First decision ... Plan it Yourself or hire a Party Planner

6 weeks:

• Select the Party Date & Time
  • Check the calendar and take note of holidays and school vacations
  • Party time should be determined by your child's schedule; it's best to catch your child at his or her peak energy level
  • Recommended length of a party: 90 minutes
• Select the Party Location
  • Preschoolers feel most secure in familiar environments. So, if selecting a location outside your home, consider a favorite restaurant that also has a private room, the zoo, or any other place that means something special to your child
  • If planning a party in your home, define the party area and pick with your child those toys to share and those to keep out of sight for the party
  • Planning an outdoor party? Be sure to think ahead about a rainy day alternative
• Choose a Theme
  • Do-Together! Choosing a theme together will get your child excited about the party!
  • Themed paper goods, balloons, and favors are readily available for many of the licensed characters from books, games, TV shows, and movies that your child likes
  • It's a good idea to buy paper goods in the theme you've selected now to insure that you will get the quantity you need for your party
• Plan Activities & Book Entertainment
  • Guests typically arrive within the first 15 minutes, so plan a welcoming activity that's easy for kids to join in at different times. Try this: Give each child a sheet of stickers so they can decorate their nametags. Or have kids help decorate a birthday banner with crayons and stickers
  • Follow this first activity with 45 minutes of organized entertainment, games, or other activities. Save the last 30 minutes for refreshments, birthday cake, and handing out party favors
  • Preschoolers' attention spans are limited, so have entertainment that is very interactive. Music and movement activities - such as a guitar sing-a-long and gymnastics - are great choices for this age
  • When working with an entertainer, request that your child be made to feel special and be sure to check references!
  • Large costumed characters and clowns can sometimes scare preschool children. Have clowns put on make-up as part of their act and position large costumed characters in a special place so they will seem less intimidating. When hesitant children see the others having fun with the character, they will begin to approach it and join in

4 weeks:

• Create a Guest List
  • The number of guests you invite should be determined by party space limitations
  • Keep in mind that parties for preschoolers often include an accompanying adult
  • If it is necessary to cut down on school friends, consider inviting either all girls or all boys
  • You shouldn't necessarily invite your friends and their children unless you are certain your child and their children are also good friends
  • Your guest list should include three columns: telephone numbers, RSVPs, and gifts (with space to check after a thank-you note has been sent)
• Create a party budget
• Decide menu & drinks
• Create menu & grocery list
• Create party supply shopping list
• Book entertainment
• Pick a theme and decide if you want a formal or casual party
• Pick a date and time
• Do-Together! Purchase your supplies
  • Decorations
  • Paper Goods Plates
  • Napkins
  • Utensils
  • Serving Platters or Trays
  • Table covers
  • Streamers
  • Balloons
  • Centrepieces
  • Piñatas - Great fun with an old traditional game!
  • Party Favours
  • Prizes for Games
  • Remember, it's always wise to have a few extras
• Do-Together! Send Invitations
  • Your child will enjoy helping choose and stamp the invitations
  • Keep in mind that square and undersized envelopes generally require extra postage; check with your post office to insure postage is correct
  • Be sure to include directions and RSVP information
  • Use your guest list to keep track of RSVP's as they arrive

3 weeks:

• Enlist party helpers
• Gather owned party supplies (banners, utensils, platters)
• List other supplies needed
• Order rental equipment
• Buy film & video tape
• Buy piñata candy & fillers
• Place RSVP guest list & pen by the phone
• Order a birthday cake if you're buying one
• Plan and prepare your menu. Parties planned around meal time should include healthy food and not just cake and ice cream. Parties that are not planned during meal time can be cake, ice cream and beverages only
• Plan your activities Pick age appropriate games. Remember that children under 3 have a smaller attention span. They don't always like to share or wait their turn and would be happy just sitting around playing with their friends and toys. Plan on a few extra activities in case everyone wants to play more.Better to have too many than too little
• Make arrangements for help -like caterers, servers, teenagers to help with kids parties, etc

2 weeks:

• Order helium balloons
• If there is any food that can be prepared and frozen in advance then do so now
• If you're having a theme, get together any suitable decorations e.g. posters, disco balls
• Purchase Party Favors
  • Be sure to check packaging for age appropriateness and have a few extras on hand for any unexpected guests
• Do-Together! Choose and order a Cake
  • Talk with your child about whether to have a theme cake or a traditional cake
  • Chocolate and vanilla are always favorites. If your child likes both, have one layer of each
  • Avoid nut flavorings as some children may have food allergies
  • In determining the size of the cake, include the adult guests in the count. However, the size of the pieces for the children should reflect their age, so you can safely go lower than the full guest count
• Secure Help
• It's a good idea to have someone to help you take coats and gifts, serve refreshments, and assist in any unexpected situations
• Having someone to help out will insure that you can spend time with your child during the celebration
• Ask someone your child knows, like a babysitter, a teacher, or a relative
• Order Rentals
  • Home parties may require kiddie tables and chairs, a coat rack, a table for adult refreshments, and an electric coffee urn for adult guests
  • Don't forget the jumping castle!
  • Schedule deliveries for the day before your party so you'll have time to check that your order is complete

