Party Planning Checklist
Stay organized planning for your child's birthday with this sanity-saving checklist.
4 weeks before the party...
e Choose a party theme with your child by going to the www.partypacme.com website. It’s that easy! Order and pay for your theme online with our safe and secure payment system and the party decorations will be delivered to your door. Make this extra special by requesting the pack be addressed to the Party Girl or Boy’s name.
e Create the guest list. Enlist several adults to help the party run smoothly. For three to five year olds, you'll need one adult for every four children, and for six to ten year olds, one adult for every six children.
e Pick the party date and time. Parties are generally 1 1/2 to 2 1/2 hours long.
e If the home venue is too daunting a good party venue is your local park – make sure to get there early though to get a good spot with shade and preferably table and chair facilities. Remember to check the park has modern clean toilets and baby change / disable toilet facilities.
3 weeks before the party...
e Send the invitations. A good rule of thumb is to only invite as many friends of the child (excluding family of course) as the child’s age eg. 4 year old – 4 special friends etc. One year old parties are more about the adults and celebrating surviving the first year so everybody tends to be invited!
e No need to worry about decorations as everything you need is in your Party Pacme box. Organise loot bag fillers and prizes.
2 weeks before the party...
e Decide on activities and games to play. Consider the age of the children and plan games and activities accordingly. Plan more games than you expect to use in case you run out of activities before the party is over. See our complimentary ‘Party Games Ideas’ Sheet.
e Plan your menu. Remember that parties are not a good time to introduce new foods to children. Make or buy familiar favourites. See our complimentary ‘Party Recipe Ideas’.
e Arrange for extra help on the party day from friends or relatives.
1 week before the party...
e Order cake from a bakery if you are not baking your own. If you choose to make the cake yourself bake and freeze.
e Make any other foods that can be made ahead of time and store foods in the freezer.
2 days before the party...
e Write out a final schedule of activities for the party.
e Buy remaining food and beverages for the party. Buy film and videotape. Check batteries for the cameras.
e Decorate any indoor areas (save outdoor decorating for the day of the party).
e Prepare food that can be made ahead of time.
Day before the party...
e Finish decorating the cake, or pick up the cake from the bakery. Make sure you have plenty of candles and matches.
It’s Party Time!
e Prepare foods and beverages that could not be made ahead of time.
e Set up any outdoor decorations and craft areas.
e Plan a nap for your child - and yourself! after the party.
Remember, young guests will be excited and mishaps may occur. Keep your sense of humour, and even if not every aspect of the party goes off as planned, the most important part is to enjoy the day as you celebrate the life of your child!
Children’s Party Food Ideas
I The time of day for the party will influence the type of party food that you may want to provide. If you are going for mid morning or mid afternoon, snacks will be fine. Think about how much you and the kids would normally eat around that time of day. Plan how many kids are coming and allow 3–4 different savouries plus 2-3 sweet party food choices as well as the cake. Don't forget that some kids have ALLERGIES especially to nuts, but in general their parents should inform you of this before hand.
I Prepare as much party food as you can in advance. Make use of your freezer if you have one, as you really won’t want to be doing much cooking on the day. Leave yourself time to be having fun with the kids.
I Discuss with your child what party food she/he would like and allow treats to make the day feel special. If you are having a theme party this may well dictate the sort of food that you might choose. Finger foods, especially for the under 7's, are much more child friendly and practical than a child balancing a plate of food on their laps. Younger kids are also likely to eat more if they can come and go to the food table.
I If you want to get a little fancier, visit the many cooking websites for thousands of recipes to inspire you. Food can also be designed to fit with the party theme. For instance, chicken wings become "pterodactyl wings" for a dinosaur party, punch can be a "love potion" for a princess party, chicken tenders can be "golden nuggets" for a pirate party, you get the idea.
I Allow 2-3 drinks per child although that will change according to the weather and how boisterous the activities are. Make sure that disposable cups aren't too flimsy, as little kids paper cups tend to get a bit soggy round the lip and thin plastic ones tend to get crushed by little hands. The same applies to paper plates. You could write names on each cup and plate (or stick pictures on) to save mixing them up as the kids always forget which one is theirs.
