Frequently Asked Questions

At Premier Event Buddies Ltd., we understand that every event—and every family—is unique. Below you’ll find answers to some of our most frequently asked questions about our event child-minding services, booking process, venue requirements, payments, and policies.

Booking, Payment & Important Deadlines

How do we get started?

Complete our Event Child Minding Inquiry & Intake Form with your event details, estimated number and ages of children, venue information, preferred package, and any desired add-ons or custom requests.

Premier Event Buddies Ltd. will review your information and contact you within two (2) business days to discuss your event, answer any questions, identify any additional requirements, and help develop a tailored child-minding or Stay-and-Play setup for your event and participating families.

Your customized quote will reflect the selected package, confirmed attendance and ages, applicable staffing requirements, selected options and enhancements, travel, and any applicable surcharges.

How do I reserve my event date?

Once your event details and selected package have been confirmed, a completed Service Agreement, 50% non-refundable booking deposit, and $200 refundable Security Deposit are required to secure your event date.

The $200 Security Deposit is held to cover late pick-up fees where applicable, and loss of or excessive damage to Premier Event Buddies Ltd. equipment, materials, or property beyond normal wear and tear. We understand that our equipment and materials are intended to be used and enjoyed by children, and normal wear and tear resulting from appropriate use will not result in a deduction from the Security Deposit.

For services involving formal child check-in and check-out, a 10-minute grace period is provided following the scheduled Pick-Up Time. If a child has not been picked up within the grace period, a late pick-up fee of $2.00 per minute, per child will be deducted from the Security Deposit.

If no applicable deductions are incurred, the full $200 Security Deposit will be refunded by Interac e-Transfer within five (5) business days following the event. If applicable deductions exceed the Security Deposit, the remaining balance will be invoiced to the event host.

Your event date is considered confirmed only once the completed Service Agreement and required payments have been received.

How far in advance should we book?

We recommend booking as early as possible, particularly for weddings, weekends, holidays, corporate events, and peak event seasons.

Bookings are subject to staff and equipment availability, and event dates are reserved only once the booking requirements outlined above have been completed.

When is the remaining balance due?

The remaining balance must be paid in full 30 days prior to the event date.

Any approved additions or customizations made after final payment may be invoiced separately and must be paid according to the payment deadline specified on the additional invoice.

What is your cancellation and refund policy?

Our cancellation policy is based on the amount of advance notice provided:

More than 30 days before the event: The initial 50% deposit is retained and is non-refundable.
After the 30-day final-payment deadline but more than 48 hours before the event: 30% of the package fee will be refunded.
Within 48 hours of the event: No refund will be provided.

Any applicable cancellation terms will also be outlined in your Service Agreement.

The refundable Security Deposit is handled separately from cancellation refunds in accordance with the terms of the Service Agreement and will be refunded in full in the event of a cancellation.

Are parent/guardian waivers required?

Yes. The waiver process depends on the service in which the child is participating.

For Child Minding Packages 1–4, a completed individual Parent/Guardian Waiver and Consent Form is required for each participating child and must be submitted at least 5 days prior to the event date.

For a pre-booked Dedicated Infant Child Minding Option within a Stay-and-Play Package, the individual Parent/Guardian Waiver and Consent Form must also be completed at least 5 days prior to the event date.

For general participation in our Indoor or Outdoor Stay-and-Play Zones, a brief liability waiver must be completed by the parent/guardian before the child enters the play zone. This may be completed on-site using the provided QR code or paper form. A participation wristband will be provided once the required waiver has been completed.

What happens if a required pre-event waiver is submitted late?

For Child Minding Packages 1–4 and pre-booked Dedicated Infant Child Minding, individual Parent/Guardian Waiver and Consent Forms received fewer than 5 days before the event will be reviewed individually.

Late participation is not guaranteed and may be declined based on the child’s individual requirements, the nature of the requested service, confirmed attendance and capacity, and the staffing already allocated to the event.

The 5-day submission deadline does not apply to general Stay-and-Play participation, where the applicable liability waiver is completed before entry to the play zone.

Is there an additional charge for statutory holiday bookings?

Yes. A 15% operational surcharge applies to the base package price for bookings occurring on applicable B.C. statutory holidays or associated long weekends.

Any applicable surcharge will be identified as part of your event quote.

When do optional add-ons need to be finalized?

Custom themes, activities, and finalized add-on selections must be confirmed and paid for at least 14 days prior to the event date to allow adequate time for inventory preparation and customization.

