CHAMBERLIN PONY RIDES

EVENT MANAGER CONFIRMATION CHECKLIST

 

PRINT YOUR INVOICE AND HIGHLIGHT EACH ITEM AS YOU REVIEW IT WITH THE CLIENT.

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CONFIRM EVENT DATE
☐ Verify the event date. 

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CONFIRM EVENT TIME
☐ Confirm the exact event time.
☐ Confirm what time setup can begin.
☐ Confirm what time activities start.
☐ Confirm what time activities end.

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CONFIRM EVENT ADDRESS
☐ Read the full address back to the client.
☐ Verify city, state, ZIP code.
☐ Ask if GPS directions will take you to the correct location.
☐ Ask if there are any special parking instructions. 

☐ Let clients know how much space you will need to park and that you will need to be within 100 feet of setup location.

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PARK EVENTS / PUBLIC PROPERTY
☐ If the event is at a park or public property, confirm the client has obtained all required permits and approvals.
☐ Confirm animals and/or pony rides are permitted at the location.
☐ Remind the client that permits are their responsibility. (if applicable) 
☐ If permits are not obtained and we cannot provide services, no refund will be issued.

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DAY-OF CONTACT
☐ Who will be present on the day of the event?
☐ Obtain their name.
☐ Obtain their cell phone number.
☐ Confirm they will answer their phone on event day.

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ATTENDANCE
☐ How many children are expected?
☐ What are the ages of the children?
☐ Is this a private party or public event?

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REVIEW PACKAGE DETAILS
☐ Read the package exactly as listed on the invoice.
☐ Confirm all activities included.
☐ Confirm all upgrades included.
☐ Confirm all free extras included.

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REVIEW ANIMALS
☐ Explain exactly how many animals will be brought.
☐ Explain the types of animals expected.
☐ Remind client that specific animals are not guaranteed.
☐ Explain that animal lineup may vary due to live animal availability.

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REVIEW RIDES
☐ Explain how many rides are included.

PONIES:
☐ Pony weight limit is 80-120 pounds.
☐ Each pony can provide approximately 15–20 rides per hour.

HORSES:
☐ Horse weight limit is 175 pounds.
☐ Each horse can provide approximately 15–20 rides per hour.

☐ Ask if attendance is higher than expected and if additional rides may be needed.

BALLOONS & FACE PAINTING (if applicable) 

☐ If balloons or face painting are included, explain how they will be handled.
☐ One artist can complete approximately 15-20 twisty balloons OR face painting designs per hour.
☐ Balloon designs are simple - such as dogs, hats, swords, flowers, and similar designs.

PRIVATE PARTIES:
☐ Balloon animals may be distributed at the end as party favors.

LARGE EVENTS:
☐ Balloon artist will make balloons throughout the event.

 

DECORATIONS / PARTY THEME
☐ Ask about party theme.
☐ Ask about colors.
☐ Ask about special decorations.
☐ Ask if they are doing a unicorn theme, western theme, birthday theme, etc.

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SETUP AREA
☐ Confirm setup surface (grass, dirt, pavement, gym, etc.).
☐ Confirm setup area is flat.
☐ Confirm adequate space is available.
☐ Confirm trailer parking location.
☐ Confirm distance from trailer parking to setup area.

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ELECTRICITY
☐ Is electricity available?
☐ Needed for bubble machine if included.

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WATER ACCESS
☐ Is a water source or hose available on-site?
☐ If temperatures are above 90°F, confirm a working hose is available within 25 feet of the animals.
☐ If pony or horse rides will be on concrete or asphalt, confirm a working hose is available within 25 feet of the ride area.

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WEATHER PLAN
☐ If rain occurs, what is the backup plan?
☐ Indoor location available?
☐ Covered pavilion available?

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FEEDING ANIMALS
☐ Explain animal feeding rules.
☐ Explain that only limited feed is provided.
☐ Explain guests may need to feed from outside the enclosure.

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FINAL PAYMENT  -  (VERY IMPORTANT)
☐ Confirm who will be providing final payment.
☐ Obtain their name.
☐ Obtain their phone number. 

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PAYMENT METHOD
☐ Cash
☐ Business or Company Check

☐ Credit Card (IF PAYING BY CARD: Please notify the Office so a 5% processing fee can be added to the invoice.)
☐ Venmo / Cash App / Zelle / Apple Pay / Etc. (if accepted)

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If paying by check:
☐ Confirm who the check should be made payable to.
☐ Confirm the check number (if available).
☐ Confirm who will have the check on the day of the event.
☐ Confirm the check will be available upon arrival before animals are unloaded.

 

If paying by card:

☐ Explain that a 5% processing fee will be added.

​INFORM CLIENT THAT FINAL PAYMENT IS DUE UPON ARRIVAL BEFORE ANY ANIMALS ARE OFFLOADED.​

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SPECIAL NOTES

☐ Ask if there is anything else we should know before arrival.
☐ Ask if client has any special requests.
☐ Ask if client has any concerns or questions.

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FINAL REVIEW

☐ Read through the invoice one final time.
☐ Confirm everything is correct.
☐ Confirm arrival expectations.
☐ Thank the client and let them know you're looking forward to the event.

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CANCELLATIONS & RESCHEDULING
☐ Remind the client that all cancellations and reschedule requests must be submitted online through our website or by contacting the Reservations Office.
☐ Event Managers cannot cancel or reschedule events on behalf of clients.
 

RECOMMENDATION:
Purchase a small portable printer and print every invoice before calling the client. Highlight each item as you review it so that nothing is missed.