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Event Planning

How to Organize a School Event | Ultimate Guide & Checklist

“Let’s plan a school event,” they said. “It’ll be fun!” they said. And it probably was fun until you started the planning process. Don’t sweat it. We put together this guide to planning school events and carnivals to take the stress out of planning, especially if it’s your first time. In this blog, we cover everything from securing sponsors (AKA getting the money 😉) to planning and advertising your event.

Don’t check out before the end, because we may even have some awesome tools that will make planning your event a breeze. We know this is a lot of information, so use this table of contents to jump to what you need:

Quick School Event Planning Checklist

This is a simple, scannable list to get your brain moving before we dive into the details. Think of it as your high-level roadmap for planning a successful school event.

            ✅ Choose your event type and goals

            ✅ Set your budget and timeline

            ✅ Line up volunteers

            ✅ Book vendors and secure your space

            ✅ Plan activities and food

            ✅ Promote the event

            ✅ Prep for setup and cleanup

Keep reading for all the details, tips, and tools to make it happen!

Pre-Planning

Before you start choosing inflatables or booking a DJ, take a moment to figure out how much money you have to work with and how it should be spent.

In this section, we’ll walk you through two key pieces:

  • How to set a smart event budget (including what percentage to allocate where), and
  • How to bring in sponsors to help cover the cost.

Even a small boost from local businesses or school organizations can make a big difference, and a solid budget helps make every dollar count. Let’s dive in.

Getting Sponsors

Local businesses can help pay for things like a petting zoo or chairs and tables for your school event. It’s good to have different levels of donations so any business can help, big or small. For example, face painting can be a small donation, but a big bounce house might cost more. The more money a business gives, the more we will talk about them at the event and on social media.

Before asking businesses for help, get a group of parents together to share the work. This way, you can contact more businesses faster. If any of you know business owners, it could make it easier to ask them. Parents who are good at selling things or have worked with charities are perfect for this team because they’re used to talking to businesses.

find-sponsors-for-school-events

Who wants to sponsor school events?

When it comes to finding businesses to sponsor your event, you may be left scratching your head. You may be wondering, “Who can I ask to sponsor my school event?” or “Do people even want to give money to my school?” You might be surprised, but the answer is likely yes.

Check with parents or people connected to the school who own businesses. They already care about your school’s success, so they’ll be more likely to consider donating to your event. Next, look at local businesses your school’s families often visit. These businesses will be happy to support an event that helps them connect with their customers. 

Also, think about businesses related to your carnival activities. For example, a pet store might sponsor a petting zoo, or a movie theater could sponsor a popcorn stand. If you need more options, you can look outside your local area.

Gather a list of possible sponsors, and then it’s time to get to work.

finding sponsors for school events.

How to get businesses to sponsor your school event

Once you have a list of possible sponsors, think about how to thank them. You could use signs at the carnival, thank them at the event, on social media, and in newsletters. Make sure your school is okay with these ideas.

Before you contact businesses, see if they have sponsorship guidelines on their websites. If they do, follow them. If not, write a sponsorship letter explaining how their money will help the school and what they get in return, like advertising. Customize your letter for each business for better results.

 Here’s a form letter you can use, or write your own by using the following best practices:

  • Communicate how your event will utilize sponsor money and benefit the school, as well as how the business can benefit, too. Event shout-outs in various forums amount to advertising for sponsors, which is an important benefit to highlight.
  • Tailor some of your letters to each business you contact. A school parent might donate for different reasons from a local business, for example. 

After sending out your letters, don’t forget to follow up with the businesses you’ve reached out to a few more times. Making a phone call or sending an email to the business owner will garner more attention and consideration for your letter. 

The final step in getting sponsors for your event is to take action! Create your tiered sponsorship levels and a plan for recognizing sponsors — then send out your letters and follow up. You might be surprised by how much your local community wants to support your school.

learn how to budget a school event.

Budgeting

When planning your school event, it’s important to stick to a budget. This budget usually comes from what was spent on past events. Use it to guide you. If you’re starting fresh or want to change the old budget, think about a few things. Consider what families are willing to pay for wristbands or tickets, how much you can get from local businesses as sponsors, and how much money your group has saved to cover necessary costs if you don’t make enough money.

Next, figure out how much it will cost to get all the rides, games, and activities you need to make the event fun for everyone. Don’t forget to add in the cost of prizes, candy, and any cleaning fees that your school’s cleaning staff or district might charge. 

Generally, here is a breakdown of how you can expect to spend your budget:

General Setup –15%

To keep your carnival running smoothly, you’ll need basic things like tables, chairs, and tents. You might also need supplies like tickets, tokens, and wristbands.

Games & Activities – 60%

This includes the cost of the games themselves, like if you’re renting arcade games. It also covers items needed for specific games. For example, if you’re doing a cake walk and can’t get cakes donated because of school rules, you’ll need to buy them. If you want a dance floor, include the cost for that too. Renting things like a mechanical bull, rock climbing wall, or bouncy obstacle course can add unique and exciting elements to your event.

Prizes – 10%

Remember, games need prizes!

Marketing – 3%

Your team can spread the word about the carnival using the school’s morning announcements, social media, and website. Remember to tell all the parents! Making signs for the school’s drop-off area or flyers for kids to take home doesn’t cost much. Work with the school leaders to see what’s allowed and make sure you have money set aside for these things.

Sponsorship Recognition – 5%

Sponsors help pay for the carnival, but they’ll want people to know they helped. Thank them with shoutouts online and during the carnival. They often expect to see their names on banners by the activities they paid for. Banners can cost up to $55, so plan for that in your budget.

Custodial Services – 7%

School events are fun but messy. The school might charge extra for cleaning up. It’s a good idea to let the custodians who clean enjoy the carnival for free. Also, think about giving free tickets to the custodians and school staff as a thank you. Make sure to include this in your budget.

