The Ultimate Guide To Planning The Perfect Kids’ Birthday Party

Planning a child’s birthday party can be both exhilarating and daunting. From selecting the perfect theme to ensuring every little detail is in place, there’s a lot to consider. 

As a venue that has hosted a number of children’s birthday parties and other events, we have some insight into what goes into the planning.

Dive into our guide to discover how to make your child’s birthday an unforgettable experience.

Setting the budget

Setting budget

Planning a budget can seem a buzzkill, but it’s essential to get this done – early on in the party-planning process – to ensure an enjoyable birthday bash for your child.

A well-defined budget not only helps you allocate funds to different aspects of the party but also ensures you get the best value for your money. 

It also ensures you don’t have to fret afterwards about overspending.

What to consider in your child’s birthday budget

Remember to account for all potential expenses to avoid any last-minute surprises. Key factors include the venue, entertainment, food, and decorations. 

For instance, hiring a venue might be pricier than hosting at home, but it could save you the hassle of setup and cleanup. 

Similarly, while professional entertainers can elevate the party experience, DIY games might offer a more personal touch.

Pro tip: Always set aside a small portion of your budget for unforeseen expenses. Whether it’s an extra set of party favours or some last-minute decor, it’s always good to be prepared!

Choosing a theme

Choosing theme

Some kids have an interest in the planets and stars. That can be the theme for their birthday!

Picking the right theme can turn a good party into a great one! It sets the tone, makes planning easier, and gives the kids something to buzz about. 

Whether you’re thinking of a classic fairy tale theme or something more contemporary, the key is to choose one that resonates with your child’s interests.

Popular themes for your child’s special day

From superheroes to unicorns, there’s no shortage of themes that have stood the test of time. 

But here’s the best piece of advice – match the theme with the birthday boy/girl’s actual interests. Take time to talk with them about their likes, dislikes and passions, and that will give you the best clues as to what would be a birthday theme they’d love.

If they’re into dinosaurs, why not transport them to a prehistoric world? Or if they love a particular movie, recreate that universe for them. Remember, it’s all about making the day special for them.

For further inspiration, check out these birthday party themes for kids

Themed birthday decor

Once you’ve settled on a theme, it’s time to think about decorations. This is where the fun really begins! 

Themed decorations can transform any space, making the party feel truly magical. From table settings to wall hangings, ensure every detail aligns with the chosen theme.

Pro tip: Don’t be afraid to mix and match themes. Maybe your child loves pirates AND mermaids. Why not have a “Pirates Meet Mermaids” party? As you will soon discover, thinking outside the box is a big part of planning a killer event for the little one and their friends.

Selecting the venue

Selecting venue

Like we said earlier – we’re a pretty highly-rated birthday venue in Sydney.

Or, in other words, choosing the stage for your kid’s big day. If you’re in Sydney, a birthday party for children at a VR escape room can be a unique choice. 

It’s not just about the space; it’s about creating an environment where memories are made. 

The venue sets the tone for the entire party, so it’s crucial to pick one that aligns with your theme and meets your needs. 

When it comes to birthday venues, you have three broad options – your own home (an at-home party), an outdoor venue, and an indoor venue.

Let’s dig a little deeper into each of these options, and check out the key pros and cons of each…

Home birthday party

There’s no place like home, especially when it comes to hosting intimate gatherings. 

Home parties offer the comfort of familiar surroundings and the flexibility to decorate and arrange things just the way you want. 

However, they also come with the responsibility of setup, cleanup, and ensuring everything runs smoothly.

Pro tip: If you’re hosting at home, consider hiring a party planner or helper for the day. They can assist with games, food, and even cleanup, allowing you to join in the celebrations fully.

Outdoor venues

From sun-kissed beaches to serene parks, the choices are endless. 

Outdoor venues provide a natural setting, ample space, and the joy of fresh air. But remember, with the great outdoors come variables like weather and insects.

Pro tip: Always have a backup plan. Whether it’s a marquee in case of rain or some extra sunscreen for those sunny days, being prepared ensures the party goes on without a hitch.

Indoor venues

Indoor venues, like play centres, movie theatres and escape rooms, offer a controlled environment, perfect for those who prefer to avoid the unpredictability of outdoor settings. 

These venues often come with added perks like entertainment packages, making the planning process a tad easier. 

The downside is a heftier price tag and less flexibility in terms of decor.

Pro tip: When booking an indoor venue, ask about any package deals or off-peak discounts. You might snag a bargain for a weekday party or an early morning slot!

Safety and accessibility

Ensuring the venue is safe and accessible for all guests is paramount. 

Check for any potential hazards, and if you have guests with special needs, ensure the venue is equipped to accommodate them.

Pro tip: Make a list of all your requirements (like wheelchair access and so on), and get on a call with the venue to ensure everything can be accommodated.

Creating the guest list and invitations

Guest list

Deciding who to invite can be exciting and a little stressful as well. But don’t worry, with a bit of planning, you’ll have it sorted in no time. 

