Planning Children’s Birthday Parties - Emergency Plan and Thank You Notes

This is Part 6, the final post in the Planning Children’s Birthday Series. Part 1 was a 10 Point Birthday Party Plan Check List. Part 2 focused on family strategy for birthday parties, party themes and birthday party invitations. Part 3 was centred around Guest and Food Lists. Part 4 detailed Party Activities and Accessories. Then last week I wrote about Party Week and Party Day Timetables.

The final items on my birthday party planning check list are as follows:

EMERGENCY PLAN
There are so many options as to where you can host a party for children and what activities you plan for them, depending on the time of year that their birthday is. I have learnt that it is always wise to have a Plan B up your sleeve, if you have dependencies on the weather.

I have mentioned before that for Little Rascal’s soccer party it ended up raining. And it wasn’t a short shower of light rain. It poured for pretty much the whole party. Luckily though kids are no where near as fickle as adults about a little thing like rain, so with Mr Infrastructure out there refereeing, the game went on. Well for at least 40 minutes, when the referee decided that was enough!

Plan A had been to play round robin games of soccer, lunch, then some soccer skills games, cake and home. We had checked out the forecast and could see rain on the horizon so Plan B was hopefully some soccer game time, musical statues (I downloaded top 40 music under directions from the kids, which they said was songs that “everyone at school liked”, even though they weren’t to my taste!), lunch, inside balloon games (teams keeping the balloon of the ground, popping balloon to receive the lolly etc), cake and home.

I was so relieved to have had a Plan B and the resources to implement it on the day of the birthday party, because with about 18 seven year old boys in the house, it could have ended up a bit wild.

THANK YOU NOTES
I have to admit that I have only started sending out thank you notes for children;s birthday parties since I moved to Surrey Hills. It wasn’t the norm amongst my inner city friends to do this, but in the eastern suburbs it appeared to be, so I have added the task to my birthday party planning check list.

As with the invitations I like to make my own, using the design of the invitation as a base and adding a group photo of the children taken at the party. Kids love to see photos of themselves.

We went to a smaller party earlier this year and through out the party the mother made sure that she took a photo of the birthday girl with every guest and then used this photo as the basis for the thank you card. It was even more lovely to have this keepsake as the family has now moved interstate.

Do you send out thank you notes? If so do you make them yourself?

Thank you to everyone who has left comments over the birthday party planning series. I now have some great new ideas on themes, food and activities for the next round of children’s birthdays in my house!

All the posts about birthday party planning have been linked back into the 10 Point Birthday Party Plan Check List, so you an click through the different tasks from the one spot.

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Planning Children’s Birthday Parties - Party Week and Party Day Timetables.


This is Part 5 in the Planning Children’s Birthday Series. Part 1 was a 10 Point Birthday Party Plan Check List. Part 2 focused on family strategy for birthday parties, party themes and birthday party invitations. Part 3 was centred around Guest and Food Lists. Part 4 detailed Party Activities and Accessories.

Today I am going to run through how I plan my party preparation, so that on the day it runs smoothly and I have time to enjoy the party as well!

PARTY WEEK SCHEDULE
You can find a detailed example of one of my schedule’s in the attached excel file “Planning With Kids Party Plan”. This schedule lists all the key activities that need to be completed prior to the party and when they will need to be done.

Planning With Kids Birthday Party Plan

About a week before the party, I will sit down and list the key activities and spread the work over the remaining days, so that all the work isn’t left to the day before the party. This then gives me a “To Do List” for the rest of that week. I also find that just by having the list, I feel more in control and less stressed as I know what I need to do and when.

PARTY DAY TIMETABLE
This timetable is really for just for me. I love for the children’s birthday parties to be relatively free flowing for the children, especially the little ones who are not at an age for structured games.

By breaking down the party preparation into discreet tasks, I have a clear idea of what work needs to be done and when. I find this particularly useful if I am having hot food, so that it is all ready at the same time.

Another advantage of having a timetable is that if you are lucky enough to have some adult helpers around, they can use this list of tasks as a reference as to what they can do. So while I am out playing with the kids, one of my lovely sisters can put the pizzas on at the right time so the are ready for lunch and keep an eye on them!

You can find an example of a party day timetable in the attached file below. This was for Possum’s 2nd Birthday Party which had a Luau (Water) theme.

What do you do, to take the stress out of preparing for a child’s birthday party?

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Planning Children’s Birthday Parties - Activities and Accessories.

Welcome to Part 4 in the Planning Children’s Birthday Series. Part 1 was a 10 Point Birthday Party Plan Check List. Part 2 focused on family strategy for birthday parties, party themes and birthday party invitations. Part 3 was centred around Guest and Food Lists.