Add-ons are subject to availability and compatibility with the selected package, venue, event schedule, child age range, and confirmed attendance.

Do you charge GST?

Premier Event Buddies Ltd. currently qualifies as a small supplier for GST purposes and is not presently required to register for or charge GST.

Should our GST registration status change, applicable GST will be added as required. Your formal service quote and invoice will clearly identify any taxes applicable to your booking.

Our Event Child Minding Services

What is event child-minding?

Premier Event Buddies Ltd. provides professional, on-site child-minding designed specifically for weddings, corporate functions, celebrations, and other special events.

Depending on the package selected, children can enjoy a dedicated child-minding space with age-appropriate toys and activities or participate in one of our Parent-Supervised Stay-and-Play Zones.

Our services are designed to complement your event while allowing families to remain on-site and connected.

What packages do you offer?

Premier Event Buddies Ltd. currently offers six event child-minding and Stay-and-Play packages:

Package 1: 4-Hour Pre-Event Child Minding | Base Package: $600

Package 2: Flexible 4-Hour Child Minding | Base Package: $800

Package 3: 8-Hour Child Minding | Base Package: $1,400

Package 4: 8-Hour VIP Child Minding | Base Package: $1,850

Package 5: 8-Hour Indoor Stay-and-Play Zone | Base Package: $1,200

Package 6: 8-Hour Outdoor Stay-and-Play Zone | Base Package: $1,450

Package prices shown above are base package rates. Final pricing reflects confirmed attendance and ages, applicable staffing requirements, selected options and enhancements, travel, and any applicable surcharges.

Do you offer optional add-ons?

Yes. We offer a selection of Optional Add-Ons & Custom Enhancements, including:

Movie Projector & Screen | $75
Toddler-Sized Table & Chair Set | $40 per set
Highchair Rental | $40 each
Booster Seat Rental | $25 each
Sanitized Pack ’n Play Rental | $40 each
Deluxe Beading Activity | $40
Custom-Themed Colouring Sheets | $20
Seasonal or Holiday-Themed Craft Kit | $30
Pajama-Ready Luxury Service | $25 per child

The Pajama-Ready Luxury Service is available for children aged 2 and older participating in Child Minding Packages 1–4.

Add-ons are subject to availability and compatibility with the selected package, venue, event schedule, child age range, and confirmed attendance.

Custom themes and activities, along with finalized add-on selections, must be confirmed and paid for at least 14 days prior to the event date to allow adequate time for inventory preparation, activity planning, and customization.

Do parents and guardians need to remain at the event?

Yes. A parent or legal guardian must remain on-site at the event venue for the duration of their child’s participation in our services and must remain reachable should our Event Child Minding Specialists need to contact them.

Additional parent/guardian responsibilities vary depending on the package selected and are clearly outlined within each package description.

What ages do you accommodate?

Our standard child-minding packages are designed for children aged 2 and older.

For Child Minding Packages 1–4, children under the age of 2 may participate through our Dedicated Infant Child Minding Option. This pre-booked option provides a dedicated Event Child Minding Specialist at a 1:1 staffing level.

For our Parent-Supervised Stay-and-Play Zones in Packages 5 and 6, children under the age of 2 are welcome when directly accompanied by their parent/guardian inside the play-zone perimeter. Families who would like their infant to participate without remaining directly accompanied may pre-book the Dedicated Infant Child Minding Option, which provides dedicated 1:1 child-minding.

For children aged 2 and older, Premier Event Buddies Ltd. provides group-based event child-minding within the staffing structure established for the selected service. Dedicated 1:1 staffing, private babysitting, and specialized behavioural or medical intervention are not provided for children aged 2 and older within our event child-minding services.

How much is the Dedicated Infant Child Minding Option?

Children under the age of 2 participating in Child Minding Packages 1–4 require dedicated 1:1 child-minding.

The Dedicated Infant Child Minding Option is available for an additional $200 per infant for 4-hour Packages 1–2 and $400 per infant for 8-hour Packages 3–6.

For Packages 5 and 6, this option is required only when a family would like their infant to participate without remaining directly accompanied by a parent/guardian inside the Stay-and-Play Zone.

What is included in the Dedicated Infant Child Minding Option?

A dedicated Event Child Minding Specialist is assigned to the infant at a 1:1 staffing level for the applicable event service window.

The Specialist assists with diapering, nap routines, bottle feeding, and infant meal schedules during the event. The option also includes age-appropriate mobile play gear and sensory items.