Budget Overview:

school-event-budget

Planning and Preparations

Events don’t run themselves, and even the best ideas fall flat without the right people behind them.

In this section, we’ll cover how to figure out how many volunteers you’ll need, what roles to fill (yes, someone should be in charge of trash!), and how to get both parents and students excited to help. You’ll also find tips for organizing signups and making sure everyone knows what to do on the big day.

Coordinating Volunteers

Every school event, from carnivals to parties, needs people to run it. Therefore, finding volunteers to help with your event is essential! Luckily, there are lots of people in every community willing to help out at school events. 

For a school event, here are some examples of roles you may need volunteers for:

  • Committee Chair: Leads the team, recruits and delegates tasks, communicates with school leadership and volunteers, handles paperwork and permits, and oversees budget and event setup.
  • Marketing Chair: Shares event information with the community, uses social media, designs print and digital media, and works independently before the event.
  • Candy & Prize Table Coordinator: Manages the candy and prize table, orders tokens, candy, and prizes, and sets up the table.
  • Activities Coordinator: Oversees indoor activities, manages student volunteers, and ensures activity supplies are replenished.
  • Carnival Games Coordinator: Sets up carnival games, coordinates student volunteers for the games, and prepares games in advance.
  • Rides Coordinator: Decides on rides and attractions, stays within budget, ensures safety, and coordinates volunteers for ride safety.
  • Sponsor Coordinator: Solicits donations from local businesses or families, manages monetary and in-kind sponsorships.
  • Food Truck Coordinator: Finds food vendors, confirms availability, negotiates sales-based donations, and manages vendor needs during the event.
  • Purchasing Coordinator: Handles purchases for the event, including tickets, wristbands, and supplies, and uses a tax-exempt certificate to save money.
  • Treasurer: Manages finances for the event, leads ticket sales, reimburses expenses, and helps keep the budget on track.

Learn how to find volunteers for school events.

Tips for Getting Parent Volunteers

Planning a school event takes a lot of helpers, and it used to be mostly parents doing all the work. But, parents often have little kids or more than one child to watch, making it hard for them to help out for the full event. Although parents may be willing to help, it is important to keep in mind that their time is valuable and to be considerate. So, we recommend reserving supervisory roles for parents.

So, how can you secure some parent volunteers for your school event?

  • Inform parents early: Let parents know you need help way before the event. Tell them what they need to do and how long it will take. Share the message in many ways like emails, the school’s online page, and meetings, so all parents can hear about it.
  • Make helping easy: Let parents choose short shifts to help so they can easily fit it into their day.

Student Volunteers for School Events

Student volunteers typically come from middle and high schools and offer their assistance at school events. Their involvement is a positive shift, especially given the extensive number of tasks available throughout the 5-hour event. Many belong to clubs or organizations that mandate volunteer hours for membership, such as the National Honor Society. 

School events, like carnivals, often need a lot of helpers to run smoothly. Luckily, middle and high school students can be great volunteers for these events. They bring energy and fun, and younger kids at elementary school events love having them around. 

To find volunteers, whether you’re hosting an elementary, middle, or high school event, consider the following tips:

  • Talk to Clubs: Reach out to school clubs that require their members to volunteer. Explain how helping at your event can count towards their volunteer hours.
  • Use School Announcements: Share information about volunteering opportunities through school announcements, whether over the PA system, in a school newsletter, or on the school’s social media pages.
  • Offer a Sign-Up Sheet: Put a sign-up sheet in a common area like the school library or cafeteria. Make sure it’s in a spot where lots of students can see it.
  • Explain the Perks: Let students know what’s in it for them, like getting volunteer hours, having fun with friends, and learning new skills.
  • Ask Teachers for Recommendations: Some teachers know students who are looking for volunteer opportunities or who would be a good fit for your event. Ask them to suggest students who might be interested.
  • Make It Fun: Tell students about the fun parts of volunteering at your event, like the chance to be in charge of a game or activity they like.

How Many Volunteers Do You Need?

Alright, so you know what kinds of volunteers you can get, now you may be asking yourself “How many volunteers do I need for my school event?”. 

To calculate how many volunteers you need for your school event, start with how many stations you will have. Then consider how many people you need to manage each station. Finally, multiply that by the number of shifts you plan to offer (e.g. you might have two two-hour shifts for your four-hour event).

Here is the breakdown we used for a school carnival that we planned:

  • 8 outdoor ride stations (inflatable obstacle course, bungee jump, etc.) x 2 people at each station x 2 shifts = 32 adult volunteers in 2 hour shifts
  • 5 arcade games x 2 people at each station x 2 shifts = 20 student volunteers in 2 hour shifts
  • 4 indoor activities x 2 people at each station x 2 shifts = 16 student volunteers in 2 hour shifts
  • Setup/takedown uses 8 volunteers in 2 hour shifts before and after the event = 16 volunteers (usually one or two adults per shift and the rest are student volunteers)
  • Total: 84 volunteers needed for our school event

As you can see, it takes a lot of manpower to make an event like this happen. But the payoff is worth it when the kids say it was the BEST school event ever! As you dive into planning, be sure to download our School Carnival Planning Guide to help you navigate every step smoothly!

Working with Vendors and Facilities

Now that you’ve figured out who’s helping (hello, volunteers!), it’s time to focus on what you need to pull the event off. That starts with locking down your location and making sure it has the right setup—power, access, space, and more.

This section covers how to choose the right place for your event, what to ask facilities managers ahead of time, and how to coordinate with vendors for things like food, games, and equipment rentals. We’ve also included activity ideas that are proven hits with kids (and easy on your budget).