Today I will be looking at ideas for activities to entertain the kids and accessories to decorate a child’s birthday party.

ACTIVITIES
Activities 1 - 3 Years Old
For this age group, I like to have a beautifully prepared environment for the children and allow them to play freely with this. I have found that organising games for this age does not always work so well.

Given age appropriate props, children this age will explore, play and entertain themselves quite easily. Adults need only to keep a watch on proceedings and lead examples of play ideas if it seems that the toddlers are unsure of what to do.

With the Luau themed party we had for Possum when she was two, I had two little blow up pools full of water (it was before water restrictions!) and water play toys like funnels, jugs, scoops and buckets.

I also had two child sized tables set up with tea sets for those children who did not want to get in the pools and play with the water. The toddlers could get water from the pool and make “cups of tea” etc. I also had child sized watering cans, so those who wanted to could also walk around the garden and water the plants.


A beautiful prepared environment that I set up when I had primary coloured theme party for a one year old, was to have helium balloons in these colours tied to decorative weights around a cleared room. The balloons are a natural draw card for little ones and then in different corners of the room I had primary coloured toys set up: mega blocks, little people, a tea set and balls.

Activities 4 - 6 Years Old
At this age group they are able to participate more cooperatively in games and activities and I find need to have a combination of free play and structured activities to ensure that the party remains calm and happy.

As with the rest of the party, where possible I try to relate the activities to the theme. I will go a through two themes and the activities we played with the kids:

Soccer Party

    - Upon arrival each child had the opportunity to write their name and draw a number on a new t-shirt (provided by us) with fabric crayons. An adult then ironed the print, covered with a cloth and this would be there team top for the games and also their take home gift.
    - We had enough children to have three sides of six boys, so we played a round robin of 15 minutes soccer games. We managed three games of this before the rain became to bad and had to retreat inside.
    - Musical statues - the music was the choice of Little Rascal and to my amazement the boys all danced and really loved it.
    - Balloon Handball - We used the same soccer sides (easily identifiable as there were three different coloured t-shirts we had bought) and each team had to try and not let the balloon touch the ground.
    - All sitting down together on blankets on the floor inside (due to rain) with their individual footy pack lunch box.
    - Cake, lolly bags and home.

Knights Party

    - On arrival we had the long table set up so each child could make themselves a cardboard sword and shield. We tried to make this as open ended as possible, with a whole range of materials for them to use: large sections of cardboard, cardboard cones and tubes, sticks, boxes, plain and coloured foil, textas, elastic, staplers, and sticky tape.
    - A treasure hunt. The treasure they were hunting for was little figurines of knights.
    - Lunch was eaten banquet style, with food they could eat easily with their hands and every one sat around a long table.
    - Potion making - This a particular request of the birthday boy. We had a table set up where a couple of children at a time could make a fizzing potion.
    - Tug of War
    - Cake, lolly bags and home.

With the above activities, I always aim to have time where the kids can come up with play ideas themselves. This does need a level of monitoring though, because when you have 12 boys with homemade swords it can get a little rough! Stepping in at the right time with some direction, can allow them to enjoy themselves safely.

Activities 7 - 9 Years Old
At this age depending on the number of children you have, you can set the children up with a comprehensive activity aligned with the theme. If there are lots of children though, I find that the more active style parties, like the soccer party outlined above, work better with a larger group.

Construction
Can have two separate activities that the children can do. One is a wooden kit that can be put together using the wooden pieces provided and glue. Once created they then paint the model and can take it home with them.

The second activity is more open ended and allows for the children to make whatever they want from the materials provided. using a long table, we create a “work bench” and have a range of wooden bits and pieces, nails and enough hammers for each child. The start of this activity starts with a discussion of safety and expectations and then the adults simply help where needed, but we try to be as hands off as possible to allow the kids to create freely.

Jewellery Making
A collection of easy creations that the kids can make and then take home with them:
- Braided Wrist Band
- Jelly Bean Necklace
- Beaded Bracelet

ACCESSORIES
Decorations
I tend to keep decorations to a minimum with parties as I am quite conscious of the waste that a party creates. Theme coloured balloons, table cloths, paper plates and cups tend to be enough for us.

Lolly/Treat Bags
I tend to do two different types of treat bags depending on the age of the birthday child:

Under 3’s
I am not a massive fan of confectionery, so for this age, I tend to try and find some cute little box, bag, container that fits in with the theme of the party and then place in it a toddler fruit bar, dried fruits or home made cookie type of thing. I find that they like this just as much as a bag full of lollies and it lasts longer.

