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A step by step guide to planning a children’s party

A step by step guide to planning a children’s party

Date: 12th August 2021 | By: Kelly and Debbie

Planning A Children’s Party?

Here’s our step by step guide to help you.



When planning your children's party think about what is going to help make it stress free for you and fun for the children and then prioritise putting that into action. Use your budget wisely!

Party food is important but realistically will only take up 15 minutes (at the most!) of your party, so keep it simple. Decorations are fun but do you really need to blow your budget on that balloon arch?

Most people prioritise entertainment for their party as they see this as the most important element, children need something to do at a party!

Check out our awesome party packages.  At Kelly and Debbie – Entertainers we have great party packages to suit all, stress free options that mean you can enjoy the party too. With over 8000 performances you are in safe hands.


Where To Have Your Party


When considering where to hold your party think about the age of the children that will be attending and how many you would like to invite.

Venue Party. The best idea is to hire a venue ie Community Centre – Sports & Social Club -Function Room or similar. Take into account when booking a venue that you need set up time and clear up time.

House Parties. For small parties you could consider having the party at home - remember to think about what space you have at home to host the party.  A small family gathering for a 1st birthday is very different to a class full of 6 year olds! If you are booking an entertainer, they will need space to set up too.

Depending on the size of your house, you may end up having to move furniture and then there is also the cleaning up after the party to think about.

Garden Parties during the summer are a great option.  Don’t forget to have a contingency plan in place in case of bad weather! Perhaps you have an outside covered area you can use or a small gazebo that could be put up.


Best Time Of Day To Have Your Party


Time your party to fit in with eating times. For example, 11-1pm or 4-6pm. Then the party food can be served at lunchtime or teatime.

Party times of 1-3pm or 2pm-4pm are not the best times to have a party, it doesn’t fit in with lunch or teatime.

Parties in the middle of the day also mean that families you invite are limited to doing anything else on that day. A morning or late afternoon party allows busy families before or after your party to fit in other family commitments that may be happening on that day.

Check the date and time of your party does not clash with any big events, important sporting events or local events that may stop people from attending your party.


Length Of Party


The most popular length of most parties is two hours. this gives time for guests to arrive, allows time for fun and entertainment and a break for food.

We offer different party packages providing entertainment  for the full 2 hours., one hour or 45 minutes.

It’s important to arrange with your entertainer when they are going to arrive and how long their show will last. Make sure the entertainment fits around food being served and other activities going on at the party, as it’s important that they don’t clash.




Once you know where you are holding your party and at what time, you can then send out your invitations.

There are lots of ways to do this you can make your own invitations, buy invitations, send an email, or message

Be warned that paper handout invitations are great but often get lost or hide in the bottom of school bags!

Essential invite information should include your child’s name, the name and postcode of the venue, start & finish time of the party, how to RSVP and your name and contact number.

Added extra questions could include any dietary requirements, whether siblings are welcome.

With all Kelly and Debbie – Entertainers party bookings we now include access to a great free virtual photo invitation that you can use to message or email guests. Virtual invites are also a great way to give your guests a little nudge and reminder to RSVP.

TOP TIP – some people may forget to RSVP. Make sure you have enough food boxes and party bags made up to accommodate everybody you have invited.




If you are planning on doing activities at the party yourself, have a plan in place before the big day.

When planning your activities consider the ages of the children attending and what props and materials you may need.

If you are booking entertainment, once again consider the age of the children attending the party and what type of entertainment is suitable. Good professional entertainers will advise you on the best options for your party.

Here at Kelly and Debbie – Entertainers we have loads of experience of working with all ages and awesome party packages to choose from.



Setting Up Your Party Venue

It’s the big day and time to get this party started!



Be realistic with your budget and decorating skills! Check out with the venue beforehand what you are allowed to put up.

If you are feeling creative, you and the birthday child could enjoy making some decorations before the party.  Not feeling that creative?!  then supermarkets and online retailers stock lots of party decorations, banners and party tablecloths.


Venue Layout

Think about the different areas you need to make your party run smoothly.

These areas need to include an entertainment area, tables and chairs set up for eating and somewhere for parents to sit.

The general way to set up  is to have entertainment at one end of the venue, food tables the opposite end and then place chairs for the parents around the edge of the hall, leaving the space in the middle for dancing, games and entertainment.

Don’t forget an entertainer will need access to a plug point, their area needs to have space for them to set up their equipment and also space in front of that area for the children to dance, play party games and watch the show

It’s a nice idea to have a table close to the entrance of the hall/venue, so those guests who have bought a gift for your child have somewhere to put the gift when they arrive.





As we come out of Covid, to keep everyone safe and hygienic its best to avoid buffets, which are very hands on and food that needs to be passed around.

We would recommend cardboard snack boxes that can be pre-prepared before the party and filled with all the children's favourites. You could include a sandwich, packet of crisps, tasty treat, small cake or biscuit, fruit and a bottled drink.

Snack boxes are easy to hand out at the party and they avoid you “over catering” and having excess food left at the end of the party. Excited children often don’t eat as much as you think they will !

Decide before the party whether you are going to offer food and tea and coffee to the adults attending the party.



Birthday Cake


Of course, the birthday cake is a very important part of the party. Remember you will need a lighter or matches to light the candles.

Pre-covid nobody really thought about blowing candles out on a birthday cake. Post Covid it is more of a consideration. Think about how you would like to manage this. An idea is to bring out the birthday cake alongside a cup cake. Everyone gets to see the birthday cake and sing happy birthday, but the cupcake acts as the "candle cake and  has the candles on it lit and ready to blow out.




Everyone wants their party to be the best it can be and to be the talk of the playground.  There are some little things at parties that can become a big distraction and will inevitably end up causing arguments, tears and you having a headache within 10 minutes!  Which is not what you want.

The top distractions are

Balloons loose on the floor – best to tie them up high out of reach (or not have them at all)

Children’s toys and footballs – Avoid taking toys from home to the party. Before the party starts cover up or put away any toys left out by the venue.

Noisy blowers and whistles- Save these for the party bags you give out at the end of the party.

Party Area. If you are in a venue that has access to an outside or separate area, decide where you  would like the children to be for the duration of the party,  Having everybody in one area is better than children going between different rooms.

Presents. Your child is going to be very excited and some get overwhelmed with so much happening.  Allow your child to enjoy and take part in the party as it is happening and save present opening for after your party. Later on at home your child will appreciate the time to sit together as a family and open their gifts.  It also give you the opportunity to see who has given gifts and to organise thankyou notes etc,


Let Us Help You

Remember here at Kelly and Debbie - Entertainers we have years of experience at organising and performing at children's parties.

Contact us now and find out how we can help make your party a roaring success.

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