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Complete Birthday Party Planning Guide
Having a Successful Party
TOPHaving a Successful Party
Having a successful birthday party for your child DOES require some forethought and pre-planning. Just a little planning and decision making beforehand can make things run so much smoother than a last minute, thrown together party.
Sit down with your child and determine what kind of party they would like. Is there a special theme they've become fascinated with over the last year? Resist the temptation to just have another old party like Susie's or Billy's. Birthdays are unique and even a party (done by a service) can be changed in subtle ways to become special.
The age of the child determines how much s/he can help. Don't underestimate the young crowd. Many kids know exactly what they want and have decided preferences.
Home parties can be the most special. Not only are they "traditional" but parents can have less hassle in the long run and a cheaper party (no carting presents or kids, no herding the group to activities, no kids "lost" doing separate activities, and no extra money spent on "one more game").
Some keys to success:
1. Find a good day... holidays or the summer can cause kids to miss out.
2. Prepare your house for the "invasion."
3. Plan a few activities for the kids to do.
4. Call ahead several days in advance to get the cake you want.
5. Arrange for some helpers, especially if your party group is over 8.
6. Ask parents to RSVP or call them the night before to remind them.
7. Be realistic. If you’re relaxed and the party is fun, they WILL have fun!
8. Decide right away about a gift policy (see below for more info).
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When planning the TIME and DATE of your party, consider the following:
Nap schedules, if the guests are young.
Do you want to provide a lunch or dinner or just cake? Some kids may need at least a snack in addition to sweets.
Do children attend daycare or school? Some kids are too worn out afterwards to keep their cool at a party after a long day of being "good" at school.
Vacations and Holidays. Please remember that during the summer many families may be on vacation so the summer is a good time to have a weekday party.
Will guests be of different ages? Than plan for activities for all age groups.
Know how many guests you will be inviting to the party.
If choosing a party service, try to call at least a month ahead to insure your spot and put down a deposit if necessary.
TOPGuests & Invitations
The ideal rule is to allow a guest for each year of the child’s age. For example, at a five-year-olds’ birthday party = five guests.
However, sometimes rules get thrown out the window when special friends "have-to" come! Just remember that the larger the group, the more "assistants" you might need to keep the children busy and happy.
If you have too many guests for a party and don't want to invite them all, consider having the others over just for a playday and no presents at a later date. Consider having a 1/2 Party or Summer Party to invite your other "guest list." Our other article tells you how.
Also, you may have older or younger children that will come. For example, siblings, siblings of guests, family members or other special friends. The age of guests does influence the games that can be played and the craft activity.
When it comes to the length of the party plan for about 1 hour and 30 minutes up to 2 hours. Of course slumber parties will last longer! The length of the party should be geared to the age of the children and their attention span. A sample time table is given later in this article.
When planning consider ~
- The number of child guests invited.
- The gender of the guests (male or female).
- If there are any older or younger children coming, possibly siblings of the host/hostess or other guests.
Remember on your invitation to put ~
- The date and times of your party (i.e. 2 to 4 p.m.) so parents know when to pick up children.
- RSVP and a phone number.
- A map if parents haven't been to your house before.
- If children need to bring something unusual (i.e. swimsuits).
- If parents are requested to stay.
- If you do NOT want presents or if there is a price limit or present suggestion.
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Planning the Theme
Having a theme for a party makes it special and an event to remember! Work with your child to develop a theme that speaks of something they like. Use the theme throughout with decorations, invitations, party favors, plateware, and games.
We provide packages that can be adapted to several different themes. Look over these popular party ideas for children and pre-teens.
Garden Fairy Party ~ Go see the party now!
The Garden Fairy Party is a girl's dress-up dream! Guests assemble their fairy outfit from our vast array of handmade, twirly petal skirts, lush velvet and floral leotards, fantasy fairy wings and magic wands. Some magical wands even cast rainbow prisms around the room!
Pirate Adventure Party ~ Go see the party now!
The Pirate Adventure Party is a favorite among boys yet works great for co-ed parties as well. All guests dress in "crew" costumes, complete with pantaloons, pirate shirts, vests, boot shoe covers, and eye patches.
Some other fun themes to try!
Outer Space, Out West/Working on a Ranch, Under the Big Top, Cookie Decorating Party, Detective/Mystery Party, Cooking Party, Art and Crafts, Dinosaurs/Archaeology Party, Firefighters/People Who Help Us, Transportation, Cars, Trucks, Automobiles and Trains, Construction, Ballet, Magic, Ghost, Safari/Jungle, Cheerleading, Puppet Show, Sports, Teddy Bear Tea Party, Pooh Bear Picnic, and Beatrix Potter Birthday Bash.
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With the party theme clearly in your mind, you are about ready to go shopping. Before hitting the stores think about if you want to use a specific color theme?
Using a solid color theme is much cheaper than choosing decorated plates. It is easy to buy stuff en masse from the local party supply store but if you put your mind to it you might find a more exciting and cheaper way to manage. For instance, one parent did a red and black party theme with her pirate party instead of buying lots of decorated plateware that would have been more expensive!
Other ideas: Dinosaurs, green plates; Princess, purple and pink; Firefighters, red and yellow; Construction, yellow and black... well you get the idea. Another option is to buy decorated plates but get solid color cups and napkins (Barbie plates with a pink or purple cup, Cinderella plates with a gold cup).
Shopping ChecklistInvitations (send out about 8 to 14 days before the party)
Postage
Thank You Cards
Birthday Cake
Beverage
Adult beverages/snacks (do you really want to drink punch?)
Ice-cream (optional)
Cookies (optional)
Cupcakes (optional)
Sandwiches for tea party (optional)
Finger foods & treats (optional)
(i.e. chips, cheese balls, mints, peanuts etc...)
