Our Top 20 Planning Tips!

1. Keep the numbers down - the smallest possible number you can get away with (don't be tempted to invite the whole class / preschool class - try invite only your child's friends to ensure that your child enjoys his/her own party) Too many children are hard to control and it is difficult to keep them all focused on the same activity.
2. Resist the temptation to invite older brothers and sisters to help - generally they won't.
3. Once the children are old enough, discourage parents from hanging around as they can be far too inhibiting. Use parents who stick around as party assistants.
4. Don't over do the length of the party. (No longer than 2 hours.) Stipulate collection time on the invitation.
5. Hold the party around noon. Kids are the happiest around lunch time. This also allows for fewer sweets and more hotdog or pizza sort of meals. (minimising sugar highs)
6. Keep everything mini-size, and provide a large variety to cater for all tastes.
7. Small boxes of fruit juice minimise spills.
8. Try keeping the play and eating areas separate.
9. Small children can be overwhelmed by a table covered in food. Opt for party boxes/bags and pack them in advance. Children love having their own box filled with goodies and this also minimises mess and waste. (Ensure that the party boxes for each child are identical to prevent tears and tantrums.)
10. Bigger children can have paper or plastic plates and can help themselves. Party boxes / Loot bags should then only be given at the end of the party to take home and enjoy.
11. Weather permitting, have the party outdoors. Fresh air is good, and clean up will be easier. ( make arrangements for an alternative venue in case it rains)
12. Don't send invitations to school unless the whole class is coming. Remember if you do send invites to school, some Mom's may never get the invitation as they can be easily forgotten or misplaced.
13. Have lots of games and activities lined up or hire a magician, puppet show or jumping castle (see our directory for more suggestions). Children get bored quickly! Avoid competitive or rough games to ensure nobody gets hurt or upset.
14. As the kids arrive, direct them to a craft activity or game to break the ice.
15. Keep an index card of the party's schedule and activities in your pocket for easy reference.
16. Always know where the camera and a pack of matches are.
17. Keep on hand a good supply of tissues and towels for sticky fingers and faces
18. For a toddler's party - In addition the birthday cake, consider small individual cup cakes with a candle for each child (so that each child can blow out a candle.)
19. If your child is intent on opening gifts, let him/her choose one and open it in private. If you child is insistent, open gifts as guest arrive to get them out of the way.
20. Most importantly - this is your child's party! Do the things that will make him/her happy, not you or anyone else.

Party Checklist

4-6 weeks before the party

1. Decide on a party theme (If you need some help, see our Themes & Ideas page).
   
2. Create a guest list (Remember to try keep the numbers as low as possible).
3. Make a tentative party schedule.
   
4. Decide on the party date, the time and the venue.
   
5. Make / buy the invitations.
6. Make a list of all the party supplies you will need plus decorations, party favours, activities & prizes for games. Then decide what will need to be purchased, ordered or made.
   
7. Plan a party menu ( click here for some Fun Recipe ideas)
   
8. Make sure you have enough tableware for the children & the adults that you expect will attend.

2-3 weeks before your party

1. Send out the invitations. Ask guests to RSVP by a certain date to get an estimate of how many children to expect. (suggestion: also put a collection time on the invitation)
   
2. Decide on activities and games to play. (choose activities your child likes and when choosing consider the age of the children) Plan more games than you expect to use, just in case you run out of activities before the party is over.
   
3. Purchase and follow up on orders for the party supplies (decorations, party favours, activities & prizes) - that you are not making
   
4. Finalise your menu.
   
5. Arrange for extra help for the day of the party (ask friends or relatives or parents that you know will attend.)
   
6. Start making the party supplies… that you are not purchasing

1 week before the party

1. Order the cake if you are not baking your own. If you are baking your own cake, consider making it now and freezing it.
   
2. Make any other foods that can be made ahead of time and stored in the freezer.
   
3. Finalise the schedule of activities for the party. (write it down on an index card, and keep it handy on the day of the party)
   
4. If not already collected, collect the orders that were placed for the party supplies. (decorations, party favours, activities & prizes)
   
5. If there are young siblings, get them involved or let them invite a special friend over for the day so they won't feel left out.

2-3 days before the party

1. Buy remaining food for the party.
   
2. Buy film and/or videotape.
   
3. Check batteries for the camera and/or camcorder.
   
4. Finalize guest numbers and call those who haven't given their RSVP.
   
5. If you are having balloons filled with helium, ensure there is one for each child and arrange for collection on the day of the party.