I To bake or not to bake. Ask yourself how much time you have, how good your cooking skills are and what is your budget. I tend to do a mixture of both shop bought and homemade party food. Sometimes shop bought party food works out cheaper if you buy the shops own brand and in bulk and obviously saves a huge amount of time and energy. Buy foodstuffs that have a long shelf life or are freezable so then there is less wastage. Or you could do a mix such as buying a packet biscuit/cake mix and decorating the goodies yourself. Your child will love to help I'm sure!
I Some of the supermarkets produce excellent packet mixes which just need water, eggs and oil.
I Where you are going to set up the party food table and where do you want the kids to eat?. Remember, if it's a buffet the guests will need somewhere to sit. You could lay down a big mat which all the kids sit on and have an indoor picnic if it's too wet/cold to be outdoors. Set up an outdoor table with food for the adults and smaller children’s tables for the kids. Try to keep food in a cool shady spot and be aware of all good food hygiene issues.
I Make sure pets don’t have access to the food as many a hungry dog or cat has invited itself and spoiled the party food! It is a good idea to secure all pets away from inquisitive children and noise as some animals may become distressed by all he excitement.
I Will some of the parents be staying for the party? I don’t usually cater specially for the adults but if you have the time it's nice sometimes to prepare one party food item that is more adult appropriate although adults still like hotdogs, chips and popcorn! Maybe a platter of assorted cheeses, dips, crudités and crackers.
I At the end of the party you won't feel like cooking for the family so make sure that you have something ready cooked in the freezer.
I Cake
Sometimes the simplest designs are the best. A favourite cake for younger children is just a simple chocolate iced sponge, covered in smarties. Usually the smarties get eaten and not the sponge but if you haven’t spent hours on baking it, who cares. You could even buy a packet sponge and decorate it at home to save on time. One tip is to be wary of food colouring. Some of them can really stain mouths and fingers not to mention the hyperactivity that they can cause in some kids.
A PPS Don't forget the candles.
ä Party Recipe Ideas ä
* Savoury Party Food *
- Raw Carrot/cucumber fingers with mayonnaise dip
- Pizza slices or mini pizzas cut with a pastry round. Stick to plain tomato and cheese and use tomato paste or sauce rather than slices of tomato which invariably get pulled out by the kids. Same applies with too many sliced vegetables.
- Mini cheese muffins
- Salty popcorn (be careful with younger children who may choke on this)
- Mini hot dogs or hamburgers. Younger kids generally prefer the soft rolls.
* Sweet Party Food *
- Chocolate crackles dotted with smarties
- Ginger bread men with the children’s initial on
- Meringues – add a bit of colouring to one half of the mixture so you can have different coloured meringues or drizzle with melted chocolate – very yummy!
- Cup cakes – add lots of coloured sprinkles or mini m&m’s. The kids just love these.
- Seedless grapes, strawberries, melons. Leave as they are or make mini fruit kebabs
- Ice-cream. Cones are much easier than bowls or ice blocks. Decorate with sprinkles or a drizzle of chocolate sauce. If you have time you could drizzle a little melted chocolate in the bottom of the cone and allow it to harden. This stops dripping cones. Have plenty of napkins available anyway!
- Fairy Bread
- Mini vanilla yoghurt for those who don’t like ice-cream
* Party Drinks *
Some families ban fizzy drinks because it makes their child hyperactive. Bear this in mind and make sure you offer a selection of different drinks. I have tried not offering fizzy drinks at all and the kids were quite happy. Make the drinks look exciting with bendy straws, paper umbrellas (older children only) or coloured ice cubes. It is also a good idea to write each child’s name on their cup to avoid confusion.
- Water, water, water!
- Fruit juices: apple, orange, grape – make sure there are no bits and water down to a ratio of 50% juice, 50% water – most parents prefer this. Re-use pop top bottles for less mess & these can also be named for each child if required with a colourful sticker.
