Planning a children’s party takes time, but how far in advance should you start? Hall bookings, party invitations, entertainment, and the cake all need to be arranged ahead of time. To ensure a stress-free celebration, these key elements can't be left to the last minute.
Hall Hire
The time of year plays a big role in venue availability. During winter, indoor venues are in high demand as outdoor options like park picnics and garden bouncy castles aren’t feasible. Since most parties happen on Saturdays and Sundays, village halls and community centres book up quickly. These venues often host other activities like coffee mornings, sports events, or church gatherings, so you may need to plan around existing bookings.
If you’re planning a December party, try to book the venue by September at the latest. An alternative is to schedule the party for late November, spreading out the excitement and avoiding overly tired children in the festive lead-up to Christmas.
In general, aim to book your venue at least two months in advance. If you need a specific date or time, secure the booking as soon as possible. A great tip is to reserve the hall immediately after this year’s party for the following year—one less thing to worry about! Even if you’re unsure of the theme or entertainment, the venue can be sorted early.
We have a venue guide to help you find the best venue in your area.
Birthday Cake
A birthday party isn’t complete without a cake! Quality bakers get booked up months in advance, so even if you don’t have an exact date, it’s worth reserving a slot early. Most bakers have flexibility on whether the cake is collected for a Saturday or Sunday, but they can only take on a set number of orders per weekend. To avoid disappointment, book your cake at least 6-8 weeks before the party.
Entertainment
Party entertainment is another crucial element that should be booked in advance. Whether you're hiring bouncy castles and soft play from Hardy Soft Play Hire, a magician, a puppet show, or even a petting zoo, early booking ensures you get your preferred option.
On average, our customers book their entertainment six weeks before their event, though some secure their items up to a year in advance. Popular themes, such as Unicorns and Superheroes, tend to get booked first. Similarly, disco castles and those with slides are in high demand, so if you’re set on one of these, aim to book at least six weeks ahead. If you don’t have a specific theme or entertainment choice in mind, you may be able to find last-minute options.
Invitations
Party invitations don’t need to be sent too early, but checking availability with key guests in advance is a good idea. Ensure your child’s best friend and close family members, like grandparents, are available before finalising the date. Once the date is set, send out invitations 4-5 weeks in advance. Sending them too early might mean the party is forgotten, but sending them too late could lead to scheduling conflicts.
Final Thoughts
By organising these key elements early, you’ll reduce stress and spread out costs. Many suppliers require a deposit upon booking, leaving you with a smaller balance to pay closer to the party date. This also gives you a clear idea of your budget. With these major details sorted, you can focus on the fun elements like party food and decorations in the final week.
Job done! Time to enjoy the party and make magical memories!
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