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Children's Party Planning Checklist

Updated on January 21, 2020
Alyona Gorbatova profile image

I run an event business, so I am well-versed in the planning process of all kinds of events

Planning a holiday for your child? Today we will tell you how to organize the best fun for your child and his friends - one that children will remember with enthusiasm for a long time!

Checklist for Children's Party Planning

  1. Determine budget
  2. Choose a theme
  3. Make a guest list
  4. Choose a place
  5. Book a certain time
  6. Send invitations
  7. Work out the scenario, entertainment program
  8. Choose design, style
  9. Choose a menu, order candy bar
  10. Invite photographer
  11. Prepare gifts for guests

Budget for Your Kid's Party is the First Planning Step

Try to determine the maximum amount that you are willing to spend at the beginning of preparations, because it will depend on how many guests to invite, how to treat them and, of course, which theme to choose for your children's birthday. Decoration of the hall, costumes for guests, animators, entertainment - these are all expense items.

In general, budgeting for any holiday is the best way to start planning. Because many factors influence your budget. Naturally, the more guests, the higher the cost. If you are not going to order a turnkey holiday, then allocate funds for renting premises, animators, meals, costumes and props in the estimate. And of course, a gift for the child and prizes for all participants of the holiday!

Choosing a Party Theme is not an Easy Part of the Holiday Preparation

Many children do not have a specific favourite hero; sometimes they like everything at once. In this case, it is better to ask what the kid dreams of, what is his favourite cartoon. You can even involve your child in preparing for the holiday. Creating decorations together can not only improve communication skills but also develop imagination.

Here are some ideas for the party's theme:

1. The Universes:

  • funny minions;
  • friendly Anna and Elsa;
  • fashionable Winx Club;
  • Bold and active teenage mutant Ninja Turtles.

2. Magic:

  • pirate ship;
  • fairy garden;
  • castle of princesses.

3. Atmospheric:

  • Hawaiian party;
  • space odyssey;
  • in the forest with animals;
  • in the ocean with fish and mermaids.

In the end, with any of the above themes, you can make an amazing, vivid and memorable holiday.

Number and List of Guests for Your Child's Party

For a children's holiday, you also need to determine the composition of the parents, who will come along with the little guests.

It is believed that the ideal number of guests at a children's party is “the number of years a child plus one.” Especially this rule is important to observe at a home holiday. If you entrust the organization to professionals, it is possible to invite a little more friends.

What Time to Choose for the Birthday Party

It is advisable that the holiday does not last longer than two to three hours. Of course, this depends on the age of the children: the younger the guys, the less time they need to get enough of emotions. Overworked babies begin to act up, their attention is scattered. But even for older children will be enough of three hours of the active program - the rest of the time is better to leave for normal communication, eating goodies and catch-ups.

To choose the best time for the beginning of your party, you need to know how guests will get home at the end of the holiday. It should be not too late in order to use public transport.

What Place to Choose for the Holiday

The next step is to choose a place for the holiday. Perhaps the space of your apartment will be enough for you to realize the idea? Evaluate the situation objectively: is there really enough room for everyone in the apartment? Are there any potential dangers in space?

Well, if you have several rooms, then entertainment can be carried out in one. If the apartment does not fit, you have to rent a special room. There are also many options: a children's cafe or a hall in a photo studio with a suitable interior, a room in a children's entertainment center or a local playground.

Be sure to visit the room in advance and see it personally. Pay attention not only to capacity or design (by the way, the style should coincide with the theme of the holiday: if it is a holiday of princesses, it is not entirely logical to spend it in a cafe where Spider-Man or transformers are everywhere), but also to safety. If you plan to order refreshments here, then you should also try them in advance.

There is always an option to go to a bowling or to a quest, to an active recreation park with trampolines and labyrinths or a circus.

Scenario Development is an Important Step in Party Planning

Now the fun begins, but also perhaps the most difficult - in fact, the organization itself. You need to come up with a script, select animators, facilitators and instructors who will conduct master classes, outdoor games, and contests. The ability to attract children's attention, maintain a dialogue with guests, punctuality, good nature, matching costumes and their quality - this is what distinguishes a good animator from the usual.

Even if you are having a holiday at home, you should still invite interesting animated characters who are able to stage a real show or captivate children. Agree, it is very difficult to receive guests at the same time, to monitor order and mood, as well as to cook and entertain at the same time.

Try to alternate between calm and active contests. It is good if the program includes intellectual tasks, interesting master classes, and outdoor games. Consider the gender and age of children. Boys, as a rule, are interested in participating in battles and fighting. Girls love to feel like princesses, “the very best”: beautiful, smart, kind, talented.

Choosing a Design and Style of the Event for Children

The place is chosen, the script is ready ...

Now you can pick up costumes and come up with the design of the room. Rummage in cabinets and grandmother's chests: for sure there will be many interesting things there. Sometimes only a few bright details are enough to create an image: a magic wand for a fairy, a crown and a fluffy skirt for a princess, dark glasses and a water gun for a little spy. Of course, you can buy a ready-made suit, but it’s much more interesting to come up with an outfit yourself - most likely the child will be delighted!

The same applies to the design of the premises. But if you feel that you can’t do it on your own, contact a professional designer: they can create real magic and create such a decoration of the hall that all guests can instantly be immersed in the right atmosphere.The main thing is not to get lost in the variety of options. Natural flowers or Isolon decorations, balloons, fabrics, home-made or custom photo zones.

Menu and Candy Bar for the Honored Guests

If the celebration takes place in a cafe, everything is simple: they probably have a special menu. But if you organize food on your own (at home, in nature, in an unusual place), you will have to cook it yourself or go to the catering service.

Also, a successful decision will be to order a complex holiday already with the menu and let specialists do it. Many parents are very sensitive to children's nutrition, so keep in mind that:

  • some children may be allergic to dairy products, sweets, gluten, eggs, nuts, citrus fruits, etc .;
  • one of the parents fundamentally refuses ready-made sweets and packaged juices, using only natural products. Therefore, the composition is extremely important;
  • there may be children at the festival who don’t eat meat.

It is better to learn about nutrition and possible contraindications or restrictions in advance from the parents of young guests. Be sure to consider all the wishes!

Photographer and Videographer to Catch Memorable Moments

Children's birthday is a continuous fun movement. Not everyone is capable of catching a successful shot in such conditions. Instead of scrolling through a profile on Instagram, ask a potential photographer to show you all the photos from one children's holiday. So you must objectively evaluate the photo operator.


Naturally, each list of preparation stages is individual. And despite the complexity and fuss of organizing a holiday, this is a very creative process, which undoubtedly gives pleasure.


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