- Home made Fruit Punch
- Milk shakes (check for ALLERGIES)
- Ice-cream Spiders
- Something for the adults? Depending on the time of day a glass of wine might go down well or even a cocktail! Light Beer is usually appreciated too! Make sure you offer soda or mineral waters as well for the adults who like to add this to their wine.
- Also Coffee and Tea should be available – just watch hot drinks are not in reach of the children.
ADon’t Forget!
Camera and Video / Movie Camera. Make sure you check the batteries in both and that you have film for both – there is nothing worse than not being able to capture the moment and for precious family memories – adults love looking back at their childhood photos.
If you want something quick and easy and which the kids can use, why not buy a load of disposable cameras. The quality is usually excellent and they are also a brilliant party idea for older kids or as take home gifts.
Thank you to your helpers
Isn't it great when people give us a helping hand during the party planning and organising but isn't it so easy to forget to show a really appreciative thank you afterwards? I don't just mean words as sometimes a specially thought out gift can really make someone's day.
Cake Candles
No need to worry about forgetting these as they are already in your Party Pacme kit, however if you have a special candle you would like to use don’t forget to pack it as well as something to light them/it with!
First Aid Kit BE PREPARED. Accidents will happen. Cut knees, bumped heads, the squashed finger and the child who feels sick from eating too many sweets. Check that you have at least the basics such as bandaids (various sizes), bandage, tweezers, scissors, disinfectant, alcohol wipes and a packet of frozen peas in the freezer (good for bumps). Remember though not to administer any medicines to a child that is not your own without first checking with their parent(s). Plan what you would do if a child needed to go to hospital for stitches for example – will there be enough adults to keep the party going safely if you had to leave?
'Contact details for your guests parents
No doubt you will already have most of the contact details especially if the kids are regular visitors to your house and the under 5's are usually accompanied by their parents anyway. But sometimes the details gets mislaid and little Xavier will happen to break his arm or Ruby starts screaming for mum just when you can't get hold of their parents.
Party Pacme Party Games Ideas
A list of tried and true party game favourites to make your next celebration a little more exciting!
What’s the time Mr Wolf?: Little ones just love the excitement and anticipation of this one. You or another child can be Mr Wolf and as you walk away, the children all follow you. They then say loudly “What’s the time Mr Wolf?” and the wolf replies “It’s 3 o’clock” or any time that you wish. However, when the wolf answers “It’s 12 o’clock and dinner time”, all the children have to run away with the wolf running after them. The person Mr Wolf catches or the last one home is the next Mr Wolf. (This can also be Miss Wolf)
Pass The Parcel: This one is very easy for little ones. Wrap various small inexpensive prizes between each layer of paper. It helps if each child gets a little prize so no one feels left out. These can be stickers, m&m’s, hairclips, stick on tattoos etc. and have a favourite cd such as Wiggles or Hi-5. Play the music and when you pause, the child who is holding the parcel unwraps one layer to reveal a prize. Start the music up again and play resumes.
Hot Potato Pants: This is a hilarious kid party game when played by both boys and girls – adults love it too! Before the party, collect together a variety of clothes such as hats, dresses, shorts, frilly tops, cloth nappy and so on, and place them all in a big bag. Sit everyone in a large circle and as the music plays, they have to pass the bag around like a hot potato. As soon as the music stops, the person left holding the bag has to put his hand in (no peeping) and pull out an article of clothing, which he/she then has to put on. The game carries on till all the clothes are finished and the prize goes to the one voted as the funniest dresser. Have your camera ready for this one!
Scavenger Hunt: This is a great kid party game if you need some time to get the food ready and don’t want the children milling round you. It is best played in a park or wood unless you have a very big garden. In advance, make a list of twenty things that the children have to find, such as a yellow leaf, lolly wrapper, bus ticket, pebble. Each player (or more if they are in teams) is given the list and a bag and then has twenty or thirty minutes to find all the items. The winner is the first person or team to return with all the objects ticked off
on their list.