Where to Host a School Event

When you are hosting a school event or carnival, picking the right place is essential. Consider the following when choosing your facility:

  • Space needed to run your school event successfully: Estimate the number of attendees and space needed for activities to ensure the venue can accommodate your event.
  • Accessibility: Choose a location that is easily accessible to all participants, considering parking availability and public transport options.

To save time and money, consider hosting your school event at the school! Many event coordinators choose to use the school gym, library, cafeterias, football fields, and more to host successful school events.

Important Questions to Ask Facilities Managers

Once you’ve chosen a location for your school event, it is essential to gather important information that will help your event run smoothly. This can include simple information like where the bathrooms are located, or safety information for evacuation protocols. Here is a list of questions you’ll want to know the answer to before your school event:

  • Where is the closest power source? 

Food trucks and rides need power within 50 feet. If not available, you might need generators, which cost extra. Check with the facilities manager.

  • Where can we get water?

Water slides and handwashing stations need water access within 25 or 50 feet. Ask the facilities manager about water outlets and hose lengths.

  • Can we use stakes for tents or inflatables?

Stakes might damage irrigation lines, leading to expensive repairs. Ask if stakes are okay or if you should use water barrels instead.

  • How do we get AC or heating for after-hours events?

Schools usually have a way to request HVAC for events. Ask how to make sure it’s on and warm or cool enough before the event starts.

  • What’s the safety plan?

Some events might need hired security or specific safety roles for volunteers. Discuss with a facilities manager who does what if there’s an emergency.

  • Are there any other rules I should know about?

Meeting with the facilities manager or an administrator can help you learn any special rules or tips to avoid problems on the day of the event.

Questions to ask Vendors for Games & Activities

Once you’ve secured items for your school event, it is important to work with your vendor to make sure that you know how to use the equipment and that you are following all safety protocols. Here are some great questions to ask vendors

Food & Beverage (Concessions)

  • Do you have the required licenses and permits for our county? Ensuring the vendor has the proper license and permits is crucial for legal compliance and the safety of attendees.
  • What are your food handling and safety practices? This question ensures that the vendor follows health authority guidelines for food safety, reducing the risk of foodborne illnesses.

Audio/Visual (A/V) for a School Event

  • Can you assess our event space to determine our A/V needs? A pre-event assessment ensures you have the necessary equipment for sound and visuals, contributing to the event’s success.
  • How many electrical outlets will you need access to? Knowing the number of outlets needed for rented equipment helps in planning the layout and ensures all A/V equipment can be powered effectively.

Inflatables/Rides

  • Will we need to rent generators for the rides, and how much will it cost? This addresses the need for power sources for rides and inflatables, helping in budgeting for additional costs like generator rentals.
  • How do we secure inflatables and rides safely? Safety is very important at school events. This question ensures that all rides and inflatables are secured properly, preventing accidents.

Tents

  • Can tents be staked into the ground, or do we need water barrels? This determines the best method to secure tents without damaging underground utilities, ensuring safety and avoiding repair costs.
  • Do larger tents require permits, and how do we obtain them? Understanding permit requirements for large tents helps in planning and ensures the event complies with local regulations.

Fun Attractions & Activities for School Events

When planning, it’s important to carefully plan your event with popular attractions and activities for school carnivals. Luckily, we’ve researched so you don’t have to! Here are the most popular attractions and activities for school carnivals of all ages in 2024:

Activities for School Events and Carnivals

  • Slides: Slides are always a hit because they’re thrilling and fun for all ages. They’re a simple way to add excitement and are easy to use repeatedly. We recommend dual slides so that kids can race!
  • Dunk Tanks: Who wouldn’t love to dunk their teacher or the principal? Dunk tanks are great for carnivals because they offer a fun way to cool off volunteers, and they are a great laugh for the children! (…just make sure no volunteers are assigned to the station for more than about 20 minutes at a time. It gets old going into and getting out of the water!)
  • Obstacle Courses: Obstacle courses are exciting challenges that promote physical activity and teamwork. Most of the time they’re adjustable so that you can change them for different age groups. Like the slides, we recommend a dual version so that kids can race!
  • Face Painting: Face painting is always a hit at school events for young and old children alike. It’s a creative activity that adds color and joy to any event.

Games for School Events and Carnivals

  • Ring Toss: This game is a carnival classic because it’s simple, addictive, and suitable for all ages. It’s easy to set up and can be themed to fit the event.
  • Milk Bottle Toss: Knocking down milk bottles with a ball is satisfying and offers a good challenge for all ages.
  • Horse Shoe Toss: This game is a blend of skill and luck, appealing to both kids and adults. It’s straightforward, requires minimal setup, and can be played in small spaces.

Concessions for School Carnivals

  • Popcorn: Popcorn is a perfect carnival snack because it’s easy to make in large quantities, plus it smells great! Popcorn is also very easy and affordable to buy in bulk.
  • Cotton Candy: Cotton candy is a favorite because it’s unique and fun to watch being made. If you plan to serve cotton candy, consider renting a cotton candy machine! If you don’t want to make it at the event, you could still buy it pre-made in bulk.
  • Deep fried Oreos: Who doesn’t love fried oreos? These are amazing because they’re easy and cheap to make. All you need is oreos and a few basic ingredients! If your event is themed, consider using food coloring to turn this treat into fun colors!
  • Nachos: Nachos are a great choice because they’re customizable, easy to eat while walking around, and can be made quickly for large crowds. Plus, the chips, trays, and cheese can easily be bought in bulk and prepared in crock pots! 

Marketing and Promotion

Once you’re past the bulk of the planning, you might be wondering how to market a school event. For your carnival to be a big success, you have to take a multi-faceted approach to getting the word out.  The three main communication channels are:

  1. Print
  2. Digital
  3. Live

There is a basic marketing principle that you have to “touch” your target customer a minimum of 7 times before someone will remember and act. Displaying banners & posters all over the school, community, and on social media is a great way to get those touches.  

