How to Plan a Kids' Birthday Party in New Zealand

Event Nest started with a kids' party. When we planned our daughter's third birthday in Wellington, we needed a caterer, someone to decorate, and a kids' entertainer. Finding them took hours of searching and chasing replies. This guide is what we wish we'd had: the decisions to make, in the order to make them.

Start with the basics

Three decisions shape everything else, so make them first:

• The date and time. For younger children, a late-morning party that finishes before nap time usually goes better than an afternoon one. Check it doesn't clash with school holidays or a big weekend if you need friends from school.
• How many children. A common rule of thumb for younger children is their age plus one, so five guests for a fourth birthday. Older children often want their whole class. Decide whether siblings and parents are staying, because that changes food and space.
• The budget. Set a total, then decide what matters most to your child: the entertainer, the cake, the venue or the party bags.

How long should the party be?

• Under 5: about 1.5 hours is plenty.
• 5 to 8: 2 hours suits most parties.
• 9 and over: 2 to 3 hours, especially for an activity party.

Choosing where to hold it

• At home: the cheapest and easiest for little ones. Have a plan B for rain.
• A community or church hall: many councils and community groups hire halls at reasonable rates. They give you space for games and an entertainer, and nobody has to clean the house.
• A park or reserve: great in summer. Check your council's rules, since larger gatherings or anything set up (like a bouncy castle) may need a booking.
• A venue that runs parties: indoor playgrounds, trampoline parks, swimming pools and the like. They're less work, but compare what's included.

If you're hiring a hall or venue, our venue checklist covers what to ask.

Entertainment that suits the age

• Toddlers and preschoolers: bubbles, music and movement, a short puppet show or character visit, and free play.
• 5 to 8: magicians, face painting, balloon twisting, party games, bouncy castles and themed character parties.
• 9 and over: activity parties (science, art, sport or dance), a DJ or disco, or a movie night.

An entertainer usually runs 45 to 60 minutes of the party, which leaves time for food and cake. Ask what they need from you: space, power, and somewhere to set up. Browse kids' party entertainers.

Food and the cake

• Keep it simple. Small portions, finger food and fruit work better than big meals. Have something for the adults if they're staying.
• Ask about allergies on the invitation, and label food if you can. Nut allergies are common, so many parents avoid nuts altogether.
• Order the cake early if it's custom: popular cake makers book out weeks ahead.
• Getting catering? Share child and adult numbers and any allergies when you ask for quotes. See caterers and food trucks.

A six-week timeline

Six weeks before

• Set the date, time, guest list and budget.
• Book the venue and entertainer (popular entertainers book out on weekends).

Four weeks before

• Send invitations with an RSVP date and a question about allergies.
• Order a custom cake, and book catering or styling if you're using them.

Two weeks before

• Chase any missing RSVPs.
• Plan games and the running order, and buy party bag items and decorations. Balloon arches and themed backdrops can be booked from stage setup and styling vendors.

The week before

• Confirm final numbers and times with every vendor.
• Plan the setup: where the food, presents and entertainer will go.
• Line up a helper or two.

On the day

• Set up early, and leave time to get yourself ready.
• Keep a simple running order: arrivals and free play, entertainer, food, cake, then a game or quiet play before pick-up.
• Have a first-aid kit, wipes and spare clothes nearby.
• Note who gave which present, so thank-yous are easy.

Getting quotes the easy way

On Event Nest you describe the party once (date, place, numbers and what you need) and local vendors send you quotes. It's free, and you choose who to talk to.