Party Planning Checklist

Here is a useful checklist for how to 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:
    • Party date
    • Part time - Morning (10-12) or afternoon time (2pm onwards)
    • Location (make sure you have a wet weather backup in mind if you choose to host at a park). 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. 
    • Decide approximately how many children you will invite - one entertainer is for up to 15 children. 
    • Finalise your party theme - you can mix themes if you want too! 
  • Book in your preferences and plan 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 - chips, popcorn, cheezels, cookies, chocolate dipped wafers, lollies and more. 
  • Beautiful silk flowered, themed decoration and props on a themed 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 setup and packed up for you on the day 


  • Seating in the form of a picnic or high tea are included in the picnic or high package. This includes everything in the grazing package, plus a beautifully decorated picnic or table/chair setting for children to sit at


  • You can also add on extras such as gift bags, cupcakes, cakes, event signs, donut walls and balloons. Our standard gifts bags are $9 each and include a pen, pencil, rubber, notepad and lollies. 
  • You might like to book some activity kits to add onto your package too. These can include jewellery, slime making, flower crown making, cupcake decorating  etc 
  • If you have adults attending, you can also arrange some catering. Birthday Fairy has fruit platter, wraps platters, cheese platters which you can order online.
  • Some other items you can add on with Birthday Fairy include  adult plates, cups, serviettes, children’s water and more. 

If you are not booking a signature package, you will need to DIY your children’s catering, adult catering, decor, setup, packup, cake ordering etc. 

3-4 weeks before: 

  •  Send your invites. Set your RSVP date to 3 weeks before the party date, people often forget to RSVP so you will often be chasing responses. 

2 weeks before: 

  • 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 second entertainer if you have extra numbers. 

1 week before: 

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

On the day: 

  • 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 center 
  • 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 your party planning! 

If you have booked an ENTERTAINMENT ONLY package - the above should be a useful guide of important things to remember. Please note that Birthday Fairy’s "entertainment only" packages do not include decorations, food, setup 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, setup, packup.