Marketing-your-school-event

Marketing Your School Event

You’ve worked so hard to plan a great school carnival. Now, you need to be sure that the school knows about it, buys tickets and shows up! So, here are our top 5 ideas for spreading the word about your school carnival.

Live Assembly Announcements/Skits

One of the best ways to get students excited about an upcoming school event, like the Fall Festival or Spring Carnival, is to promote with a live announcement during the weekly assembly. Make this entertaining by using students and the school mascot, so that you can ensure the students enjoy and share the story with their parents.

Social Media Posts

Most schools, booster clubs & PTOs have social media channels they use frequently. Request at least a weekly post for the month or two prior to the school event. 

Also, most schools have parents who are part of a Facebook group for the local school or neighborhood. Ask the moderators/admins of that group if it would be okay to make occasional posts. Make sure you have captivating photos as that is mostly what grabs people’s attention as they are scrolling through.

Here’s an example:

sample-halloween-party-post

Flyers

Flyers are a great way to catch peoples’ attention about your school event while they’re out and about in public. Design an eye-catching, colorful flyer, and then get to work hanging up the flyers around your school. 

Put them up in the office where parents are likely to see them and give some to teachers as well to hang up in their classrooms. If you want the community outside of your school to attend, consider giving flyers to your local grocery store, libraries, and restaurants to hang on bulletin boards and distribute to consumers. 

Here’s an example of a colorful, eye-catching flyer for a fall festival:

sample-fall-festival-flyer

Emails

Most schools send out a weekly or monthly email to parents. Make sure the announcement about the carnival gets in those emails 2 months before the event and stays there until the day of the event. Most parents don’t read all of the emails; so, you have to make sure it is in all of the out-going communications so you can catch them when they do read it. You can also ask Homeroom Parents and Teachers to include details in their email communications.

To quickly and easily make beautiful social posts and flyers for your events, use Canva! There are tons of free templates for themed events.

General Best Practices & Resources

Summarized Tips & Tricks (TLDR 😜)

Okay, we get it. This is a LOT of information to take in at once. So, just as a quick summary, let’s go over the major things you need to do to plan a successful school event or carnival:

    1. Find sponsors by contacting local businesses. They may be owned by parents or frequented by families that attend your school. Make sure that there’s something in it for them – like advertising. You’ll be surprised by how many businesses will want to support your school!
    2. Make a budget. After you’ve secured funding for your school event, use the information you’ve gained to create a budget. Generally, your budget can be broken down like this: 60% for Games & Activities, 15% for General Setup (Chairs, Tables, Tents, etc), 10% for Candy & Prizes, 3% for Marketing, 5% for Sponsorship Recognition (banners), 7% for Clean Up.
    3. Find Volunteers. Recruit parents and students to help with running your events. Generally, you should reserve supervisory roles for parents and the majority of physical work for students. Allow flexible, short shifts so that busy parents are more likely to volunteer.
    4. Find & Schedule Rentals for Games & Activities. If you plan to rent any inventory for your event, schedule it in advance. You can use sites like Reventals to quickly and easily find vendors for your event. Inquire about safety instructions and general usage of any items you rent.
    5. Advertise your school event locally and on social media. Put flyers up in the hallways and offices, and distribute some to teachers who can hand them out to students. You can also contact local businesses, libraries, and parks who may let you post your flyers on their bulletin boards. Additionally, see if you can post advertisements for your school event on local Facebook community groups.

Tools & Resources

Planning

Marketing

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TapGoods and Reventals Privacy Policy 

Effective date: 08/27/2026. The following take effect 09/27/2026, thirty days later: Section 5 (Artificial Intelligence and Automated Processing), Section 7 (Service Providers), the reference to artificial intelligence providers in Section 6, and the paragraphs on opt-out preference signals and the “Do Not Sell or Share” link in Section 8. Everything else takes effect on the date above. Previous versions of this policy are available on request — email privacy@tapgoods.com. 

1. Who We Are and What This Policy Covers 

TapGoods Inc., a Delaware corporation (“TapGoods,” “we,” “us,” or “our”), operates two related businesses: 

  • TapGoods PRO — rental-management software used by rental businesses to run their operations, including quotes, orders, inventory, payments, and customer-facing storefronts. 
  • Reventals — an event-rental marketplace where individuals and businesses find and book rentals from rental vendors. 

This policy covers both, together with our websites and mobile apps (the “Services”). We have written it as one document because the two businesses share systems, and one policy is easier to keep accurate than two. 

Storefronts and other sites we host for our customers 

Rental businesses use TapGoods PRO to run online storefronts, some of which we host on our own infrastructure. This policy covers our handling of information on those storefronts — the cookies we set to make them work, and the information we process to operate them. It does not cover what the rental business does. Each rental business decides what to sell, what to collect from its customers, what content and tracking to add to its own storefront, and how to handle its customers’ information. If you rented something and have a question about your information, contact the business you rented from. 

The words we use 

“Subscriber” means a rental business that uses TapGoods PRO. “Vendor” means a rental business listed on Reventals. “Renter” means a person or business that books rentals through Reventals. “Customer Data” means information about a Subscriber’s or Vendor’s own customers that flows through the Services. 

“Personal information” means information that identifies you or that can reasonably be linked to you, including identifiers such as cookie and device IDs where the law treats them as personal information. “De-identified information” means information that cannot reasonably be linked back to you and that we keep in that form without trying to re-identify it. 

2. Information We Collect 

We collect information in three ways: you give it to us, it comes from your use of the Services, and it comes from other sources. 