Duck, Duck, Goose: All of the children will sit down in a circle facing each other; they are now the "Ducks". Pick one child to be the Fox. The Fox slowly walks around the outside of the circle, gently tapping the other players heads while saying "Duck" each time he/she taps. After one or so times around the circle, the Fox selects a "Goose" by tapping a players head and calling "Goose!". The Goose quickly jumps up and chases the Fox around the circle, trying to tag him before he can get to the spot where the Goose was just sitting. If the Fox succeeds in taking the Goose's place he is now safe and the Goose becomes the Fox. If however the Fox is tagged while running from the Goose, he must start the game again.
Simon Says: One player is the leader and orders the other players to make motions by saying "Simon says thumbs up" or "Simon says hands on your head." The leader also makes all of these motions. If he omits "Simon says," however, and just orders "Thumbs up," the players should not make the motion. Any player who does is out of the game. The winner is the player who remains in the game the longest.
Face Painting: Face painting is an excellent icebreaker game that gets the kids into the party mood. If you've got lots of little girls coming, you can set up a fingernail painting station with a couple of different non-toxic nail polish in bright sparkling colours, sparkling lip gloss station, and a glitter blush or eye shadow station. You can also find all sorts of theme-related temporary tattoos.
Playdough: Playdough is an excellent icebreaker game at parties of all ages. You can prepare your own playdough or buy a few containers of Playdough and all kinds of cookie cutters (enough for each guest to have one). Before you begin, be sure to put a protective covering on your play surface so it doesn't get damaged. Then, place a small amount of Playdough and one cookie cutter in front of each guest. You can also add paddle pop sticks and rolling pins as well. This activity is sure to keep their hands and imaginations busy for a while. Later your guests can take their cookie cutter home as a reminder of your wonderful party!
Musical Chairs: For this classic kid activity, use either chairs, cushions, hand towels, small pillows, flat - folded paper bags (that can be cut into a shape and decorated to fit a certain party theme-for example, a lily pad, island or treasure map for a pirate party, dinosaur eggs... etc.). Put out enough chairs for all the players less one. The kids dance and move about as the music plays, and when it stops they scramble for a chair. After each round, the player that did not find a chair must sit out. A chair is removed until finally there is just one left.
Pin the Tail on the Donkey: You can really get creative with this birthday kid activity. Using your party theme, select two objects to work with. For example, Dinosaur Party - pin the tail on the T-rex; Tea Party - Pin the cup to the saucer; Pirate Party - pin the patch on the pirate, Fairy Party – pin the wings on the fairy, etc. Then each kid is blindfolded and you have to see who's the closest in pinning.
Limbo: "How low can you go?" Set up a bar that can be raised or lowered, or have two people hold the bar. Play some music in the background (you can have music that fits your theme) and have everyone take a turn going under the bar. Everyone must go under the bar facing forward and leaning back! This is one of the harder birthday games, but the lower the pole is lowered the harder everyone laughs! You can also do this under a stream of water from a hose.
Guessing Game: Using the party theme, select items to put in a jar and let the kids guess how many are in the jar. The closest guess wins. For instance, for a Pirate party you can call it "Guess the gold coins in the chest", for a Princess party call it "Guess the pearls in the jewel box", etc.
Animal Charades: Start by collecting pictures of animals, cut them out and place in a bowl or hat. Toss them around to mix them up. Have one player pick a picture out of the hat or bowl but not show it to anyone. Then, that child gets to pretend to be that animal. The rest of the players guess who the child is pretending to be. Then, it's the next child's turn!
Musical Statues: Children (and adults) stand in a circle. When the music starts the players dance or walk in a circle. When the music stops, everybody stops moving. Anyone who moves, quivers, shakes etc is out. The winner is the last one still playing.
Cool Down Activities: When you're getting closer to the end of your party, it's time to calm the kids down. Some ideas include: storytelling, hunt for party favour bags, sing songs. Anything you can think of that scrapes the kids off the ceiling is a good idea.
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