Birthday Parties 101
10 steps to planning and enjoying a great day
Throw a hitch-free birthday bash with these 10 simple planning tips.
You want to create a memorable day, but after you've vacuumed the last of the confetti out of the carpet, what will he and his friends remember? The fun, of course! Good planning and a sense of humor are all you need for a successful party, so start by getting organized and in a party mood. Click here to print a planning checklist.
Involve Your Child
The only thing more satisfying than a party in her honor is the sense of pride she'll feel when she helps plan it. Depending on your child's age (preschoolers will love choosing decoration colors while older kids can assemble favors) involve her in the process as much as possible. She'll hone her organizational and decision-making skills, and you'll cut down on party-day tantrums: "but I hate yellow balloons!"Choose a Theme
Discuss possibilities with your child and make the best choices for his age and interests. Looking for ideas? Check out our roundup of favorite theme parties.Set the Location, Date, and Time
You have to weigh several options when choosing where to host your party — budget, time frame, space, etc. — but if you decide to hire an entertainer or plan a destination party, check availability before you set a date and time.
Destination Parties:
Before you book an outside facility, be sure to ask:- What kind of food and refreshments are included? What options can you add?
- Are there any restrictions on food or decorations you can provide?
- Is there any equipment or clothing guests need to wear, rent, or bring?
- What kind of activities are offered? Can you organize your own?
- Are servers or supervisors provided? How many grownups should you invite to chaperone?
- Is there a limit to the number of guests you can have?
- What's the charge per child? Per grownup?
- Is there a fixed schedule? What happens if you go over time?
- Will there be other parties going on? Where and when?
- What's the cancellation policy?
- Who cleans up?
- Is tipping expected?
Hiring an Entertainer
If you'd like to have a clown, magician, or other entertainer at your party, ask around for parent-referrals. Also, keep in mind that tiny tots can be frightened by people in costume, so think twice before hiring a clown for a group of 2 year olds. Before you book, be sure to ask:- Does he have professional credentials and/or references you can call?
- What's his act and what are appropriate audience ages?
- How long is the show? (around 30 minutes is best)
- Are there any extras or things not included in the fee?
- Does he need you to provide anything?
- Is he performing somewhere you can scope out ahead of time?
- What is the cost and what kind of payment does he require?
Once you've made your choice, be sure to give the entertainer an exact time (allow some leeway in case he's late) and directions.
What time of day is best?
If you'd prefer not to have a meal, start your party at 1 or 2 p.m. for kids 5 and older. For preschoolers, morning parties are perfect since they don't interfere with naptimes and can avoid afternoon crankiness. Keep parties for kids under ten to two hours or less. Toddlers will tap out after an hour.Make the Guest List:
As a rule, invite as many guests as your child's age plus one or two. However, if you absolutely must invite more kids, stock up on grownup helpers (one for every three to four kids). While it's admirable to include your child's entire class, it can be a recipe for anarchy. Consider planning a separate event for different groups of friends to avoid leaving anyone out.Select and Send Invitations
Whether you buy or make the invitations, send them out about 2–3 weeks before the party. Be sure to include the following information:- Your child's name
- Date
- Time
- Location & address
- Directions (if necessary)
- Party theme
- Who's invited (state child's name or indicate "family" if parents or siblings are included)?
- Any special instructions for dress or things to bring
- Your phone number
- R.S.V.P.
Design the Menu
Even if you're not serving a meal, try to balance sweet foods with healthy snacks like air-popped popcorn and carrot sticks. But don't force guests to stomach lima beans, either. Familiar protein foods — hot dogs, pizza, and simple sandwiches — are satisfying without sending sugar-levels into the stratosphere. Your guests' parents will probably let you know if their kids have any medical conditions or allergies, but when they call to RSVP, ask them. Plan on 1.5 servings per guest and you'll have enough to please picky eaters or surprise shows. If a cake seems daunting or difficult to maneuver, consider cupcakes. They're easier to make, eat, and just as festive. And don't forget the ice cream!Choose Decorations and Favors
The amount of time and money you put into the decorations is a personal decision. Most parents will tell you that kids don't notice them, but if you're the kind of decorator who won't be satisfied unless the blowers are the exact shade of blue as the tablecloth, keep shopping for what you need. It's your party, too!
Decorations
You should consider making or buying the following basics:- tablecloth for food and/or present table
- centerpiece
- streamers
- "happy birthday" sign
- lunch plates, cake plates, utensils (have a few extras)
- cups, lunch and cake napkins (have at least twice as many as guests)
- rubber or mylar balloons
- birthday candles
Favors
These can range from a craft guests create at the party to a take-home goodie bag. Your best bet is to keep them simple, identical, age-appropriate, and consistent with your theme. If the favor is a goodie bag, have your child hand one to each guest when he leaves. This reduces tension in case the guest is unhappy with the prizes, and ensures that your child thanks each guest and says goodbye.Seek Help
Don't try to direct the party alone. If you don't have friends, family, or guest's parents available to help you chaperone, serve, and clean up, ask your neighborhood babysitter to pitch in — it will be well worth the few dollars it will cost you. Make sure to include some grownup beverages and food in your menu.Create a Party Itinerary
Well before your party, make a schedule for the event. This will keep everyone entertained and the party moving along. But be flexible with the itinerary and don't force kids to leave an activity they're enjoying. Here's a sample:- 15 minutes — Greet and break the ice with a Welcome Activity
- 30 minutes — Games
- 20 minutes — Time to eat
- 30 minutes — Craft project or entertainment
- 10 minutes — Cake
- 15 minutes — Free Play
Map a Party Zone
Communicate the celebration area to your guests from the start. (This way you'll be able to protect your guests and your white sofa.) If space allows, try a station set-up for party events, with areas for the cake, games, crafts, etc. This way your guests will move from one activity to the next without much time to make trouble. If space is tight, try to have each activity as prepared as possible so there's no long lag between food or entertainment.Games & Activities
Offer a combination of craft activities and competitive and non-competitive games. Keep prizes conservative and try to award every participant something small. When choosing activities, try variations of time-tested games ("Pin the nose on the Pokémon") rather than anything too complicated. Also, have extra games in the hopper in case one bombs or finishes early. Vary activities by energy level so you don't create a hyperactive mob, particularly with preschoolers. You can always use a craft activity or storybook to settle everyone down.
Set the Party Mood
If time is tight, concentrate on what you need for the kids' enjoyment rather than the positioning of the balloons. You know the party morning will be crazy, so consider a few time-savers like choosing clothing and showering the night before. Take the time to introduce party guests to one another, or better yet, guide your child to do so. Designate one of your grownup helpers the event photographer and ask him to snap shots of every guest and major moment. This way you and your child can relive the highlights for many years to come.
