Birthday Fairy Party Planning Checklist

Birthday Fairy have put together a handy checklist to help you plan the perfect party.
Remember you can speak to our party planners over the phone for any planning assistance too, phone us on 0420 596 808


  • Get started and finalise the following:
    • Set a date for the party
    • Set a party time - Morning (10-12) or afternoon time (2pm onwards)
    • Confirm the party location
      • We recommend your home as the best party venue if you have the space
      • If you prefer a park or venue, we have a list of recommended venues, view here (make sure you have a wet weather backup in mind if you choose to host your party at a park)
    • Create a guest list and decide approximately how many children you will invite - one entertainer for up to 15 children
    • Finalise your party theme - you can mix themes if you want to! 
  • Once you have your party preferences in mind, start planning the perfect day with our event planners Simone or Michelle.
    • Book your entertainment (1hr, 1.5hr or 2hr) or party package (grazing, picnic or high tea). The signature party options are as follows:


  • Children’s catering - fruit, sandwiches, chips, popcorn, crackers, cookies, chocolate dipped wafers, lollies and more. 
  • Beautiful silk flowers, themed decorations and props on a grazing table
  • Children’s paper cups, plates, forks, serviettes
  • 2hrs of fun entertainment with your chosen character to host your event. A trained professional gives structure, energy and enthusiasm so the kids have fun! 
  • Invites (complimentary in all packages) 
  • Everything is set up and packed up for you on the day 


  • This includes everything in the grazing package, plus a beautifully decorated picnic setting or table setting with chairs setting for children to sit at:
    • Picnic setting: pallets, cushions and deluxe cloth
    • High tea: tables and chairs with deluxe cloth 


If you are not booking a signature package, you will need to DIY your children’s catering, adult catering, decor, setup, pack-up, cake ordering and party co-ordination. 


  • Send out your invites. Set the RSVP date to 2-3 weeks before the party date. People often forget to RSVP so you will often be chasing responses. 


  • Follow up any RSVPs and list out siblings, parents and any other guests who will be attending
  • Add on any additional catering, gift bags or a second entertainer if you have extra numbers. 


  • On the Monday prior to your party, you will receive a confirmation email from Birthday Fairy. This email reconfirms your party details, the party schedule  and other useful party prep information
  • You can also speak to our team at any time throughout the booking process via phone or email - we love hearing from you.


  • Sit back and relax knowing Birthday Fairy will setup the perfect party for you
  • Bring some big bags for transporting gifts back home if the party is at a park or function room 
  • Remember to bring a cake knife, candles, matches for your cake 
  • Leave extra time before guests arrive to have a quick family photo in front of your party table 
  • Take photos, enjoy the day, get to know the other parents and smile knowing your child is creating memories that will last a lifetime! 

If you have any questions, please reach out to our team as we would love to assist with your party planning! 

If you have booked an ENTERTAINMENT ONLY package - the above is a useful guide of important things to remember in preparing for your party.

Please note that Birthday Fairy’s "entertainment only" packages do not include decorations, food, set up and pack-up. You can however add gift bags, cakes etc onto entertainment only bookings. Only our grazing, picnic and high tea packages include the food, decor, set up and pack up.