Party Timeline


The key to planning a party is to organize and identify deadlines.

Here’s a good timeline that you can use to assist you in your party planning!


8-4 weeks before the party

•Most important is to select a date, time and location for the party. If you have small children and plan to host the event at home, small children tend to wake early and ask “when are they coming???” over and over until they exhaust you!! Consider having  the party in the morning or early afternoon when you and your child have the most energy and by the time the party is done you have the rest of the day and evening to relax!!!

  • Ask your child what type of party they want to have.

•Decide on the number of guests and create a guest list.

•Discuss the theme possibilities, all girls? All boys or mixed??. (Call Par T Perfect and we can provide a verity of options for any gender and age)

•Call to book entertainment (Par T Perfect can assist in supplying, Themed Characters, Magicians, Bouncy Castles, Carnival items and so much more!)

3 to 4 Weeks before the party

•Decide on the schedule for the party. This includes the order of your selected activities, the time you want to serve food and/or cake, and, if it’s a birthday party, when the birthday boy or girl will open presents.

If having Par T Perfect as your entertainment here a few things to keep in mind:

  • Guests often run a little late to parties, invite them to arrive at least 30 min before the entertainment is to start (this insures all children are there for all activities)
  • Have the entertainment completed before starting the cake and presents. This allows for smooth transitioning for the children.
  • Keep the party short and sweet… 3 hours from start to finish is a good timeline, get them in, have a ton of fun, send them home excited… too much time is when the trouble starts.
  • Prepare your invitations and mail, email or hand-deliver them to friends and family.

•Put your guest list near the phone (as well as an extra copy in your purse) so you can easily record responses as invitees call to RSVP.

2 to 3 Weeks before the party

•Purchase any supplies needed for goodie bags or additional activities. (Check out: )

•If you’re serving a meal, decide on the menu. Be sure to ask your child what food they’d prefer to eat.

REMEMBER: Kids are not there to eat but to have fun! Don’t stress yourself out on the menu make it easy and fun! (Prepare finger foods ahead of time, this will save you time and a the headache of preparing food on the day – you want to be able to enjoy the festivities, take photographs of the special occasion, spend some time with the adults in attendance, not being ran off your feet with food demands…)

•Order a cake (unless you plan to bake one). Be sure to take your kids to look at them, too or surprise them with their favourite thing!!

1 Week Ahead

•Par T Perfect will be in contact soon to confirm all the details of your event.

•Call any invitees who have not responded.

2 to 3 Days Ahead

•Purchase any food or groceries you plan to serve.

•Put the party favor bags together. Enlist the help of your children, too.

•Put fresh batteries in your regular or digital camera and/or Charge your video camera.

The Day Before the Party

•Clean the party area. Put away items that may be dangerous or distracting, and definitely be sure to put away anything that’s valuable or breakable.

•Bake or pick up the cake.

•If you’re ordering a large batch of food such as pizza, call to arrange your order ahead of time so that they can get it to you when you want it at the party.

•Prepare any food you plan to serve. (don’t wait until party day)

•Sit down with your child and discuss his or her expectations for the next day. Tell them to have fun, but still help out directing all their friends to new activities.

•Pick up party supplies.

4 to 5 Hours Ahead

•Set the table and decorate around your house.

•If you are planning a birthday party, put the candles on the cake and place matches nearby.

•Get balloons filled/pick up pre-filled latex or Mylar balloons from the local dollar store.

•If you’re having the party at home, tie some balloons to the mailbox or the front porch to help mark the party location.

•If you want to go the extra mile, go to the street corner and write a sign that says “Party This Way”.

•Locate paper and a pencil for recording gifts (for thank-you notes).

1 to 2 Hours Ahead

•Consider putting your pets in an area away from guests.

•Get the birthday boy or girl and all siblings dressed for the party.

•Set up the treats you’ve made on a buffet-style table, because we know there will be hungry children very soon.

•Par T Perfect Staff will arrive shortly to set up and be ready to bring the FUN!

RELAX! You have planed and organized an AMAZING event!

Have a Great Party!