Party Planning Blueprint
What to do to ensure a successful party
Timing your party correctly can sometimes make the difference between a good party and an amazing party and in some instances bad timing can end in catastrophe.
Date
I once performed at a birthday party that was slap bang in the middle of the most popular long weekend break of the year. Invitations went out late and 35 children were invited to the party but only 6 arrived on the day leaving a very unhappy birthday girl.
Tip 1 check the date does not clash with something that would restrict your guests arriving
What time should the party start?
The most popular time for a birthday party is 14h00 to 16h00; it somehow seems to be the universal party time. The problem with having your party at this time is that everyone else is also planning their party between 14h00 and 16h00 and the laws of supply and demand start working against you.
There are a limited number of party venues and a limited number of entertainers; by being flexible on your timing you are more likely to get the venue and entertainer of your choosing.
Tip 2 try a morning party 11h00 to 13h00 is a fantastic time and you are more likely to get the providers of your choosing.
How long should my entertainment be?
This depends on a few factors, namely the age of the birthday child, the size of your venue and any plans you have in mind for the day.
Ages 5, 6, 7 and 8 will love a full party package. At this age the children can interact and feel part of the show so 2 hours of entertainment with a break for some birthday yummies works fantastically. This is the age to pull all the stops out with as once your children get past 8, the parties take on a whole different feel. This is the perfect age for the kids to enjoy being kids.
Children’s entertainers for ages 3 to 4
3 and 4 year olds love entertainment but keep away from birthday clowns at this young age as some children feel frightened by the makeup and larger than life characters; also avoid any loud entertainers who may use bangs in their shows. At three and four children are shy of strangers so an entertainer using participation where children need to get up and help can also not be as successful as one would hope.
At this age the average attention span is between 35 to 45 minutes and that is why schools have 35 to 40min periods and then a break as that’s the golden attention span time of the three to four age groups. An experienced childrens entertainer will be able to keep this age group for a maximum of one hour before you get little ones start losing attention and wandering around.
If you have some children wandering around it distracts the other children, breaks the flow of the entertainer and can result in disruption to the party. you may be tempted to look for birthday entertainers who offer a full party package with two hours of entertainment at the party, this is not always the best choice for both your pocket and the party
Experience shows me that the 60 min activity is most appropriate for this age group and I have provided a party formula for your consideration.
This formula has proven successful at hundreds of birthday parties and the children get the maximum enjoyment out of the party.
Here is a suggested party running order for your party, I am using random times but you can substitute yours when decided.
Party running from 14h00 to 16h00
14h00 children arrive.
There will always be late comers and when the children do arrive they are so pleased to see one another and there is excitement giving a gift.
You don’t want an entertainer pulling the children to one side and sitting them down, allow the children to meet and greet and run off a little steam, believe me they will entertain themselves for the first half hour.
14h30 start the entertainment
By now all the guests have arrived and said hello, the entertainer begins before the children start getting bored and entertains them until 15h30, this is the ideal attention span for the 4 to 5 age group.
The activities are fast paced to keep their attention and full of participation, balloon animals, musical activity games, colour, stories and comedy antics.
15h30 sing happy birthday
Sometimes as adults it’s easy to forget what a big deal the blowing of the candles is, bring out the cake, everyone sings, blow out the candles.
This is the iconic moment and nothing says birthday better than cake and candles, make sure you get a picture showing five candles being blown out as this is the one that will be in the album.
15h40 serve the food
Birthday party food is a real treat; I suggest sitting the children down at a table or on a blanket and serving their goodies on paper plates. Don’t have a table of food and drink available from the beginning of the party as it loses its specialness, children pick at bits and bobs and you are guaranteed to have crisps, sweets and drinks spilled.
Sitting down to eat is a social activity and here again the children don’t need to be bombarded with entertainment, they chat and enjoy the party food.
By the time the children are finishing their food the mums and dads will be arriving to collect the children. Party a success!
The best part is that the sugar from the sweets only starts kicking in when the children are on their way home meaning you don’t have to deal with 20 sugar high children!
This formula leaves you free to enjoy the party as well and to take pictures and video for your family memories.
I hope this information has been useful and I wish you a fantastic party.
