Essential school playground maintenance checklist: choosing the right supplier in the spring term

If you’re a Headteacher, School Business Leader, Deputy Head or Assistant Head, the first term of the calendar year often brings a familiar mix of priorities: budgets, safety, and getting the site ready for better weather. For many schools, January to March is the ideal window to plan playground and outdoor maintenance so work can be completed smoothly in spring and early summer.

This guide is designed to help you choose the right provider using a practical school playground maintenance checklist you can reuse each year.

Why playground and outdoor works become a priority in Jan–Mar

Winter weather can reveal issues that were easy to ignore in autumn: waterlogged surfaces, broken edging, worn markings, loose fixings, and drainage problems. At the same time, you may be:

Reviewing spend and priorities ahead of the new financial year
Scheduling works around exams, trips, and summer term events
Managing health and safety expectations from governors and trusts
Trying to reduce reactive maintenance by planning ahead

A clear procurement approach helps you avoid rushed decisions and gives you better value for money.

What to buy: common playground & outdoor maintenance categories

When schools plan spring works, these are the areas that most often come up:

Playground inspections and remedial repairs
Line marking and surface refresh (playground games, sports areas)
Safety surfacing repairs or replacement
Fencing, gates, and perimeter improvements
Drainage and groundworks
Outdoor classroom areas and shade/shelter
Trim trail and play equipment maintenance
Grounds maintenance add-ons (paths, edging, minor landscaping)

If you’re not sure where to start, a site walk with your premises lead and a simple snag list can quickly clarify priorities.

The school playground maintenance checklist (for procurement)

Use the checklist below to compare suppliers consistently.

1) Define the scope (and what “good” looks like)

Before you request quotes, write a short scope that includes:

The exact area(s) involved (with photos and measurements where possible)
Any known issues (trip hazards, pooling water, loose equipment)
Your preferred timing window (e.g., Easter break, weekends, after school)
Safeguarding/site access requirements
Your success criteria (safer surface, improved drainage, refreshed markings, reduced maintenance)

A clear scope reduces quote variation and makes supplier comparisons fair.

2) Check trust indicators and experience in education

Playground and outdoor works are not just a “general contractor” job. Schools need suppliers who understand:

Working on a live site with children present
DBS and safeguarding expectations
Clear RAMS (risk assessments and method statements)
Minimising disruption and leaving the site safe at the end of each day

Look for evidence such as education case studies, accreditations, and school references.

3) Ask the right questions at quote stage

To make your procurement stronger, ask each school playground maintenance supplier:

What is included and excluded in the quote?
What is the expected lifespan and maintenance requirement of the proposed solution?
What is the lead time for materials and installation?
What warranties are provided (and what voids them)?
How will they manage waste, noise, and site security?
Who is the named project lead and who will be on site?

This is where a school playground maintenance checklist really pays off—many issues appear only when you compare answers side-by-side.

4) Compare like-for-like (not just price)

Lowest cost is rarely the best value if it creates extra work later. Build a simple comparison table using:

Total cost and payment terms
Materials specification and expected durability
Programme/timeline and working hours
Safety approach and site management plan
Warranty and aftercare
References from similar schools

If you’re part of a MAT, consider whether standardising a preferred supplier list could reduce future procurement time.

5) Confirm compliance and safety essentials

For playground and outdoor maintenance, safety is central. As part of your checklist, ensure you have:

Written RAMS before work begins
Public liability insurance evidence
Clear handover documentation (what was done, what to monitor)
A plan for post-work inspection and snagging

For play equipment, schools often use inspection standards and guidance to support safe decision-making. You can reference independent inspection guidance such as the Royal Society for the Prevention of Accidents (RoSPA): https://www.rospa.com/For general health and safety duties, the Health and Safety Executive is a useful point of reference: https://www.hse.gov.uk/

6) Build in engagement: involve the right people early

Outdoor changes affect behaviour, breaktime routines, and supervision. Consider a quick consultation with:

Your premises team/site manager
SLT link for behaviour and wellbeing
SENCO (accessibility and inclusive play)
PE lead (space use, markings, storage)

This reduces rework and helps you choose a solution that genuinely improves the school day.

Where to find and compare suppliers

When you’re ready to source school playground maintenance providers, use a directory that helps you compare suppliers in one place and look for clear indicators of quality such as school feedback, accreditations, and strong profile information.

You can explore education suppliers on Incensu here: https://incensu.co.uk/single-category/playgrounds/

If you’re a school looking to share your experience, reviews help other school leaders choose with confidence. Recommend suppliers: https://incensu.co.uk/recommend-a-school-supplier/

A simple spring-term timeline (so nothing gets rushed)

January: site walk, snag list, define scope, shortlist suppliers
February: request quotes, compare responses, confirm availability and lead times
March: approve spend, schedule works, confirm RAMS and site logistics

This approach protects you from last-minute decisions and helps you secure better dates.

Final checklist summary

Before you appoint a school playground maintenance company, confirm you can answer “yes” to the following:

We have a clear scope with photos/measurements
We can compare quotes on a like-for-like basis
The supplier has education experience and strong references
Safety documentation and insurance are in place
The programme works around school operations
We have a plan for handover, snagging, and aftercare

If you use the school playground maintenance checklist above, you’ll be in a strong position to choose the right playground and outdoor maintenance supplier—so your site is ready for spring and your team isn’t firefighting issues below.

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