1 day before the party

1. Make sure you have plenty of candles and matches.
2. Child-proof the party area.
3. Decorate any indoor areas (save outdoor decorating for the day of the party, as overnight weather conditions could damage the decorations).
4. Prepare food that can be made ahead of time.
5. Blow up balloons if you are not getting helium filled balloons.
6. Make sure you have enough clean towels and tissues for sticky hands and faces.
7. Take the cake out of freezer and finish decorating the cake. (To keep the cake fresh, insert toothpicks along the perimeter and in the middle section of the cake 1,5cm deep. Cover loosely with foil or cling wrap and place in the refrigerator.

On the day of the Party

1. Decorate the outdoor area.
2. Make sure you have your index card with your party schedule close at hand at all times.
3. Pick-up the cake from the bakery.
4. Collect the helium-filled balloons.
5. Prepare foods and beverages that could not be made ahead of time.
6. Take plenty of pictures and videos to record this special day

Decorating tips

Decorating becomes quite easy once you have a theme!

If you are planning for example a fairy theme, and you can't find fairy merchandise for every aspect of the décor, then you can just use the colour you would associate with fairies, say pink, silver and white. You could then have pink, silver and white balloons, tableware, hats, serviettes etc…

If your theme is your child's favourite TV character, then take some time and watch a few episodes of his/her favourite TV show. Here you will get lots of ideas of how you can re-create a little of the magic. Most shows have their own web sites and they are well worth a visit (see Kids Club). If your child loves for example, Thomas-The-Tank Engine, you can use anything train related. You could make railway tracks on the grass using cake flour, or use chalk on paving. It's easy to make railway signs and place them around the garden. Using old boxes you could make railway stations or even a train. The possibilities are endless!

Below are some general décor tips, but they can be easily be expanded using your imagination and taking some cues from your theme. For some inspirational ideas you can also visit our Bulletin Board for some tried and tested decorating tips & ideas submitted by parents.

Balloons & Streamers

Balloons and streamers quickly create a festive atmosphere.

It's a great idea to put balloons on the front door or on the post-box to make it easy for guests to see where the party is, you could even make a balloon arch for the entrance. To make a balloon arch fill the balloons with helium, attach them several centimetres apart to a long piece of curling ribbon and anchor ends to the floor at the entrance / doorway. To create the best effect with balloons, hang them in bunches. Attach balloons to light fittings and hang them in doorways or anywhere else that you can think of. Always remember Balloons can be dangerous to babies and toddlers especially if they burst, so pick up burst pieces immediately. Use colourful string or ribbon to tie balloons together, and curl the ends by pulling the ribbon between your thumb and the blade of scissors. Helium filled balloons should only be collected on the day of the party to ensure they float well. Another good idea is to tie some balloons to the birthday boy or birthday girl's chair to mark their special seat.

For a quick dash of colour you can decorate with streamers. If you like you can twist them or keep them un-twisted the choice is yours, to create colourful two-tone streamers, put two different colours of streamers back-to-back and twist them. Using about 8 streamers (dependant on size of room), you can attach them to your walls. Attach them to the walls, mounting them in corners and on opposite-facing walls then attach them to the ceiling or light fitting in the centre of the room. If you attach your streamers to a light fitting add a bunch of balloons to finish it off. If there is no light fitting, tie a bunch of balloons together and attach the balloons to the ceiling where your streamers meet.

Wall decorations

If you want to make large wall decorations but only have small pictures, borrow/rent an overhead projector from you local school. Trace the picture you have onto an overhead projector sheet. Then put a large sheet of paper on the wall, and project the picture onto the sheet of paper. Adjust the projector until the picture on the wall is the right size, trace the outline. Using paint you can do the final touches to create a wall decoration your child can be proud of!

Decorating the party table

If the party is to be held outdoors, ensure that the party table is out of the wind and in the shade. The decision of whether to set the table completely before the party is yours to make, but to create a visual impact it is probably better to have all the party ware (plates, cups, serviettes etc…) on the table when guests arrive. If your child has any toys that compliment the party's theme, it's a good idea to display them for added visual effect. Name cards are also a good idea so that each child will know where to sit; this will help prevent hurt feelings as not everyone can sit next to the birthday child. Party favours or party boxes marked with the names of guests can double up as place settings.

Please remember that anything made out of crinkle paper should be kept out of the reach of sticky fingers and liquids, to prevent children going home with permanently stained clothes.