Knowing how to plan a kids party mostly comes down to doing things in the right order. Book the venue before you send invites. Book the entertainer before you tell your child who's coming. Buy the candles before the morning of the party, ideally.
Here's the timeline we'd suggest, starting about eight weeks out. If you've got less time than that, don't panic. Just squash the early steps together and get the venue and entertainment sorted first.
Eight weeks before: the big decisions
This is when you set the shape of the whole party. Talk to your child about what they'd like, then decide on a date, a rough guest list and a budget. Saturday afternoons go fast, especially in December and the summer term, so if you've got your heart set on one, move quickly.
Work out where it's happening too. If you're torn, our post on a kids party at home or in a hall goes through the pros and cons honestly.
- Pick a date and a backup date
- Set a budget, including food and party bags
- Decide roughly how many children
- Choose home, hall, garden or activity venue
- Have a theme in mind, if your child wants one
Six to seven weeks before: book the main things
Now book the venue and the entertainment. These are the two things that can't be magicked up at the last minute, and good entertainers get booked up weeks ahead for weekends.
When you contact a children's entertainer, give them the date, start time, venue, the number of children and their ages. That's all they need to tell you if they're free and what they'd suggest. Our guide on what to ask a children's entertainer lists the questions worth asking before you say yes.
- Book the hall and check the hire times
- Book an entertainer and get the details confirmed in writing
- Check what the venue allows (food, music, balloons, decorations)
- Ask about parking and access
Four to five weeks before: invitations
Send invitations about four weeks before. Any earlier and people forget, any later and diaries fill up. Include the date, start and finish times, the address, an RSVP date and how to reply.
Ask parents to mention allergies when they reply. It saves a lot of stress later and you'll need it for food and possibly for the entertainer too.
Two to three weeks before: the details
This is the time for food, cake and party bags. Decide whether you're catering yourself, ordering platters or asking family to help. Order the cake if you're not making it.
Chase any missing RSVPs, politely. A quick message to the class parents' group usually does the trick.
- Order or plan the cake
- Plan the food and drinks
- Buy or put together party bags
- Buy decorations, plates, cups and napkins
- Make a rough running order for the day
One week before: confirm everything
Ring or message the venue and entertainer to confirm times. Give the entertainer your final numbers and any allergies or needs they should know about, such as a child who's nervous of loud noises.
Do a big shop for the non perishables. Get your playlist sorted. And find the candles, the lighter and the cake knife and put them all in one bag right now. Future you will be grateful.
The day before
Pack the car or prep the room. Make sandwiches you can keep in the fridge, fill party bags and charge your phone. If it's at home, clear the party room and put away anything breakable or precious.
Then stop. Have an early night if you can.
On the day
Arrive at the venue early, usually 30 to 45 minutes before guests. Set up the food area away from where the entertainer will be working, so there's a clear space for the show and games.
Have someone on door duty to greet guests, take coats and stick on name labels. And when the entertainer arrives, show them where they're set up, where the power socket is and who to talk to if they need anything. After that, try to step back and enjoy watching your child have a lovely time.
- Name labels and a pen by the door
- A bin bag for wrapping paper and rubbish
- Candles, lighter and knife in one place
- Party bags by the exit
- A list of who brought which present, for thank you cards
If you're short on time
Two weeks out and nothing booked? It's still doable. Get the venue and entertainer locked in first, send invites by message the same day and keep the food simple.
You can send us an enquiry and we'll tell you who's free on your date. Nothing is booked until you say yes, so there's no harm in asking.