Over 3’s
By this age, I am no longer to get away with a healthy treat bag and allow the kids to make some decisions about the what they would like to go in it. I try to encourage for a small theme aligned toy and a few lollies, but sometimes the children themselves decide they would prefer not toy and more lollies. Thankfully this is not that often though.

I tend to use either brown paper bags or small cardboard noodle boxes to put the lollies in. I also get the children to decorate these using the theme of the party for inspiration. The night before the party I let them also fill them up themselves, showing them an orderly process for doing so and they love doing this.

Also Jane at Kidzarama has instrucitons and a template to make party loot treasure chests which are very cute and would be great if you were having a pirate themed party.

So what about you? Do you plan games for little ones? What has been your most successful party game or activity? Look forward to hearing your thoughts.

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Planning Children’s Birthday Parties - Guest and Food Lists.

This is part 3 in the Planning Children’s Birthday Series. Part 1 was a 10 Point Birthday Party Plan Check List. Part 2 focused on family strategy for birthday parties, party themes and birthday party invitations.

Guest List
Once we have decided upon who we are sending invitations to, I create a spreadsheet with the names of those invited. I then print out a copy and stick it up on the wall near the phone. That way even if Mr Infrasturcutre takes a RSVP call about the party, he can easily mark their response on the sheet.

I generally have my RSVP date set about four days before the party, so then three days before the party I enter in who is coming into the spreadsheet. The reason for this, is so that I can then use the numbers for calculations on quantities of food.

Food List
I try to keep food for the party closely aligned to the chosen theme and style of party. Some of my favourite menus have been:

A Long Table Banquet - Little Rascal had a knight theme, so we set up a huge banquet table and had chicken drumsticks, baked potatoes, corn on the cob and chunks of bread as the main food.

Footy Pack - Also for Little Rascal, a football (soccer) party. I bought cardboard meal boxes for each child and then placed a hot dog, 2 x meat pies, 2 x sausage rolls, serviette and a fruit juice in them. They all then sat on blankets on the floor (it poured with rain!) and ate together.

Luau - Hawaiian themed food, the details and recipes for which I have included in an attachment below.

I am a massive over caterer and to try and stem this, for the last few years I have been using the file attached below (Guest List and Food List.xls). There are two spreadsheets in this file which are linked.

Birthday Party Guest List And Food List

The Guest List spreadsheet documents how many people are attending and whether they are an adult/child/baby. The second spreadsheet lists the foods to be served at the party.

I then enter how many pieces of each food I want to make for each person (for example 3 chicken wings per child, 2 per adult) and then I have created a formula to determine the total quantity of each food.

I can then work out quickly how many times I need to multiply my recipes by to get the desired amount of food. I have highlighted the cells in the spreadsheets that have formulas in them by shading them blue.

You can tailor this spreadsheet for your own use by inputting the correct information for your party.

The Luau (Water) Theme Recipes Document has recipes for the following party food:

    - choc balls
    - tic toc tea cups
    - pineapple boats
    - kiwi fruit cocktail
    - shaped sandwiches
    - mini pizzas
    - chicken wings
    - frozen bananas ice creams
    - birthday cake - ice cream and berry

With Babaganouski’s birthday less than three weeks away, I am looking for some creative food for 2 year old boys. I know that they would like like the teacups as well, but I would like something along these lines but a bit more boyish. Any suggestions?

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10 Children’s Birthday Presents with a Difference.

Continuing with the birthday themed posts so far this month, I have put together a list of birthday presents for children that are bit different from a traditional toy/book/game.

They are some things that I like to buy or make as a present as they are a little different from the standard gift and they all come under $20 (Australian).

(1). A Toolbox
Age: 3 - 6
Gender: Both
I buy a small tool box and then purchase small tools like a hammer and screw driver to put int the tool box. Most hardware stores or discount stores stock these mini sized tools.

I also buy nails (clouts to be specific as they have a large head and makes it easier for the kids to hit it), screws, nuts and bolts. The nuts and bolts provide a great fine motor activity as they screw the bolt on and off.

To give the children something to hammer and screw into, I provide to the parent a section of an old tree stump (which has been weathered from sitting in our wood pile). This makes a soft wood surface for the kids to work with.

All my children have had a toolbox of their own at some stage, Babaganouski has actually started hammering some nails into the stump already. The idea of young children with nails etc may seem a little scary, but as a supervised activity and being taught safety lessons first, we have not had any accidents (other than a few sore thumbs).

(2). Black Paper and Metallic Crayons/Pencils
Age: 3 - 6
Gender: Both
This is a home style packaged gift as well. I buy a notepad/s of black paper and then buy Crayola Metallic Crayons and Pencils Crayola metallic coloured pencils

I then purchase a decorative tin to place all the items in. The metallic colours on the black paper make for gorgeous creations.

