We can’t cover every type of party so if you have any questions or suggestions please email us at and we’ll do our very best to help.
3 Months ahead
1 – Decide the location. Remember venues and entertainers can be booked up months in advance so be flexible as your first choice might not be available. Check Community halls for an inexpensive choice. If you’re looking for particular facilities like a kitchen or car park this is a good option. You are normally expected to clean floors etc afterwards so allow extra time to set up and clear up.
2 – Set the date and time nearest to the birthday date. Parties can be at anytime, after school, Saturday or Sunday morning so party food could be lunch
Soft play centres etc often have a party package for you to choose from so find out what is included for what price.
3 – How many invites? A joint party with another birthday child minimises costs whilst sharing the excitement!
Write a guest list; not all will be able to make it.. Are any adults staying at the party? This could be friends of the family, helpers or parents of younger children. Also bear in mind that there may be some younger or even older children than your children – how will you cater for and entertain them?
Your budget will have a bearing on the size of your party and whether you need to hire a venue, do you want a particular hall or need space for entertainment?
Save money, DIY cake and party bags.
4 – Decide on the two most important things, food and entertainment
Plan your party food and drink menu if you are doing the catering
Keep it simple. Kids do not eat loads at a party so why not use “boxes” with their names on and include:
½ a sandwich or a small roll (cheese spread, marmite, jam )
Small bag of crisps
2 cubes of cheese (wrapped in Clingfilm or mini bag)
2 mini sausages (wrapped)
3 grapes or other small fruit
1 small cake
Individual drinks in cartons or plastic bottles
Decide if you want any thing else with your Face Painter? Games, Bouncy Castle, Magicians, clowns or disco and book your entertainment
Party games can be simple and cheap to organise. Again your choice of extra entertainment may be dictated by your theme and choice of venue. Please ask for our list of suggested games! We also have outdoor games, Snakes and Ladders, Genga.
***A note about the weather ***
Summer parties can be in your garden or outside at your venue. But don’t rely on it. We have a 3x4m marquee available for hire or make sure that your indoor space is adequate.
1 month before
List all things that need to be done.
Shopping list for the food and drinks based on numbers of RSVPs.
Plan a schedule for the day such as:
- Food into the car
- time to arrive at venue
- list of jobs at the venue (see helpers* list)
- The duration of the entertainment
- Get the children active before the entertainment to burn off some energy
- decide when the will food be served?
- When will you do “happy birthday” candles?
- Clearing up time
Then make sure you have enough *helpers to do these jobs:
erecting and setting the tables?
putting up banners?
Laying out food boxes?
Who is running any party games?
someone to cut the cake for the party bags?
organise handing out the party bags?
who is bringing the birthday boy/girl to and from the venue?
If children are being left by parents, note contact names and numbers and we suggest
that each child has a name sticker too!
Find some suitable music
Add prizes for the games to your shopping list
Order your cake (or plan your own!), balloons, party bags etc
There are a wide variety of pre-printed invitations in card shops and supermarkets. Or you could make your own on your PC, there is a range of card software you can buy to help you with this, or on the Internet
Name of Child
Details of event including any theme
Start and End Time and Date of Party
Location of the event with postcode (for all the Satnavs out there!)
RSVP phone number, postal address or email address
Can/should parents stay
Keep a note (or spreadsheet!) of all the RSVPs TIP – Keep this for when the presents are being opened in case you have any presents without a tag or that you can decipher
Buy the party goods Tableware (such as plates, napkins, bowls, plastic cutlery)
Decorations (such as balloons, party banners)
Buy Party Bags and contents (if you’re doing your own) – plus any prizes and sweets for games
A week before
Confirm the venue, cake, balloons, catering and entertainment etc
Confirm adult helpers and make sure they know where to go and what time to be there
Write a list of everything you need to take on the day and make sure you have containers (boxes, cool boxes/bags) to carry everything in.
1 or 2 days before
Buy the food and drinks for the party.
Charge cameras or video camera batteries and take spares if you can
Make or collect the cake
On the Day
Get everything that you can ready at home before you go to the venue and this includes your child! Who will be dressing them and getting them ready?
Do you have?
Party Banners, balloons, balloon pump
Sticky tape/blue tack
Paper plates, bowls, napkins, tablecloths, table clips and plastic cutlery
Stereo and music
Matches or lighter for the candles!
Decent knife to slice the cake
Vacuum cleaner (if needed)
At the venue
Before things start:
Make sure everyone knows what their job is and they have everything they need to do it
Make sure you lay out enough tables and chairs – don’t forget one for presents that is easy to get to
Make sure you put a birthday banner or balloon at the door or gate so guests can easily spot the entrance
Be there to welcome your guests, accept presents and direct guests to where you want them at the start of
the party. The older birthday child can join you for this but younger ones will be playing with their friends!
During the Party
Stick to your schedule as far as possible and make sure the helpers know what they are doing
And enjoy it!
Make sure that guests have a party bag
Make sure that children go home with their parents or carers only
After the Party
When all the presents are being opened keep a pen and paper handy to note who gave what
Send “thank you” emails within 10 days of the party if possible