Parents/guardians must provide the required Infant Child Minding Essentials, including a fully stocked diaper bag with diapers, wipes, and a change of clothing, along with breast milk, prepared formula, labelled bottles, and any required infant food.

To reduce the risk of food-related allergic reactions and maintain a safe child-minding environment, all food items permitted under the Dedicated Infant Child Minding Option must be nut-free.

For applicable 8-hour packages, the dedicated Specialist’s service window excludes the designated 30-minute rest-break period. The parent/guardian assumes responsibility for the infant during this period, after which dedicated 1:1 child-minding will resume.

How many children can you accommodate?

Capacity depends on the package selected, the children’s ages, venue space, and staffing requirements. Additional children and/or Event Child Minding Specialists may be added to certain packages, subject to availability and applicable package maximums.

Package 1 includes up to 4 children aged 2 and older, while Packages 2–4 include up to 8 children aged 2 and older. Additional children may be accommodated within applicable package limits and staffing requirements.

Our Stay-and-Play Zones accommodate up to 10 children at any one time under the standard package. A High-Capacity Stay-and-Play Zone Option is available for events expecting more than 10 children simultaneously, up to a strict maximum of 20 children at any one time.

The High-Capacity option requires an expanded footprint, additional activity equipment, one additional Event Child Minding Specialist at $400, and a $75 High-Capacity Operational & Equipment Rider.

What is included in your child-minding spaces?

Our child-minding spaces are thoughtfully prepared with a curated selection of age-appropriate toys, games, creative activities, and interactive experiences.

Specific equipment and activities vary by package, event setting, age range, confirmed attendance, and venue requirements.

Optional enhancements—including activity equipment, specialty crafts, custom colouring sheets, movie equipment, our Pajama-Ready Luxury Service, and other event-specific additions—may also be added to your booking.

What is the difference between child-minding and a Stay-and-Play Zone?

Our Child Minding Packages 1–4 provide a designated child-minding environment with formal check-in and check-out procedures.

Our Indoor and Outdoor Stay-and-Play Zones are Parent-Supervised activity spaces integrated into the event. Event Child Minding Specialists facilitate activities, monitor participation, and manage the play-zone environment; however, parents/guardians retain responsibility for their child’s direct supervision and behaviour and must remain physically present inside or directly adjacent to the play-zone fencing at all times while their child participates.

General Stay-and-Play participation does not involve formal child check-in or check-out.

A formal check-in/check-out process applies when a Dedicated Infant Child Minding Option has been pre-booked within a Stay-and-Play Package.

Do you provide food or meals?

Food and mealtime arrangements depend on the package selected.

Packages 1–3 maintain a strict zero-food policy in the child-minding area. Labelled, spill-proof water bottles are permitted. Infant bottles and food are permitted only under the Dedicated Infant Child Minding Option and must meet the applicable requirements.

For Packages 2 and 3, parents/guardians check children out for applicable event mealtimes. Package 3 also includes a scheduled 30-minute meal closure during which parents/guardians are responsible for their children.

Package 4: 8-Hour VIP Child Minding includes mealtime facilitation, allowing families the flexibility to have children join them for dinner at the venue reception or enjoy their meal within the child-minding space. Parents/guardians are responsible for selecting and ordering their child’s meal from the event venue and delivering the prepared meal to the child-minding room at the designated mealtime. Our Event Child Minding Specialists facilitate the children’s mealtime and manage cleanup. All food brought into the child-minding room must be nut-free.

Packages 5 and 6 maintain a strict zero-food policy in the Stay-and-Play Zone. Parents/guardians must accompany children outside the play-zone perimeter for all snacks and meals. Labelled, spill-proof water bottles are permitted. Infant bottles and food are permitted inside the zone only under the Dedicated Infant Child Minding Option and must meet the applicable requirements.

Do you assist children with bathroom breaks or diapering?

This depends on the package selected.

For Child Minding Packages 1–3, parents/guardians remain responsible for restroom assistance, diapering, and other personal needs for children aged 2 and older.

Package 4: 8-Hour VIP Child Minding includes bathroom and diapering assistance. Our Event Child Minding Specialists assist with toileting and diapering needs in accordance with parent/guardian direction and preferences. Personal-needs assistance is managed in accordance with our internal multi-staff visibility protocols.

For Packages 5 and 6, parents/guardians are responsible for all diapering, toileting, and other personal needs while their child participates in the Stay-and-Play Zone.