Information you give us 

  • Account information — your name, business name, email, phone number, mailing address, and login credentials. 
  • Billing information — billing address, tax identification number, and the payment details you enter at checkout. We never receive your payment card number; card details go directly to our payment processors. If you pay by bank transfer, we receive your bank account details and pass them to our payment processor to complete the transaction, but we do not store them. 
  • Booking and transaction information — what you rented or listed, delivery details, dates, and amounts. 
  • Anything else you send us — support requests, testimonials, survey responses, and messages. 

Information from your use of the Services 

  • Device and connection information — IP address, device type and identifiers, operating system, and browser. 
  • Usage information — pages viewed, features used, searches run, links clicked, and timestamps. 
  • Approximate location. On Reventals we look up the general area associated with your IP address when you arrive, so we can show you inventory available near you. We show you the location we have selected and you can change it at any time. We do not collect precise location such as GPS coordinates. 
  • Information from cookies and similar technologies, described in Section 8. 

Information from other sources 

  • Our Subscribers and Vendors, who submit Customer Data to run their businesses. 
  • Payment processors and fraud-prevention providers. 
  • Marketing and data partners, and publicly available sources. 
  • Third-party accounts you choose to connect, such as a calendar. 

Payments 

Payment processing is handled by third parties, currently Fiserv through Launchpay (an Infinicept company) and, for some accounts, Stripe. They receive the payment information needed to process your transaction and handle it under their own privacy policies. We can tell you which processor applies to your account on request. 

3. What We Collect, By Category 

California and several other states ask us to describe the information we collect using defined categories. This table covers the same ground as the section above, organized the way those laws require. 

Category 

What we collect 

Where it comes from 

Why we use it 

Shared for advertising? 

How long we keep it 

Identifiers 

Name, email, phone number, postal address, account ID, login credentials, IP address, cookie and device identifiers 

You; your use of the Services; our Subscribers and Vendors; marketing and data partners 

To provide and support the Services, communicate with you, prevent fraud, market our Services, and improve the Services 

Yes — online identifiers on our marketing websites, and email and contact details we upload to advertising platforms 

While your account is active, and afterward while needed for legal, tax, accounting and security purposes 

Commercial and transaction information 

What you rented or listed, order and quote history, delivery details, dates, amounts, billing address, tax identification number 

You; our Subscribers and Vendors; payment processors 

To fulfill bookings, take payment, provide support, and produce your reports 

No 

While your account is active, and afterward while needed for accounting and tax purposes 

Internet and device activity 

Pages viewed, searches run, features used, links clicked, timestamps, browser and device type 

Your use of the Services; cookies and similar technologies 

To operate and secure the Services, measure performance, and improve them 

Yes — on our marketing websites 

While needed to operate, secure and improve the Services 

Approximate location 

General area derived from your IP address. We do not collect precise or GPS location. 

Your use of the Services 

To show inventory available near you on Reventals 

Yes — approximate location only, on our marketing websites 

While needed to show you nearby inventory, and within our usage records 

Professional and business information 

Business name, business address, role, tax identification number 

You, as a Subscriber or Vendor 

To provide the Services to your business, bill you, and support you 

No 

While your account is active, and afterward while needed for accounting and tax purposes 

Inferences 

Assessments we or our tools draw about likely interest in our products, and insights generated about your own business activity 

Derived from the information above 

To decide who to contact about our Services, and to produce reports and insights for you 

No 

While relevant to the purpose, and no longer than the information it is drawn from 

Sensitive personal information 

Account login credentials, and bank account details where you pay by transfer. We never receive payment card numbers or security codes. Bank details are passed to our payment processor and not stored by us. 

You 

Only to secure your account, take payment, and provide the Services 

No — never 

Login credentials while your account is active. Bank details are not retained after the transaction is processed 

 

Where the table gives a retention entry, it describes the criteria we use rather than a fixed period, because how long we need information depends on the account, the transaction, and what the law requires. 

We do not sell your personal information for money. We do share online identifiers, internet activity, and approximate location with advertising partners for cross-context behavioral advertising on our marketing websites, which counts as “sharing” under California law and “targeted advertising” under other state laws. You can opt out — see Section 8. We never share sensitive personal information for advertising, and we do not use or disclose sensitive personal information for purposes beyond those the law permits. 

4. How We Use Information 

We use information to: 

  • Provide, operate, and support the Services, including processing bookings and payments. 
  • Communicate with you about your account, transactions, and support requests. 
  • Keep the Services secure — detecting and preventing fraud, abuse, and security incidents. 
  • Improve and develop the Services, including analyzing how they are used and building new features. 
  • Market our Services to businesses and, on Reventals, show renters relevant rentals and offers. 
  • Comply with law, enforce our agreements, and protect our rights and the rights of others. 

We describe these at the level of purposes rather than listing individual features, so this section stays accurate as the Services change. 

Text messages 

If you give us your mobile number and agree to receive texts, we may send you messages about your account, bookings, and deliveries, and marketing messages where you have separately agreed to those. Message frequency varies. Reply STOP to any message to stop receiving texts, or HELP for help. Message and data rates may apply. We do not share mobile numbers with third parties for their own marketing. 

Rental businesses can also use the Services to text their own customers. When they do, they decide what to send and are responsible for having the consent the law requires. We send those messages on their behalf. 

5. Artificial Intelligence and Automated Processing 

We use artificial intelligence and machine learning (“AI”) to help operate and improve the Services. This section describes what we do with AI and, just as importantly, what we do not do. 

What we use AI for 

We may use AI to generate or improve content such as inventory descriptions and customer communications, to provide reporting and insight features including ones that let you ask questions about your own business data, to help handle support requests, to detect fraud and abuse, to analyze how the Services are used, and to build new features. 

