Leaving your kids with a stranger while you celebrate at a wedding or attend a conference is nerve-wracking. Hotels increasingly offer childcare services, but quality and safety vary wildly—and vetting them properly before arrival beats discovering problems on your wedding day. Here's exactly what to check.
Request Detailed Credentials and Background
Before booking, ask the hotel's concierge for the specific childcare provider's full name, credentials, and certifications. Most reputable hotel childcare services employ staff with CPR/First Aid certification and background clearance. Don't settle for "our staff is trained"—ask for copies of certifications or verification through the provider's agency.
If the hotel partners with an external childcare company, research that company separately. Check their website, licensing status (varies by state), and whether they're insured. A typical event or hotel childcare provider carries liability insurance starting around $1–2 million; this protects you if something goes wrong.
Check References and Reviews
Ask for references from families who've used the same childcare provider at that hotel, not just generic company testimonials. Request at least two recent references and actually call them. Ask:
- How long was your child in their care?
- Did they follow your specific instructions (allergies, bedtime routines, screen time)?
- How did your child respond afterward?
- Would you book them again?
Check Google reviews and wedding/hotel forums for mentions of that specific hotel's childcare. Negative patterns around responsiveness, attention, or safety are red flags.
Verify Caregiver-to-Child Ratios
Ask what the maximum caregiver-to-child ratio is during your event. Industry standards typically range from 1 adult per 4 children (ages 4–6) to 1 per 6 (older children). For young toddlers, expect 1 adult per 3 children or fewer.
Hotels sometimes hire multiple caregivers for larger events, but confirm this upfront. A single caregiver juggling ten kids isn't acceptable, regardless of experience level.
Discuss Specific Protocols
Ask about their policies for:
- Medical emergencies: Do they call 911 immediately? Who's the backup contact?
- Discipline and behavior management: What's their approach if a child is acting out?
- Screen time and activities: Will they follow your guidelines on tablets, movies, or outdoor play?
- Meal handling: Do they have allergy protocols if providing snacks or meals?
- Parent contact: Will they call you if your child is upset, or only in emergencies?
Get these answers in writing—even a simple email confirmation helps. Vague responses suggest they haven't thought this through.
Meet the Provider Before the Event
Request a brief in-person or video call with the assigned childcare provider before your wedding or event date. This isn't paranoia; it's standard practice. You'll gauge their communication style, maturity, and comfort with your child's needs. Your kid will also feel less anxious seeing a familiar face on the day.
During this call, share your child's:
- Routine and nap schedule
- Any fears or behavioral triggers
- How they self-soothe if upset
- Food preferences and allergies
- Special comfort items
Pay attention to whether the provider takes notes and asks clarifying questions. A quality caregiver will.
Confirm Backup Plans
Ask: What happens if the assigned provider cancels 48 hours before your event? A professional hotel childcare service has immediate backups. If their answer is "we'll find someone," that's not acceptable—they should name or certify the backup in advance.
Also confirm the exact location where childcare will happen. In-room childcare is safer than dropping kids in a hotel "kids club" with rotating staff. If off-site, verify insurance, facility cleanliness, and emergency procedures.
Pricing and Booking
Hotel and event childcare typically runs $18–$35 per hour depending on region and number of children. Wedding childcare packages may charge flat fees ($150–$400+) for full-event coverage. Lock in pricing before the day of; some providers charge premium rates for last-minute bookings.
Platforms like Mercoly help you compare and find trusted event and wedding childcare providers in one place, making the vetting process faster.
Frequently Asked Questions
Q: Should I do a test care session before the big event? Yes, if possible. A 1–2 hour trial lets your child adjust to the caregiver and lets you see their interaction style in real time.
Q: What if my child has special needs or anxiety? Disclose this upfront and ask if the provider has experience with those needs. Some caregivers specialize in children with autism, anxiety, or behavioral challenges—it's worth seeking them out.
Q: How much should I budget for a sitter at a wedding? Factor $20–$30/hour for 6–8 hours (ceremony + reception), roughly $120–$240 total, plus a 15–20% tip if exceptional.
Start vetting childcare as soon as you book your hotel or event venue—don't leave it to the week before.