1 week:

• Confirm cake order
• Confirm helium balloon order
• Write party-day schedule
• Do any heavy cleaning
• Buy candles
• Bake & freeze unfrosted cake if making your own
• Buy freezable foods
• Call non RSVP guests
• Prepare a final list of the menu items, games, prizes and paper goods and ensure that you have enough for each guest plus extra
• Do-Together! Purchase food and beverage items that don't need to be prepared or can be prepared and frozen until the party. (Finger foods work well for everyone. Children's favorites: chicken nuggets, fun-shaped sandwiches, pizza, and juice boxes. Adult favorites: mini-wraps, fruit kabobs, cheese and crudités platters, individual waters, sodas, and coffee. If scheduling a food delivery, arrange for food to arrive the day before the party.)
• Check with and confirm all orders for food items ordered for the party.
• Find the camera or video camera and be sure to have enough film, memory cards, extra batteries or charge your camera batteries
• Some foods can be prepared now and will hold nicely until the party - be sure to consult your recipe or someone who knows food
• Be sure to have extra batteries of all sizes in case the birthday person gets something that needs batteries and they were not included. Nothing worse than having something to play with and no batteries
• Clean out your fridge to give you more space for party food and drinks
• Buy non-perishable food and drink items and plastic cutlery, cups and crockery
• Double-Check Your First Aid Kit
• Select Party Music
  • Lyrical classical music creates a nice tone for the onset of a party. It's conducive for conversation and doesn't overexcite the children.
  • Play your child's favorites while they are eating

2 days:

• Clean party area
• Buy extra garbage bags, foil & plastic wrap
• Arrange party favors
• Confirm entertainment
• Confirm Orders & Delivery Times
• Make sure you have a contact name and number to call if necessary on the day of the party.
• If the party is outside your home, include a venue contact name and detailed directions for the delivery person. These deliveries should be labeled with your name and time of party.
• If serving pizza, arrange for it to be delivered approximately 15 minutes before the children will actually be seated. Request the pizza be pre-cut into "child-size" slices
• Fill piñata
• Defrost frozen foods

Day before:

• Decorate... it will make the day of the party less stressful. If your party is outdoors then you should wait for the day of the party to decorate
• Prepare food that will refrigerate well overnight
• If your party is early in the day then you can probably pick up the filled balloons - check with the people doing them and they will let you know. Ask for high float in your balloons - it helps them last and fly higher
• Be sure to defrost items made ahead and frozen. Purchase ice if you have the room for it in your freezer.
• Use an ice chest or big tub to fill with ice and canned or bottled beverages
• Clean bathrooms
• Wash outdoor surfaces
• Childproof party area
• Set up games or activities
• Set out party favors
• Arrange food delivery
• Pick up the birthday cake or Defrost cake before bed
• Make Nametags
  • Arrange in alphabetical order near the door so you can easily locate names as guests arrive. Doing so will allow you to quickly tell how many guests are still on their way.
  • Nametags will make guests feel special, because everyone will know their name!
• Give them sheets with stickers on to decorate the tags themselves
• Do-Together! Lay Out Party Clothes
  • Involve your child in the selection to avoid any surprises on the special day

Party Day:

• Put plenty of binliners around the house so that people can throw away sweet papers, etc
• Put out food and drink and use paper tablecloths - it makes cleaning up a lot easier
• Clear away any valuables which might get smashed
• Pick up cake, ice, balloons
• Frost & decorate homemade cake
• Decorate outdoor areas
• Gather serving pieces
• Have camera ready
• Prepare perishable food
• Check bathroom for needed supplies (toilet paper, hand towels, soap)
• Secure pets as needed
• Have a cup of coffee or tea then go over your lists one final time.
• Prepare the activities and the prizes
• Small children will need a nap before the party
• 10-15 min. before guests arrive - set all food and beverages out
• Be sure to take time out for yourself to rest and relax before the party
• Set Up Tables & Decorations
  • Lunch plates should be at each seat, but cake plates can be stacked near the cake
  • Use the cake as the centerpiece for the birthday table so it can be enjoyed throughout the party Put candles, matches and a cake knife in a convenient, out-of-reach place
  • Place adult refreshments on a separate table and position it as far away as possible from the children's entertainment area. This will lessen the chance of adult conversations becoming a distraction to the children's program
• Finish Last minute details
  • Place balloons by entry way to let guests know they've arrived at the party
  • Decide where to keep gifts and coats and where to keep party favors, which should be easily accessible for distribution at the end of the party
  • Keep your first-aid kit nearby
  • Turn on the music and let your child's fun begin!