Plates
Cups
Pitcher for drinks (optional)
Silverware or Plastic Ware
Tablecloth (try using Kraft paper and crayons. If restaurants can do it, so can you!)
Balloons (to insure that balloons still "float" pick them up the day of the party!)
Decorations (read on for some low-cost solutions).
Favors and Favor Bags. Remember about CHOKING HAZARDS for youngsters.Now your wondering do I really need to buy all of this STUFF? As you quickly find out, this stuff costs money and it's not re-usable. So think about using our tea service. Renting can be cheaper than buying! Go check it out now.
What are some low-cost solutions?
Make your own invitations and thank you cards. With your son or daughter helping, personalize them to make them truly special!
Use your own computer to make invitations, thank you cards, and other decorations such as banners.
Use your child's toys to decorate the table. Do you have a collection of dolls, teddy bears, race cars, or a bunch of Legos? The ideas are endless so root around the closet and toy box for inspiration. During the party, they can help provide "entertainment!"
You could use your own silverware, especially if the party is small. The same with plates and cups.
Think "outside the box." Having a pirate party? Decorate with coconuts! Having a Princess party? Buy "gemstones" from your local craft store and hide them around the house. Get inspiration from restaurants, faires or carnivals.
A special note about party favors... kids enjoy best something that involves them... like a treasure hunt, photos of each at the party using an instant camera, or stickers to decorate their own "award" certificate which boosts their name. Personalize!
Have children make their own favor bags out of stickers, crayons, glitter glue, markers and paper bags.
You might think a party run by someone else, would be cheaper. Not necessarily so. If you use your own partyware (dishes from the house), your own decorations (toys from the toybox) and provide good quality favors with a flair, your party will be cheaper, UNIQUE, and less of a headache... you might even find the planning fun!
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In the area where you want the party to happen plan for some childproofing, especially if the children are younger (under 5) or if you are planning games inside the house.
- Allow room for inside play. Even if you plan an outdoor party, rain or heat might force you inside.
- Balloons are the no. 1 choking hazard for young children!
- Keep kids to one play area and one eating area.
- Remove rugs where kids might slip.
- Remove breakables, lamps, furniture that you don’t want broken or stained.
- Section off the staircase, block the staircase or supervise that area more closely.
- Remove poisonous objects from the area, like plants or chemical cleaning agents.
- Make the bathroom easy to find but remove any items like mouthwash, perfume, cleaning agents, or prescription drugs that might be located in the medicine chest.
- Put a first-aid kit close by.
- With games don’t let kids play or run with sharp objects or with objects in their mouths.
- Mark areas of your house that is off limits with signs, streamers, or tape.
- Have an area for purses and coats, out of reach of the smaller crowd.
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Parties last about a hour and 45 minutes for a party for kids ages 7 and under. Don't go over 2 hours or a "meltdown" from kids who have had enough of not getting presents and who are simply worn out from excitement may happen.
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To be safe, please consider the source of your food and refreshments. We buy cakes only from state licensed bakeries.
Do you need to provide a meal? Try ordering out for a pizza! Or for a girl's tea party, make simple finger sandwiches by using ham, cheese, chicken and tuna salad on different types of deli bread. Trim the crusts and cut in triangles.
One of the most fun items at a birthday party is the food. Make the table fun and bright. Consider specialty cakes shaped like castles or teddybears, cupcakes, ice cream and cones, and other food items that could be made into animals or figures.
Serve plenty of finger foods so guests can move around easily but don’t let children run or play rough with food in their mouths. Make sure you have food that isn't sweet to balance the "sugar highs" and consider that some kids may have allergies, especially to chocolate.
Select a beverage that is "clear" (7-up, Sprite, Ginger Ale, Lemonade, white grape juice) for a stain-free party. Some parents are concerned about caffeine levels of soft drinks).
SAFETY TIP: make sure food or novelty items aren’t a size to choke.
TOPTo Do Party Checklist
Theme and Decorations decided
Date Chosen
Order party service or reserve party place (optional)
Invitations sent
Cake ordered
Make countdown calendar for birthday child
Rehearse behavior and expectations with birthday child
Birthday presents chosen and wrapped
Decide on activities and games. Purchase materials.
Buy anything needed for the table, decorations, plateware etc...
Arrange for assistants.
Childproof the house
Clean the house
Call parents of guests
Doublecheck that your help will "help"!
Pick up Birthday Cake
Pick up Balloons
Decorate house
Sunscreen for outdoor parties.
First Aid Kit (or at least some Band-Aids).
Be Ready for Early Arrivals.
Send a Thank You Note!
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Parties are exciting and sometimes that alone causes problems. Here are some tips to help:
- Rehearse with the young host/hostess his/her role at the party… play make-believe about answering the door, saying thank you for gifts, and sharing toys.
- When a guest gives the birthday child a present, let the guest select a special party favor from a bowl.
- During the party isn’t a time to make a point about manners, if a fight or disagreement ensues, separate and divert attention to another game or costume.
- Be careful of having competitive games where one child wins or where one child is "out of the game" (like traditional musical chairs or pin the tail on the donkey). Not only can this lead to hurt feelings but you than have to entertain the child that isn’t playing with the others.
- Select games where every child wins or gets a prize for completing the game. Stay away from games where only one child wins or children are eliminated (what are those children going to do when the game is still going!?).
- Sometimes children hesitate to join in right away, be encouraging but don’t force the issue
If tears or an illness happen, don’t be too surprised…a party is a very exciting event. Isolate the sick child and let your helper bathe her/his face with a cool cloth until he/she is feeling better.
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