What to Ask Before You Book: A Parent’s Plain-English Mobile Creche Checklist

Booking childcare for an event can feel like a lot of trust placed in a short conversation. You want to know your child will be safe, settled and reasonably happy, without feeling as though you need a legal dictionary to ask the right things. The good news is that reputable mobile creche providers expect questions. They would rather have a clear conversation now than a muddle on the day.

Here are nine questions worth asking before you book. You do not need to fire them off like an interrogation. Pick the ones that matter most for your child and your event, and ask for plain-English answers.

1. Who will actually be looking after my child?

Ask who will be on the team, what experience they have with the age group, and how they are recruited. A good provider will explain their vetting process clearly, including DBS checks and references. It is also fair to ask whether staff are employed or self-employed, and who supervises them on the day. You are not being nosy. You are asking the same sort of question you would ask a nursery or a holiday club.

2. What insurance and risk assessments do you have?

Mobile childcare providers should carry appropriate public liability insurance and be able to talk you through their risk assessment process. Ask what they assess before the event: the room, the outdoor space, trip hazards, kitchen access, fire exits and anything specific to your venue. If the creche is part of a larger event, ask how they link in with the event’s own safety plan. You do not need to see every document, but you should feel confident that safety has been thought through rather than bolted on.

3. What staffing ratios do you use for my child’s age group?

Ratios are not one-size-fits-all. They can change with the age mix, the activities and the space. Ask what ratio the provider plans to use for your group, and how they flex it if more children book than expected. If you have a child with additional needs, ask how they staff for that without making you feel awkward about it. A provider who can explain their thinking clearly is usually a provider who has done this before.

4. How does handover work at the start and the end?

This is the bit that keeps the day calm. Ask how children are signed in, who is allowed to collect them, and what happens if someone different turns up. Ask whether they use a password, a photo list or another system. Also ask what happens if you are delayed. A good handover procedure is simple, written down and used consistently. It should not rely on a member of staff remembering your face from a busy morning.

5. How do you manage allergies, medical conditions and medication?

If your child has an allergy, asthma, epilepsy or any other medical need, ask exactly how information is recorded and shared with the team. Do they use an allergy matrix? Where is medication stored? Who is trained to administer it? What is the emergency plan if a child has a reaction? You should not feel rushed through this conversation. Clear answers here are a good sign of a provider who takes individual care seriously.

6. What happens if my child settles poorly?

Not every child bounds into a creche with a smile. Some need ten minutes, some need a quiet corner, and some simply are not in the mood. Ask what the provider does if a child is distressed, withdrawn or wants to leave early. Will they call you? Will they try a quiet activity first? Is there a settle-in plan? You are looking for a calm, practical answer, not a promise that no child ever gets upset. Children are children.

7. What will my child actually be doing?

Ask for a rough shape of the day, not a minute-by-minute timetable. For 5–11s, look for a mix of active and quiet options, creative stuff, games and a calm-down space. For younger children, ask about naps, nappies and snacks if relevant. If your child hates group games or loves craft, say so. A good provider will use that information rather than park every child at the same table.

8. How do you handle accidents, incidents and safeguarding concerns?

Ask what happens if a child has a bump, a dispute or a safeguarding concern. Who records it? Who tells the parent? What is the escalation route? You do not need to dwell on worst-case scenarios, but you do deserve to know that there is a procedure and that staff know it. A short, straightforward answer is reassuring. A vague one is worth following up.

9. What is included, what does it cost, and what is the cancellation policy?

Finally, get the practical bits in writing. Ask what the fee covers, whether there is a minimum booking, what happens if your numbers change, and how cancellation works. If the creche is part of a wedding or conference, check who is paying and who is the main contact. Ask for the key details by email so you are not relying on memory. It is not pedantic. It is how you avoid a nasty surprise later.

A quick word on gut feel

Paperwork matters, but so does the tone of the conversation. A provider who welcomes questions, explains things without jargon and is honest about what they can and cannot do is usually a safe pair of hands. You are not looking for perfection. You are looking for clarity, warmth and a team that treats parents as partners rather than an inconvenience. Ask the questions, trust your instincts and enjoy the event.