Last Updated on June 23, 2024 by White Bow

A birthday party planner is essential for a stress-free party. Using a party planner template can guide you to make quick decisions and plan a party in no time.

Here are 15 essential tips to help you plan a memorable children’s birthday party:

1. Budget
This will guide you on how many you can invite, where to have the party, how much to spend on activities, decorations, food and drinks and loot bag contents.

2. Think of a theme
This is an effective way of tying the party together from the invitation to decorations, cake and the birthday celebrant’s outfit.

3. Venue
Ensure that your chosen venue will have enough room for all guests. If you are running games, will you have enough room for it? If you have adults and children, will you have enough room for all of them?
It is important to consider the weather.  Is there shade from the rain or the hot sun? Will the area be too cold or too hot?

4. Use a checklist to avoid forgetting things. Download the birthday Party Planner Template here.

5. Invitations
Be sure to include an RSVP deadline on the invitation. The RSVP date is helpful as you need it to provide the venue or caterers with numbers and if it is self-catered, you know how much to cater and set up for.  It parents have not replied, be prepared to follow them up.

6. Gifts
People are discouraged from hosting a birthday party because they receive gifts that are not usable. To avoid the waste, set up a gift registry. Try the White Bow Gift Registry app as it is free (for a year). White Bow is easy to use and it is not linked to a particular store. You can put together a gift list from all the stores you want, may it be online or from a photo.

7. Food
Make sure to serve foods that the birthday celebrant enjoys. Consider hosting a party before or after lunchtime. This way, you can avoid the need for a large meal and keep costs down. You can have pizza, sandwiches, sushi trays, candies and cake. Be considerate of allergies too.

8. Cake is important. Make sure it is your child’s favourite flavour, and it fits the party theme. If you are on a budget, you can buy a sponge cake or ice cream cake from the supermarket and decorate it nicely by adding cake toppers that fit your theme. Have the candles, matches, and knife within reach before serving the cake. Do not be caught out searching for these items right before singing “Happy Birthday.”

9. Kids love party loot bags. You do not need to prepare a big bag. Around 5 to 6 things should be enough. Examples of items to include are candies, a small toy or stationery, a party blower, etc

10. Age group
Ensure that activities and games are age-appropriate. Parents tend to stay at the party if it is for small children. This is good as they can help supervise their child.  As kids age, the parents expect the host to supervise them.

11. Be prepared for surprises. Extra guests might come, there could be last-minute cancellations, and sickness and accidents could occur during the party. Have paper towels and cleaning products nearby in case something spills or something needs a quick clean. How will you react if extra guests such as younger siblings come? With the threat of sicknesses, expect guests to inform you of their non-attendance at the last minute.

12. Extra help from others. Consider hiring a party host or have your party catered. If your budget does not allow for paid help, ask a family member or a friend to help.

13. Enhance the party ambience by playing party music and choosing the decorations that fit your theme.

14. Don’t forget to take heaps of photos!

15. Thank you. It is always nice to thank parents for letting their children attend your party and for their gift. You can send a phone text message or a thank you card.

Parties are meant to be fun. If things don’t go as you expected, just enjoy.