The Dedicated Infant Child Minding Option includes age-appropriate assistance with diapering and other infant needs.

What if my child has individual participation needs?

For children aged 2 and older, our child-minding services are designed for participation within a social group environment and the staffing structure established for the selected service.

Premier Event Buddies Ltd. does not provide dedicated 1:1 staffing, private babysitting, or specialized behavioural or medical intervention for children aged 2 and older within its event child-minding services.

Parents/guardians are asked to provide relevant information through the required documentation so that participation suitability can be reviewed before the event.

The Dedicated Infant Child Minding Option is separate from this group-based model and provides pre-booked 1:1 staffing specifically for children under age 2.

Can your packages be customized?

Absolutely. All packages can be customized to meet the needs of your event, subject to staffing availability, venue suitability, scheduling, child age range, operational requirements, and confirmed attendance.

We are also happy to consider custom activities, themes, equipment, and scheduling requests. Custom requests are evaluated individually and quoted accordingly.

Package customization does not include dedicated 1:1 staffing, private babysitting, or specialized behavioural or medical intervention for children aged 2 and older.

Venue, Travel & Event Logistics

What areas do you serve?

Premier Event Buddies Ltd. proudly serves events throughout the Lower Mainland and Fraser Valley.

As a mobile event service, we travel directly to your event venue. Applicable travel charges are based on venue location and are outlined below.

Do you visit the venue before the event?

Yes. All packages include a complimentary pre-event venue visit and consultation for venues located within 50 km of our service base.

The visit allows Premier Event Buddies Ltd. to review the proposed child-minding or Stay-and-Play location and confirm that the space is appropriate for the selected service and planned event setup.

For venues located outside the complimentary 50 km range, additional travel charges apply.

Do you charge travel fees?

Yes. Travel fees vary depending on whether the travel is for the mandatory pre-event venue visit or the event itself.

For the mandatory pre-event venue visit, venues outside the 50 km complimentary range are subject to a travel fee of $1.00 per kilometre for round-trip mileage exceeding 100 km in total, as calculated using Google Maps.

For the event itself, staff travel is billed in addition to package pricing at $1.00 per kilometre for each employee vehicle required for the event, beginning from the first kilometre of travel. Event-day mileage is calculated using Google Maps.

Applicable travel charges will be identified as part of your event quote.

What type of space does the venue need to provide?

Venue requirements depend on the package selected.

Child Minding Packages 1–4 require a separate designated room or appropriately closed-off space. When Packages 1 or 2 are provided during pre-event preparation, the child-minding space cannot be located within an active hair, makeup, or dressing area due to physical safety hazards.

Package 4: 8-Hour VIP Child Minding requires a separate designated room with a private or immediately adjacent washroom to maintain Premier Event Buddies Ltd. internal staffing requirements.

Package 5: 8-Hour Indoor Stay-and-Play Zone requires an appropriate open activity area within the main event space with sufficient room for our freestanding perimeter fencing and activity equipment. The zone must be located within reasonable proximity to functional venue washrooms.

Package 6: 8-Hour Outdoor Stay-and-Play Zone requires an appropriate outdoor activity area with a suitable level grass or paved surface, sufficient room for our freestanding perimeter fencing and activity equipment, and reasonable proximity to functional venue washrooms.

Specific venue requirements will be reviewed during the planning process and pre-event venue consultation.

Are venue parking, valet, or other access costs included in the package price?

No. The event host is responsible for any applicable venue parking fees, valet charges, or other required venue access costs incurred by Premier Event Buddies Ltd. in connection with the pre-event venue visit or event.

Any applicable charges incurred for vehicles required to transport our Event Child Minding Specialists and equipment will be added to your itemized invoice.

What happens if there is bad weather during an Outdoor Stay-and-Play event?

While our Outdoor Stay-and-Play Zone includes an all-weather canopy to provide shade and shelter from light rain, Premier Event Buddies Ltd. reserves the right to modify, suspend, or discontinue outdoor Stay-and-Play operations or require relocation to a suitable indoor backup location when weather, air quality, site conditions, or other environmental factors create unsafe or unsuitable operating conditions.

This includes, but is not limited to, excessive winds, active lightning, heavy rain or flooding, extreme heat, and elevated Air Quality Health Index (AQHI) conditions.

Securing a suitable indoor backup location is the responsibility of the event host.

No refunds or discounts will be issued for weather-related interruptions, suspensions, or venue-required relocations.

Ready to Get Started? COMPLETE OUR INQUIRY FORM

Intake Form