Choose a party day which gives you some free time prior to the event to
pull things together. Weekends are usually preferable, so you can enlist your spouse or a friend in
last-minute jobs or errands. Try to keep your schedule light the week before so you can enjoy the
process of planning your perfect party!
The time of day you choose could make or break the party, depending
on the age of the party child. For kids age 3 and under you might consider a morning event, as
many may poop out and need a nap by midday. A lunch or afternoon party is suitable for ages 4
and up. A 2-3 hour period is usually optimal to allow time for eating a meal, games or craft,
serving cake and ice cream, and opening presents.
Make your party reservation - If you have chosen an outside facility to
host your party, make the reservation as soon as possible so you will get the date and time you
desire. Take note of the facility's policies for a food pre-count, or if you are allowed to bring in
your own food and/or cake. Get a pre-printed list of all the facility will supply for the party. (If
the facility does not have such a list, they probably don't do many kid parties.)
~ Child Party Planning ~
Decide how many to invite - The general rule of thumb is to invite the
amount of children that corresponds with your child's age plus 1. Example: 7 kids for a 6 year
old, 11 kids for a 10 year old, and so on. Of course keep in mind the space available for your
party, and whether you are able to keep everyone indoors in case of inclement weather should be
a consideration.
Choose a party theme - Parties are more fun and focused if you choose
a theme and work everything - decorations, cake, games, favors, etc. - around it.
Hire caterer or prepare your own menu/grocery list - Keep the food
simple and use kid favorites such as pizza, cut vegetables and dip, pretzels and other finger
foods. Large supermarkets provide party platters of sandwiches and cold cuts which would serve
well also.
Make or purchase party invitations - If you decide to make your own,
each of our Kids Party Theme pages have ideas for original homemade invitations for each and
every party theme.
Reserve entertainment - Petting zoos, inflatable trampolines, clowns
and other types of party entertainment should be reserved now.
~ Child Party Planning ~
Phase 2 -
THREE WEEKS PRIOR
Send invitations to guests - Three weeks notice is optimal as people's
busy lives (and often their children's) are scheduled weeks in advance. This also gives your
guests plenty of notice to purchase a gift for the party child. If you are sending invitations via
internet, send them at 2-2 1/2 weeks.
Enlist helpers to assist you on the day of the party. Teenagers are a
great resource, so ask teen nieces or nephews, babysitters, or neighbors. Other Moms will often
volunteer to help too, and you can always reciprocate at their child's party!
Arrange a babysitter, if necessary, or designate one of your helpers to
watch over younger siblings so you can dedicate 100% of your attention to running the
party.
~ Child Party Planning ~
Phase 3 -
TWO WEEKS PRIOR
Order the cake and make sure you have plenty of candles and
matches
Plan and purchase paper goods, decorations, craft supplies, small gifts for
prizes, pinata filler
Plan theme costume for your child and for guests, such as headbands
for karate party, bandanas for western party, etc., tiaras for tea party.
Plan your party agenda, from the arrival of the first guest to the
departure of the last. Plan a flexible activity for the first 15 minutes of the party so that the
children are occupied while other guests are arriving. Keep in mind the ages of the children
when planning the games and activities. It's better to have more games than not enough; you can
always adjust as the party progresses.
Plan music if needed for games or just for a festive party
atmosphere
Make or order favors or plan a "make and take" party craft that guests
will get to keep as their party favor.
Purchase thank you notes which fit with the party theme, and save
yourself another trip to the store after the party.
Plan your party food. Keep it simple and rely on paper and plastic for
easy clean-up.
Make sure you have enough serving trays and utensils
Purchase extra paper towels, garbage bags, foil and plastic wrap
~ Child Party Planning ~
Phase 4 -
ONE WEEK PRIOR
Call guests who have not called in their RSVP
Call in a final guest count to the party facility and reconfirm all the
specifics
Order at least a dozen helium balloons - they always make a party more
festive and you can send each guest home with one as an extra party favor.
Prepare and freeze any party foods that can be made in advance
Purchase extra film for your camera and check its batteries or make sure there's lots of space on your digital camera's memory card.
Charge your video camera battery and make sure you have lots of blank
videotape.
~ Child Party Planning ~
Phase 5 -
ONE DAY PRIOR
Coordinate last minute arrangements with party location, or caterer
Kid-proof the party area indoors and designate kid safe areas for outside
games and activities
Clean and decorate the party site
Put scissors, trash bag, pen and paper near the gift-opening area and don't forget to record gifts given to write thank you notes later.
Hang your pinata
Thaw frozen party foods and prepare remaining food
~ Child Party Planning ~
It's Party Time! Enjoy!
Pick up the cake and balloons, add the final touches to your party table, step back and admire
your handiwork (before the hordes arrive!).
Oh, and you might want to put up a sign, party flag or a few balloons to show where the party is!
You've done all the prep and now you're ready! Take a deep breath and let the party
happen.
Try to be flexible if it doesn't go exactly as planned. With children involved, there are bound to be some surprises and mishaps.
Keep your sense of humor and take lots of pictures!
Remind the party child to hand out the party favors as guests are leaving.
~ Child Party Planning ~
Follow-Up
Don't forget the thank you notes! One of the most neglected aspects of party
planning, yet so important to making your guests (and their parents) feel appreciated are the thank you notes.. Let's revive this lost art by getting those thank you notes out within a couple of
weeks after the party!
Bring your film for processing
Watch and enjoy your party videotape
Preserve party pictures in a photo album or scrapbook
Phase 1 -