Here’s how to create the guest list and design invitations that get the buzz going for a children’s birthday party.

How many guests do you want?

It’s tempting to invite everyone your little one knows – from school, the neighbourhood, and even the weekend soccer club. 

But remember, it’s about creating a memorable experience, not just a big crowd. 

Consider the venue size, your budget, and most importantly, who your child would genuinely love to have around.

Designing and sending out the invitations

Once you’ve got your list, it’s time to send out those invites. And if you’re looking to save, consider digital invitations

Whether you’re going for printed cards, e-invites, or a simple text message, make sure it captures the theme and excitement of the party. 

And don’t forget to include essential details like date, time, venue, and RSVP information.

Tracking who’s coming and who isn’t…

It’s always a good idea to keep track of who’s coming and who’s not. This will help you with food, seating, and activity planning. 

A gentle reminder a week before the party can ensure your guests confirm their attendance.

Fun and games – bringing the party to life!

Fun and games

Every child’s birthday party needs a dose of fun and excitement to make it memorable.

 The right mix of entertainment and activities can keep the kids engaged, ensuring they have a blast and create cherished memories. 

Whether you’re thinking of hiring a professional entertainer or setting up DIY games, the key is to match the activities with the interests and age group of the very special attendees.

Hiring entertainers

There’s something magical about having a professional entertainer at a party. Be it magicians, clowns, or even puppeteers, they bring a unique flair that’s hard to replicate. 

Pro tip: Remember to check reviews and, if possible, watch a live performance or demo before booking. This ensures you get the best fit for your party.

DIY games and activities

If you’re working on a leaner budget or prefer a more personal touch, plan for DIY games and activities at the celebration. 

Think of classic games like “Pass the Parcel” or “Musical Chairs”, or get creative with craft stations or a mini treasure hunt.

Pro tip: Tailor your DIY activities to the party’s theme. For instance, if you’re having a pirate-themed party, a treasure hunt becomes even more exciting!

Ensuring age-matching entertainment

It’s essential to ensure that the entertainment and activities cater to the age group of your child and their friends. 

While older kids might enjoy VR escape games or a movie marathon, younger ones could prefer face painting or a balloon artist.

Pro tip: Always have a mix of active and passive activities. This ensures that there’s something for everyone, regardless of their energy levels or preferences.

Food and the birthday cake

Food, birthday cake

When it comes to kids’ birthday parties, the food and cake often steal the show. It’s not just about filling little tummies; it’s about creating memorable experiences. 

From delightful finger foods to that show-stopping birthday cake, getting the menu right is crucial. And if you’re planning an outing afterwards, consider a family activity in Sydney to keep the celebration going.

And remember that while taste is all-important for the kids, it’s vital to be mindful of allergies and dietary needs. Overlooking these can pose serious health risks, so always check with parents about any food restrictions their children might have. 

Catering vs. homemade food

Deciding between catering and homemade food can be a bit of a juggle. Catered food can save time and offer a variety of options, but it might come with a heftier price tag. 

On the other hand, homemade dishes allow for a personal touch, often resonating with the warmth of home-cooked meals. However, it can be time-consuming, especially if you’re catering to a larger crowd.

Choosing the birthday cake

As we know, the birthday cake is the centrepiece of the big day – for any child. 

Whether you’re thinking of a classic chocolate cake, a themed masterpiece, or even a healthier alternative, it’s essential to consider the birthday child’s preferences. Remember, it’s their special day! 

And while there are numerous bakeries offering exquisite designs, don’t shy away from baking one at home if you’re up for it. It adds a personal touch that store-bought cakes might miss.

Decorations and party favours


Sprucing up the party space with the right decorations can instantly set the mood and get the little guests buzzing with excitement. 

Whether it’s vibrant balloons, themed banners, or creative table settings, the right decor can make all the difference. 

Party favours, on the other hand, are those little tokens of appreciation that leave a lasting impression, ensuring your child’s party remains memorable for all attendees.

Pro tips: Experts say that favours should be arranged around a fortnight prior to the big day. 

Balloons, banners and table settings

Balloons have always been a party staple, but with the myriad of designs available today, they can be tailored to fit any theme. 

Banners, especially personalised ones, add a touch of uniqueness, while creative table settings can elevate the dining experience for the kids.

Pro tip: Consider using helium balloons at varying heights to create a dynamic visual effect. Just ensure they’re safely anchored!

Party favour ideas for the kids

From themed toys to DIY craft kits, the options for party favours are endless. It’s essential to choose items that resonate with the party’s theme and are age-appropriate. 

Pro tip: Personalised thank-you notes or custom stickers can add a special touch to even the simplest of party favours.

Eco-friendly options

In today’s world, sustainability is key. Opt for biodegradable balloons, reusable decor, and eco-friendly party favours. 

Not only will you be reducing waste, but you’ll also be setting a great example for the young ones.

Pro tip: Consider giving out plantable seed papers as party favours. They’re a gift that keeps on giving, and kids love watching their plants grow!

