with the association's own requirements

1. Your association's vendor insurance requirements. Most declarations or management policies specify minimum general liability limits and require the association — and often the management company — to be named as additional insured.
2. Common-area use rules. Some communities restrict inflatables on pool decks, near irrigation, or on any area with buried utilities.
3. Your board's approval path. If the spend needs a board vote, work backward from the meeting date. That is usually what determines your real booking deadline, not the event date.

Send us your requirements document and we will match it. Our certificates of insurance go out within 24 hours, naming both the association and the management company where required, at no charge.

What a community day costs

Component pricing: bounce houses from $209, water slides from $249, obstacle courses from $359, tent packages $649 (about 40 guests) to $1,399 (100), concession machines $179 each, trained attendants $300 per 4-hour shift, generators $119–$249.

Six site details that decide your layout

• Surface. Grass takes stakes; pool decks, pavers and parking areas need ballast anchoring. Tell us which, and we bring the right anchoring.
• Irrigation and utilities. Never stake blind into common-area turf. If your landscaper has an irrigation map, that is the fastest answer.
• Overhead clearance. Trees, balconies and building overhangs limit tall attractions more often than ground space does.
• Truck access. Gate codes, guard house instructions and height restrictions on parking-garage entries. Send these with the booking.
• Power. Clubhouse outlets are usually on shared circuits. For anything past two attractions, plan on a generator.
• Noise and hours. Check your quiet-hours rule before you set a start time.

Water attractions and pool decks

Water slides are the single most popular category we rent in South Florida, and they are a natural fit for a summer community day — but not always on a pool deck. Drainage, deck surface, lifeguard coverage and your association's pool-area rules all factor in. Often the better answer is the lawn adjacent to the pool: same experience, none of the deck complications.

Staffing: the detail boards care about

Trained attendants are $300 per 4-hour shift. For a resident event with unsupervised children moving between attractions, staff is not an upsell — it is the answer to the question your board will ask about liability. Our operators are safety-trained and our rides are FDACS-inspected. Together with the certificate of insurance, that is the package your management company needs on file.

Vendor paperwork, handled

We provide W-9s, invoice against purchase orders, accept association and management-company checks, and cover attractions, tents, tables and chairs, concessions, generators and staff on a single contract. One vendor setup, one certificate, one invoice. Full details on the Schools, Cities & Organizations page.

We work regularly with associations, clubs and municipalities across the region, including the Town of Medley, the Village of Biscayne Park, Coral Oaks Tennis Club and Key Biscayne Yacht Club.

When to book

Community events cluster the same way school events do: spring community days in February and March, pool season from May through August, fall festivals in October, holiday events in December. Book four to eight weeks ahead, and earlier if your board needs to approve the spend at a monthly meeting.

Get a quote your board can approve

Send us the community name, unit count, event date, venue area and your association's insurance requirements. You will get an itemized quote, a certificate of insurance and a W-9 back — ready to attach to the board packet.

Call 305-985-0505 or email info@WeRentFun.Net.