Children’s party planner
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Lets face it - children’s parties are not what they used to be ! If you are planning one you may find that there simply does not seem to be enough time to fit it all into your busy schedule - even maybe having to convince yourself that the child really is worth it ! Well, as a parent of two myself, let me help ....
1 - Organisation really is the key , and having things written down helps. See below ..
Unless you thrive on pressure - I would suggest that you start planning 6-8 weeks before the planned event date. Anything less than 2 weeks will be stressful - plus you risk fewer children attending as parents may have already made other plans
2- Booking Steve Drury as your children’s magic party entertainer will help !
Steve will tailor any combination of magic, puppet party entertainment options for the special day - to suit your preference and budget. Click here for party planning on a budget tips ......
Steve’s party packages are designed so that you only need to organise the food and the refreshments.
The children’s magic party planner below breaks down the organisation into manageable tasks:
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Six - eight weeks before
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Book the entertainment
Click here to enquire about Steve’s availability !
Are you having an entertainer at the venue. Telephone and check on availability for date / time of party.
Are they available, what can they do , how long does their act last, how much do they charge
Discuss your party plan with them - how else can they help (e.g. party games, gifts, surprises)
Do they need you to provide anything at the venue e.g. power points.
Book and get all details confirmed
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Party Venue
Check on availability of venue - visit it - then always book early to avoid disappointment
Consider ......
- Cost per child
- Minimum / maximum number of children
- What the venue facilities are (e.g. parking) and what they can provide (e.g. food, refreshments)
- What you have to provide (do you need to take anything additional with you on the day)
- Will you need adults to supervise (how many)
- How long will the party last, access and departure times
- Can you decorate the venue
Get all details confirmed.
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Party Guests
Confirm with the birthday child / star of the day the names of guests to invite - where possible find out surnames.
- Send out invitations
- Remember to ask whether there are any special dietary needs or requirements
- Put on RSVP to ............... telephone number ................ by date
- Keep a list of names, addresses, telephone numbers of party guests - and responses
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Party Catering
Do you intend to book an outside caterer ? If so, always book early
- Phone up and get a quotes - have a list of food that you want prepared, or see what they suggest
- Do they cater to special dietary needs
- Decide if you want a sit down or buffet food arrangement
- Do they provide all refreshments
- Do they deliver
- Do they serve the food. Do they tidy up
- Do they want a deposit for crockery , glasses etc., how much do they charge
- Do they provide tablecloths, plates, serviettes, cups
Book and get all details confirmed.
If you are catering yourself .......
- Consult the birthday child as to what they would like to eat
- Plan and write down your menu - Are you going to do all of it or share with someone else
- Check out pack sizes at the supermarket and work out how much you need to buy
- Decide how you are going to get the food to the venue - i.e. if you are taking 3 children in your car will there be enough room for food, drink, party accessories, prizes, balloons as well - or will you need to enlist help
- Do you need cutlery for eating or serving food, serving plates or trays
- Candles for the cake, matches, cake knife
- Extra cloths (for mopping up) , bin bags for tidying up
- Streamers, balloons
Party Cake
Are you going to make a Birthday cake, or going to buy one.
(Remember small cakes can be as popular as one large one)
- If you are having a cake made contact the cake makers, they should be able to show you samples or pictures of the cakes they supply.
- Do specify the date you need the cake for
- Order early as for some cakes the icing will need time to set
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Party Plan
- Prizes for any games or activities, party loot bags, contents for loot bags end out invitations
- Are you going to have music at the party - if so you need a CD or MP3 player - consult with the birthday child on music preference if old enough.
- Plan your activities and games with the Birthday child (but leave out any surprises), write this down as a list for reference
- Will you need any props for the games
- Select suitable prizes for the games
- Do you need any extra adult help with the games
Other considerations
- Do you have a digital camera for photos or video - if not borrow or even hire one ( check local stores for costs, availability, ease of use, length of hire
- or get a friend - or even a professional - to do it.
- Balloons - how many do you need. (Don’ forget your entertainer may be balloon modelling too.) How long will it take you to blow them up - do you wish to ire a helium gas bottle usually available from party suppliers - will they deliver or do you have to collect
Plan a day to do the party shopping, take your list with you !
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One week before
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Check .....
- The guest list and follow up on no replies to get a final count
- Prepare a final list of menu items
- Shop for non food items needed (e.g. plates, serviettes, tablecloths)
- Do the food shopping where needed, go to the supermarket - or shop online - they deliver to your door
Reconfirm with entertainer - (unless you have booked Steve when all will have been confirmed)
- Finalise any games or activities to be played before the entertainment
- Prizes to be given
- Content of loot bags
- Music being played
- Make a loot bag for each child guest
- Wrap presents and prize parcels for any games or activities
Reconfirm with the caterers, cake makers, people to help etc. all times of arrival, collection and delivery etc.
Decide what the birthday child and the rest of the family are going to wear on the day.
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The big day
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- Prepare food and drink
- Make sure you eat something before the event
- Make your way to the venue - give yourself plenty of time
- Organise your helpers
- Decorate venue as necessary, blow up balloons, streamers etc.
- Set out tables, seating. Prepare food to be ready to set out when required.
Enjoy the event !
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