What information AI features can reach 

When you use an AI feature, it can query the business records in your own account at the time you use it, rather than working from a fixed extract. Depending on the feature, this can include your customers’ contact information. It does not include payment card details. Access is limited to your own account’s records. 

Where we produce automated reports for you, our software calculates the figures and AI writes the commentary around them. 

What we do not do 

  • We do not let AI providers train their general models on your information. We use AI providers as service providers, under contracts that limit them to providing services to us. We do not permit them to use information from the Services to train their general-purpose or publicly available models. 
  • We do not sell your information to AI providers. 
  • We do not make significant decisions about you by machine alone. We do not use AI to make decisions that have legal or similarly significant effects on you without a person involved. If automated processing plays a meaningful part in such a decision, you may contact us to ask about it, ask for human review, or object. 
  • We do not train models on your personal information. Where we train, tune, or evaluate models ourselves, we use de-identified or aggregated information, or we act on a Subscriber’s or Vendor’s instruction. 

Payment verification is not a decision of this kind. Checking that the billing address and security code you enter match your card records is verification, not an assessment of you. If a payment is declined you can correct the information and try again, or use a different payment method. Your card issuer and the card networks also make their own decisions about whether to approve a transaction, and those decisions are theirs rather than ours. 

AI output can be wrong 

Content generated by AI may be inaccurate or incomplete. That includes reports and summaries we send you automatically, which are generated without a person reviewing each one. Do not rely on AI-generated figures or commentary for financial, tax, or other significant decisions without checking them against your own records. If you are a Subscriber or Vendor using an AI feature to create content for your own customers, review it before sending. 

Features a Subscriber or Vendor turns on 

Where a Subscriber or Vendor enables an AI feature that processes information about its own customers, it directs that processing and we act on its behalf. If you are a customer of one of them, contact them with questions about how they use AI. 

6. How We Share Information 

We share information in the following situations, and not otherwise: 

  • Service providers. Companies that perform functions for us — hosting, payment processing, analytics, communications, customer support, security, and artificial intelligence and machine learning services. They receive only what they need and are contractually limited to using it to provide services to us. 
  • Subscribers and Vendors. If you book a rental, we share what the business needs to fulfill it. 
  • Advertising and analytics partners. As described in Section 8. 
  • Professional advisers and authorities. When we are required by law, responding to legal process, enforcing our agreements, or protecting the rights, safety, or property of TapGoods or others. 
  • In a business transaction. If we are involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of it. We will notify you of any change in who controls your personal information. 

We upload contact details such as email addresses to advertising platforms so they can show you our ads and measure how they perform. Those platforms act on our instructions and are not permitted to use your contact details for their own purposes. We do not sell your contact details, and we do not share them with third parties for those third parties’ own marketing. 

If you are a Vendor, the business information and inventory you list are displayed publicly on the Reventals marketplace so renters can find and book them. 

Aggregated and de-identified information 

We create aggregated and de-identified information from data in the Services — for example market statistics such as the average rental price for a type of item in a region. This information does not identify you, your business, or your customers, and we do not attempt to re-identify it. We may use and share it for any lawful purpose, including publishing industry benchmarks and improving the Services. 

7. Service Providers 

We can provide a current list of the service providers that process personal information for us, including our AI providers, on request. Email us at privacy@tapgoods.com. 

8. Cookies, Analytics, and Advertising 

We and our partners use cookies and similar technologies — small files and identifiers stored on your device — to keep the Services working, remember your preferences, measure how the Services are used, and show you relevant advertising. 

What they are used for 

  • Essential. Required to run the Services, including signing you in, keeping your cart, and keeping your session secure. These cannot be turned off. 
  • Preferences. Remembering choices such as your location and saved settings. 
  • Analytics. Understanding how the Services are used so we can improve them. We use analytics providers, currently including Google Analytics. 
  • Advertising. Showing you our ads on other sites and apps, and measuring whether they work. This involves sharing identifiers with advertising partners, and uploading contact details such as email addresses to advertising platforms so they can match you to an audience. We do this for our own websites and marketing. We do not use advertising cookies on the storefronts we host for rental businesses, or inside the TapGoods PRO application. 

Your choices 

Most browsers let you block or delete cookies in their settings, and most mobile operating systems let you reset or limit the advertising identifier on your device. Blocking essential cookies will stop parts of the Services from working. 

We honor opt-out preference signals, including Global Privacy Control, sent by your browser or a browser extension. We treat such a signal as a request to opt out of the sharing of personal information for advertising on that browser or device. Because the signal is tied to a browser or device, you will need to enable it on each one you use. 

You can also opt out of the sale or sharing of your personal information using the “Do Not Sell or Share My Personal Information” link in our website footer. 

Browser settings and opt-out signals only affect sharing tied to that browser or device. They do not stop us from uploading your contact details to advertising platforms. To opt out of that as well, email privacy@tapgoods.com and we will remove you from our advertising audiences. 

9. Your Privacy Rights in the United States 

Depending on where you live, you may have some or all of the rights below. They are subject to verification and to the exceptions in the applicable law. 

  • Know and access the personal information we hold about you, and how we use and share it. 
  • Correct inaccurate personal information. 
  • Delete personal information we collected from you. We will delete what we can, but the law lets us keep some information — for example transaction, order, and payment records we need for accounting, tax, and legal purposes. If we keep something, we will tell you what and why. 
  • Receive a copy of your personal information in a portable format. 
  • Opt out of the sharing of personal information for targeted advertising. 
  • Limit our use of sensitive personal information to what the law permits. 
  • Opt out of profiling used to make decisions with legal or similarly significant effects. As described in Section 5, we do not make such decisions without a person involved. 
  • Be free from discrimination for exercising these rights. 