A timeline for planning your kid’s birthday party

Kids' birthday party

Organising a kids’ birthday party requires a bit of foresight and planning. A timeline ensures you stay on track, ticking off essential tasks as the big day approaches. 

Let’s break down the steps leading up to the party, ensuring you’re well-prepared, and everything goes off without a hitch.

1 month to B-Day

This is the time to lay the groundwork. Start by setting the date, picking a theme, and deciding on the venue. 

Whether you’re considering a beach party in Sydney or a backyard bash in Melbourne, early planning ensures you get your preferred spot.

Pro tip: Use online tools or apps to help you organise your tasks. They can send reminders, ensuring nothing slips through the cracks.

2 weeks to B-Day

With the date fast approaching, now’s the time to send out those vibrant invitations. 

Also, begin planning the menu, considering dietary restrictions and allergies. 

If you’re hiring caterers, get quotes and book your choice.

7 days (a week) to B-Day

This week is all about the details. Purchase decorations that align with your theme, and confirm RSVPs to get a final headcount. 

This will help in finalising food and seating arrangements.

Pro tip: For decorations, consider local brands that offer sustainable options. Not only are they eco-friendly, but they also add a unique touch to the party.

The day before the birthday

The excitement is building! Start setting up the venue, especially if it’s at home. 

Prepare any homemade dishes or snacks. If you’ve ordered a cake, confirm the pickup or delivery time.


The day has finally arrived! Finish any last-minute preparations, welcome your guests with a smile, and most importantly, enjoy the party with your child. 

Remember, it’s all about creating memories.

Making your child’s birthday celebration a success – some tips and tricks

Success tips

Every parent dreams of hosting a birthday party that’s not only fun but also memorable for their child. However, achieving this doesn’t always require extravagant expenses or grand gestures. 

You should also note that as children grow older, their interests evolve. If you have teenagers, you might want to explore some of the best teen-friendly activities in Sydney for their upcoming birthdays.

Often, it’s the little things and smart planning that make all the difference. 

Here are some expert tips to ensure your child’s birthday bash is a roaring success.

A gameplan for handling unruly guests

Kids can be unpredictable, and sometimes, excitement can lead to a bit of chaos. It’s a good idea to have a plan in place for managing any unruly behaviour. 

Consider setting ground rules at the beginning or having a quiet corner where kids can calm down if things get too hectic.

Pro tip: Engage older kids or teenagers present at the party as ‘helpers’ to guide and manage the younger ones. They often enjoy the responsibility, and it can be a great way to maintain order.

Backup plans for outdoor parties

Remember, we touched upon having a backup when discussing different birthday venues?

If you’re hosting an outdoor event, always be prepared for unpredictable weather, especially in Australia, where a sunny morning can quickly turn into a rainy afternoon.

Have a backup indoor venue or a marquee on standby.

Pro tip: Check the weather forecast a week in advance and again a day before the party. This way, you can make any necessary adjustments in time.

Ensure that all the children feel included

Activities and games should cater to all kids, ensuring no one feels left out. Rotate games and have a mix of group and individual activities.

Pro tip: Have a ‘chill zone’ with books, puzzles, or colouring sheets. It’s perfect for kids who might need a break from the more active games.

Games and activities for kids with special needs

Inclusivity is key. If you’re aware of any children with special needs attending the party, ensure there are activities tailored for them. 

Speak to their parents beforehand for any specific requirements or suggestions.

Pro tip: Sensory toys or quiet spaces can be a great addition for children who might get overwhelmed by the noise and activity of a typical party.

VR escape rooms can be a great venue for a kids’ birthday party

Vr escape rooms

A VR escape room like Entermission, Sydney’s top VR escape room, can be a great venue for celebrating your child’s special day. 

Firstly, it offers an immersive experience that’s different from the usual party venues, ensuring a memorable event for the kids. The interactive nature of VR escape rooms promotes teamwork and collaboration, teaching children valuable skills while they have fun. 

The escape room can arrange for birthday snacks as well – for example, we at Entermission offer ice cream cake, chips, and lemonade. 

Additionally, the virtual adventures cater to a wide age range, making it suitable for both younger kids and teenagers. 

The convenience of having everything in one place, from entertainment to refreshments, reduces the stress of planning. Beyond birthdays, VR escape rooms also offer immersive experiences perfect for school excursions, making learning fun and interactive.

Finally, with the added bonus of team photos and memories captured, parents can relive the joyous moments long after the party is over.

Ready to host an enjoyable and memorable event for your little one’s birthday?

As the final touches to your party planning come together, remember that the essence of the celebration is the joy and memories it brings.

Whether you opt for a backyard bash or an immersive experience at a VR escape room like Entermission, the key is to cater to your child’s interests. 

With the right planning, creativity, and a sprinkle of love, you’re set to host a party that will be talked about for years to come. 

Cheers to creating magical moments and celebrating milestones!

Similar Posts

Leave a Reply

Your email address will not be published. Required fields are marked *