Six weeks before
- Set the budget, date and approximate guest count.
- Book the venue and popular entertainer.
- Choose a theme and an indoor weather backup.
Plan with confidence
A brilliant birthday starts before the balloons go up.
Use this practical six-week guide to organise the guests, invitations, venue, food, games and entertainment without leaving everything until the final weekend.
Start the six-week plan
Your countdown
Six weeks from idea to party day.
Starting six weeks out gives you time to secure the venue and entertainer, then send invitations about four weeks before the party. Busy holiday periods may need more notice.
Four weeks before
- Send each intended guest a named invitation.
- Include start and finish times, address and RSVP date.
- Say whether parents should stay and siblings are included.
- Ask about allergies, accessibility and dietary needs.
Two weeks before
- Follow up politely with families who have not replied.
- Confirm food, cake, decorations and activity supplies.
- Give the entertainer final ages, numbers and access details.
One week before
- Confirm numbers and the weather plan.
- Test games and prepare prizes.
- Write a simple running order and prepare what you can early.
Invitations that get answers
Make every invitation personal and easy to act on.
A generic invitation can look as though it was sent to everyone. Put the intended guest's name on it so the child and parent immediately know it is genuinely for them.
Include these details
- Birthday child's name and invited guest's name
- Date, start time, finish time and complete address
- RSVP contact and a clear reply-by date
- Parent-stay and sibling information
- Food plans and an allergy request
- Theme, costume, parking and accessibility advice
Themes, games and activities
Give the party a story.
A theme adds excitement, invites costumes and makes simple decorations feel intentional.
Magic academy
Top hats, capes, handmade wands and spell-book invitations.
Superhero training
Costumes, obstacle missions and secret identities.
Jungle explorers
Animal clues, binocular crafts and a treasure trail.
Arrival activity
Colouring, blocks or a simple clue welcomes early arrivals.
Active game
Try musical statues, a relay or a short team challenge.
Quiet reset
A story, drawing challenge or performance settles the room before food.
Simple food ideas
Easy to recognise and serve.
Rainbow fruit cups
Layer bite-sized seasonal fruit by colour in clear cups and chill until serving.
Mini pizzas
Prepare small bases and separated toppings. Track special dietary pizzas carefully.
Magic wand snacks
Use breadsticks dipped in chocolate and sprinkles, or age-appropriate fruit skewers with close supervision.
A calmer running order
Entertainment before the sugar rush.
- Arrival and easy free play
- Main entertainment while attention is fresh
- Food and a quiet reset
- Cake, candles and photos
- One flexible final game during collection
If Jimmy is performing, ask guests to arrive at least 30 minutes before showtime, or 60 minutes beforehand when food is served first.
Choosing an entertainer
Look beyond the first price you see.
Right audience
Confirm the ages and group sizes the show is designed for.
Clear duration
Confirm performance length, setup needs and late-start terms.
Detailed reviews
Look for engagement, communication, reliability and audience experience.
Venue needs
Discuss space, shade, weather, sound, parking and access.
Safety
Ask about public liability cover and age-appropriate material.
Written agreement
Record pricing, inclusions, payment, cancellation and weather conditions.
Bring the plan to life
Ready to make the birthday magical?
Sources and further reading
See PBS Kids' birthday timeline and Cornell Cooperative Extension's party guidance.