How to exercise them. Email privacy@tapgoods.com. We will confirm we received your request and respond within 45 days, and we will tell you if we need up to 45 more days. We have to verify your identity before responding, so we may ask for information that lets us match you to our records. An authorized agent may act for you if you give them written permission we can verify. 

If we say no. You may appeal by emailing privacy@tapgoods.com with “Privacy Appeal” in the subject line. We will respond within the time the law allows, and if we deny the appeal we will tell you how to contact your state attorney general. 

If you rented from one of our Subscribers or Vendors. That business is responsible for information it controls. Contact them directly. If you contact us, we will pass your request to them. 

10. Your Privacy Rights in Canada 

If you are in Canada, Canadian privacy law applies to our handling of your personal information, including the federal Personal Information Protection and Electronic Documents Act and the provincial personal information protection acts in Alberta and British Columbia. 

You may ask us to give you access to the personal information we hold about you, correct it if it is wrong, and withdraw your consent to uses that are not necessary to provide the Services. Email privacy@tapgoods.com. 

Our Privacy Officer. We have designated a Privacy Officer accountable for our handling of personal information. Contact the Privacy Officer at privacy@tapgoods.com, or by mail at TapGoods Inc., Attn: Privacy Officer, 5473 Blair Rd, Ste 100, PMB 61879, Dallas, TX 75231-4227. You may also complain to the Office of the Privacy Commissioner of Canada. 

Where your information goes. We are based in the United States and your personal information is stored and processed there. It is therefore subject to United States law, including lawful access by United States authorities. We use contractual and technical protections when we transfer personal information to our service providers. 

Marketing email and texts. We send commercial email and text messages to Canadian recipients only with the consent Canadian law requires, and every marketing message includes a way to opt out. 

11. How Long We Keep Information 

We keep personal information for as long as we need it to provide the Services and for the purposes described in this policy, and after that for as long as we need it to meet legal, tax, accounting, and security requirements or to resolve disputes. 

In deciding how long, we consider how sensitive the information is, how much harm could result from unauthorized use or disclosure, why we are processing it, whether we can achieve that another way, and what the law requires. The table in Section 3 sets out how long we keep each category. If you are a Subscriber, what happens to your data after your subscription ends is governed by our Terms & Conditions. 

12. Security 

We use administrative, technical, and physical safeguards designed to protect personal information against loss and unauthorized access, use, or disclosure. We never receive your payment card number, and where we receive bank account details to process a transfer we pass them to our payment processor and do not store them. No system is completely secure, and we cannot guarantee absolute security. If you believe your account has been compromised, contact us at privacy@tapgoods.com. 

13. Children 

The Services are for adults and are not directed to children. We do not knowingly collect personal information from children under 13, and we will delete it if we learn we have. We do not knowingly sell or share the personal information of anyone under 16. If you believe a child has given us personal information, contact us at privacy@tapgoods.com. 

14. Connected Accounts and Integrations 

Some features let you connect a third-party account. If you do, that service may share information with us, and we will use it only to provide the feature you enabled. You can disconnect at any time in your account settings or through the third-party service. 

Google Calendar. If you connect Google Calendar, you authorize us to read and write the calendar entries needed to keep your TapGoods PRO schedule and your calendar in sync, using only the permissions you approve when you connect the account, and to receive your basic profile information from Google. You can revoke access at any time in your Google account settings. Our use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements, and we do not use Google user data to develop or improve general artificial intelligence or machine learning models. 

Our Services also link to sites and services we do not control, and some features are provided by third parties. We are not responsible for their privacy practices. Their terms and policies apply to what you do there. 

Permissions our apps ask for 

Our mobile apps may ask permission to use features of your device — for example the camera, to scan or photograph inventory, and notifications, to alert you about orders and deliveries. You can grant or withdraw these permissions at any time in your device settings. 

15. Testimonials 

If you send us a testimonial, anything you include in it may be displayed publicly on our websites and marketing materials. Ask us at privacy@tapgoods.com if you want yours removed. Where we work with a third-party service to collect testimonials, we will not publish personal information without the individual’s consent. 

Rental businesses can also display testimonials on their own storefronts. That content is theirs — they enter it and control it. If you want a testimonial about you removed from a rental business’s storefront, contact that business, or contact us and we will pass your request along. 

16. Changes to This Policy 

We may update this policy. When we do, we will change the date at the top and post the updated version. If we make a material change, we will tell you by posting a notice in the Services or by emailing the address associated with your account. 

If a material change expands the purposes for which we use personal information we already hold, we will give at least 30 days’ notice before it takes effect, and we will not apply the new purpose to that information before then. We keep prior versions of this policy and will send you one on request, so you can see what it said when your information was collected. Email privacy@tapgoods.com. 

17. Contact Us 

Questions about this policy or about your personal information: 

Email: privacy@tapgoods.com 

Mail: TapGoods Inc., Attn: Privacy, 5473 Blair Rd, Ste 100, PMB 61879, Dallas, TX 75231-4227 

Your Privacy Rights

Introduction

Vendeze, Inc (“Vendeze” or “we” or “us”) has created this Privacy Policy in order to disclose its use of consumer data collected about you. This Privacy Policy is effective as of April 1, 2015. Any questions regarding this policy should be directed by email to candace@loanables.com. You may also contact Vendeze at 4705 Eagle Feather Dr., Austin, TX 78735. The following discloses Vendeze’ information gathering and dissemination practices for its social networking applications and website.

Information Collected and Received

Vendeze may collect or receive information about each person who registers with the Vendeze website and/or applications including, but not limited to, user name, password, first and last name, email address, street address, gender, occupation, and interests. Vendeze also collects information on the pages you access and other information you may volunteer, such as survey information. Vendeze may also collect user location information, as further described in the “Global Positioning System” paragraph below.