(3). A Little Cook’s Set
Age: 1 -3
Gender: Both
You can buy these types of things already put together, but you usually just get an apron and maybe two other items. By pulling it together myself, I think the child gets a much better gift for the same price.

I generally purchase these items from a large retail chain’s kitchen utensil section and buy:
- a small grater
- pair of small tongs
- small whisk
- small ladle
- small sifter

I then wrap them up in a colourful children’s apron and have a little cooks set to give away. Having their own right sized utensils is a great way to get kids helping in the kitchen.

(4). A Photo Story Book
Age: 0 - 6
Gender: Both
This one takes some prior planning, and it something that I like to do for my nephews and very close children’s friends who I see frequently.

In the few months leading up to their birthday, I inconspicuously take photos of the child on their own, with my kids, with their mum/dad/siblings, doing their favourite things and of any other important things in their life.

I then choose the best 10 - 12 photos and compile them into a photo book. I get my children to help write a little story connecting the photos and then create a cardboard front and back page. The birthday child is then the star of their very own story.

(5). Design your own t-shirt
Age: 3 - 8
Gender: Both
This is very simple to put together, but my kids love designing their own t-shirts. I purchase a plain white t-shirt to fit that child and then some Crayola Fabric Crayons.

To design their own t-shirt, the child simply draws on the t-shirt and then mum/dad irons the print with a cloth over the top and the design becomes permanent.

(6). Library Bag and Book
Age: 4 - 6
Gender: Both
If you were clever and crafty like some of my friends, you could easily make a library bag out of some gorgeous vintage fabric and then place an age appropriate book in side and you don’t even have to wrap the gift.

If however like me you would prefer to buy a library bag, you can check outetsy or ebay.

(7). Mini Card Making Kit
Age: 6 - 10
Gender: Girl (could fit a boy depending on what you bought, I have only ever made a girl kit)
I buy a cheap colourful cardboard box and place in it a Paper Shapers Butterfly Punch, an assortment of pastel card, a small set of gel pens and some double sided tape . Everything a girl would need to begin making her own cards!

(8). Outdoor Kit
Age: 4 - 8
Gender: Both
These are great ideas for kids whose family are active outdoors. I combine a child size resort chair with a small hand held torch. Even if the family doesn’t venture too far from their own backyard, kids love having their “own” things that they can use at a BBQ or party.

(9). Bike Odometer
Age: 6 - 10
Gender: Both
Obviously the child would need to have bike, but Little Rascal received one when he turned 6 and he loves to look at how far and how fast he has travelled using his Bike Odometer

(10). Active Pack
Age: 6 - 10
Gender: Both
This gift is perfect for those kids who don’t like to sit still. I put together a hula hoop, skipping rope and Frisbee or ball, and because I am bit obsessive I like to have a similar colour of each, so it looks like a set.

What are your favourite gifts to give to children on their birthday?

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10 Point Children’s Birthday Party Plan


Two of my four children have birthdays within 10 days of each other in April. Little Rascal will turn 7 on the 20th and Babaganouski (my baby!) will turn 2 on the 30th.

It has been jibed at me, that for someone who loves to plan that I didn’t do such a great job of planning my kids arrival in this world. We have the April cluster then, Thinker will have his 10th birthday on 27th Nov and and less than two weeks later Possum will be 5 on 10th Dec. There are just some things (like conception) that you just can’t plan!

So when it comes to children’s birthday parties, I have quite a few checklists and spreadsheets that I like to use to help me through these busy periods. I have listed below, my main checklist.

EDIT: Each point is now linked to the post that I have written on the topic. Simply click on the heading to see further details on this point.

This list works like a to do list for me and allows for a methodical approach to planning the parties for the children.

(1). Overall family birthday party strategy.

(2). Party Themes.

(3). Invitations.

(4). Guest List.

(5). Food and Drink List.

(6). Games/Activities Plan.

(7). Decorations and Party Accessories.

(8). Party Week and Day Timetables.

(9). Emergency Plan.

(10). Thank You Notes.

I have links and spreadsheets to share for these points and will do so over the month of April, as I am planning parties for my two boys. On Thursday I will start off with: our family strategy for birthday parties, themes and invitations. Look forward to sharing tips on how you plan successful children’s birthday parties.

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AUTHOR

Welcome to Planning With Kids! My name is Nicole (aka Planning Queen) and I am the mother to four (will be five in January 09) beautiful children.

This blog details my attempts to make life simple and fun for my family, through a little bit of planning! Find Out More....

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