Uses of Information

WE WILL NEVER SELL YOUR EMAIL ADDRESS, OR ANY OTHER PERSONAL INFORMATION, TO ANY THIRD PARTY WITHOUT YOUR PERMISSION. EVER.

Except as described in this section, we will not disclose your personal information to any third party without notifying you of our intent to share the information and giving you an opportunity to prevent your information from being shared.

From time to time, we may partner with companies based on the interests of our users. These partner companies will never see your email address or any other information that could identify you or be used to contact you directly.

Any exceptions to this policy of sharing your name, address or email address with a partner company will be done only with your permission.

Vendeze reserves the right to disclose information when required by law.

We occasionally use other companies to perform services necessary to our operations. In the course of providing these services, those companies may have access to your personal information. By contractual agreement, those companies must treat your information in accordance with this Privacy Policy. However, we will not be liable for any damages that may result from the misuse of your personal information by these companies.

Vendeze may use your IP address to help diagnose problems with Vendeze’ server and to administer Vendeze’ web site. Your IP address may also be used to help identify you and your online profile and to gather broad demographic information.

The Vendeze site registration form requires users to give Vendeze contact information (such as your name and email address) and demographic information (such as your zip code, age, or income level). Vendeze uses your contact information from the registration form to send you information about Vendeze and promotional material from some of Vendeze’ partners. Your contact information may also be used to contact you when necessary. Vendeze may use demographic and/or profile data to tailor the your experience on the Vendeze website and/or applications, show you content that Vendeze thinks you may be interested in, and display content according to your preferences. The demographic and profile data will be shared with third parties ONLY on an aggregate basis. Furthermore, Vendeze shall have the right to retain records of all data pertaining to use of the website and applications including, but not limited to, usage, activity logs, and click-throughs. Vendeze may disclose such data to third parties provided it is grouped with other Vendeze users’ data and is presented in an aggregate form.

We may also disclose, on an anonymous basis, statements made by our users.

Children’s Privacy

We do not knowingly collect any information from anyone who we know to be under the age of 13. If you are under the age of 18, you should use this website only with the involvement of a parent or guardian and should not submit any personal information to us. If we discover that a person under the age of 13 has provided us with any personal information, we will use commercially reasonable efforts to delete such person’s personal information from all Vendeze systems.

Global Positioning System

Global Positioning System (GPS) tracking technology may need to be enabled in Vendeze products and services in order to determine the location (latitude and longitude) of users of the Vendeze products and services. This information is transmitted to Vendeze, Vendeze’ users, and temporarily stored by Vendeze. Vendeze does not provide this information to any other third party. This information is used in conjunction with Vendeze’ applications.

Security

Vendeze uses industry-standard technologies when transferring and receiving consumer data exchanged between Vendeze and other companies to help ensure its security. This site has security measures in place to protect the loss, misuse and alteration of the information under Vendeze’ control. Vendeze’ servers are backed up regularly and protected by security systems.

Cookies

“Cookies” are small pieces of information that are stored by your browser on your computer’s hard drive. The Vendeze site uses cookies to keep track of your session, shopping cart, and advertising delivery. Vendeze may also use cookies to deliver content specific to your interests and to save your password. Vendeze may use an outside ad company to display ads on the Vendeze site. These ads may also contain cookies. While Vendeze uses cookies in other parts of its web site, cookies received with banner ads are collected by Vendeze’ ad company and Vendeze does not have access to this information.

We may use standard Internet technology, such as web beacons and other similar technologies, to track your use on our sites and software. We also may include web beacons in promotional e-mail messages or newsletters to determine whether messages have been opened and acted upon. The information we obtain in this manner enables us to customize the services we offer our users to deliver targeted advertisements and to measure the overall effectiveness of our online advertising, content, programming or other activities.

We may allow third parties, including our authorized service providers, advertising companies, and ad networks, to display advertisements on our site and/or software. Vendeze and these companies may use tracking technologies, such as cookies, to collect information about users who view or interact with these advertisements and connect to the Vendeze properties and/or software. Our properties do not provide any personal information to these third parties. This information allows Vendeze and these companies to deliver targeted advertisements and gauge their effectiveness.

Do Not Track Requests.

Your web browser may have a setting that allows you to automatically send a “Do Not Track” message to the websites you visit. Vendeze does not currently have technology to respond to such requests.

Links

Vendeze may create links to other web sites. Vendeze will make a reasonable effort to link only to sites that meet similar standards for maintaining each individual’s right to privacy. However, many other sites that are not associated or authorized by Vendeze may have links leading to our site. Vendeze cannot control these links and Vendeze is not responsible for any content appearing on these sites.

Amendments

Vendeze may amend this policy at any time. If Vendeze is going to use personally identifiable information collected through the Vendeze site in a manner materially different from that stated at the time of collection, Vendeze will notify users via email and/or by posting a notice on the Vendeze site for thirty (30) days prior to such use. This Privacy Policy may not be otherwise amended except in a writing that specifically refers to this Privacy Policy and is physically signed by both parties.

Successors and Assigns

This Privacy Policy inures to the benefit of successors and assigns of Vendeze.

Contacts

If you have any questions about this Privacy Policy, the practices of this site, or your dealings with this web site, you can contact info@vendeze.com. Upon request, Vendeze will provide you with access to information (e.g., name, address, phone number) that Vendeze collects and maintains about you. This site gives you the following options for changing and modifying information previously provided: (i) email: info@vendeze.com; or (ii) visit vendeze.com.

Opt-Out

The Vendeze site provides users the opportunity to opt-out of receiving communications from Vendeze. To opt-out of receiving our communications, you can (i) send email to info@vendeze.com; or (ii) send postal mail to: Vendeze, INC, 4705 Eagle Feather Dr., Austin, TX 78735.