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Parties can be extremely challenging not only to organize, but also to host
successfully.
Oodles Entertainment Parties can dramatically remove the stress by entertaining your
guests and supplying the balloon art, face painting, party bags, and photography.
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You want your child to have the most fantastic day, but what does that mean for you?
Usually, it means stress and dread at the thought of the day and extreme relief when it
is finally over.
How can you enjoy the day, as much as your child? Organization, planning and
knowing yourself are the key to a stress-free, enjoyable event.
Organization and planning before the event hugely reduces stress levels on the day of
the party. This will help avoid last minute runs to the shops and unnecessary
headaches. On the following pages is a detailed party checklist that will help you
organize every element of your party.
I suggest you print out this whole booklet. The Checklist is broken down into smaller
lists of things to do at different stages leading up to the date of the party. Work through
one list at a time. You will want to keep it handy – perhaps on your desk, on your
notice board or on your fridge.
Is it already only a few weeks/days until the big day? Don’t panic. Use the lists in order
to make sure you haven’t forgotten anything critical. You’ll just need to organize a bit
faster. Next time you organize a party, you can start planning 6 weeks ahead and
cruise through it.
Ready, Set... Let's Get Started!
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Visualize what you want your event to look like
Does the party have a theme? Here are some theme ideas (add your own to the list):
 Fairy and Wizard

Princess and Prince
 _________________________
Pirate

Clown
_________________________
Messy play
_________________________
Gardening
_________________________
__________________________
_________________________
Are the children having free-play or will they be entertained the whole duration?
_____________________________________________________________________
Are you serving lunch or snacks? __________________________________________
Is it a large party or small? _______________________________________________
Is it age-appropriate?
For example, you may have trouble structuring a 2 year old’s party with the usual party
games such as pass-the-parcel and musical bobs. The ages of the guests will be:
Ages (yrs)
0-2
3
4
5
6
Number of
Children
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7
8
9
10
11
12+
Parties have so many elements to them.
Know what you enjoy and use those skills for the party. If there is something that you
do not enjoy, then delegate it to someone who can do it well. This could be a friend or
a professional. This will increase your enjoyment and reduce your stress levels so you
can enjoy the day.
Tasks that I would enjoy doing myself:

Catering
 ______________________
Games and activities
______________________
Decorating
______________________
Making party bags
______________________
Photography
______________________
Organizing chairs and tables
______________________
Providing costumes

______________________
Tasks that I will ask other people to do for me:
Task
Person to ask
Asked? Agreed?
___________________________________________________

YES / NO
___________________________________________________

YES / NO
___________________________________________________

YES / NO
___________________________________________________

YES / NO
___________________________________________________

YES / NO
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Set a budget -know how much you want to spend on the event: $ _____________
Set the date of the party -think about holidays, sporting events etc that may be
happening at the same time.
Possible dates: _____________________________________________________
Definite date: _______/_______ 20_______
Decide on the length of the party -2 hours is long enough for children 3-8 years.
For children 3 and under, parties can be shorter.
______________ hours
Set the time of the party -the timing can dictate the catering. When you have a
party from 11am-1pm, then lunch is usually expected. When you have a party
from 10am-12pm or 2pm-4pm then cookies are usually served.
Time: __________________________________________________
Decide on the location and make reservations if necessary - have a backup if the
party is outside and it could possibly rain.
Possible locations: __________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
Your back-up location is? _____________________________________________
Decide on the size of the party and who your guests will be - the younger the
birthday child, the smaller the event should be.
Number of guests to invite: ___________________________________________
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Location details
Venue name:
_____________________________________________________
Address:
_____________________________________________________
_____________________________________________________
_____________________________________________________
Time:
_____________________________________________________
Date:
_____________________________________________________
How long does it take you to drive from your home to the party venue?
_____________________________________________________
Contact details
Venue phone no: _______________________________________________________
Contact person: ________________________________________________________
Reservation details
Reservation confirmed
Date you confirmed it: _______________________________________________
Person who confirmed it: _____________________________________________
Directions to the venue for your guests
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
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Decide on the guest list:
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
Decide on your entertainment –
book entertainment (Phone: 936-525.9396) or
choose party games (list game & activity ideas)
________________________________
_______________________________
________________________________
_______________________________
________________________________
_______________________________
________________________________
_______________________________
________________________________
_______________________________
________________________________
_______________________________
________________________________
_______________________________
________________________________
_______________________________
________________________________
_______________________________
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Decide on your menu –
book catering or
research and plan what you will serve and how much food you will need.
Menu notes:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
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Decide what you would like your party to look like and the decorations you will
need.
Balloons
Birthday Banner
Centerpiece(s)
Party Blowers
Party Hats
Streamers
Wall Decorations/ Scene Setters/ Cutouts
Hanging Decorations
Door Sign
Table Cover/ table cloths
Decoration notes:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
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Buy and send invitations -remember that the more notice you give guests, the
more chance you will have for them to come.
Decide on a cake to fit the party's theme -order it or if making it yourself make sure
you organize ingredients and plan to have several uninterrupted hours the day before
the party to make it.
Order from:
_______________________________________________
Phone:
_______________________________________________
Address:
______________________________ ________________
DIY: add the ingredients to your shopping list
Organize party decorations - order balloons if necessary.

Add decorations to the shopping list

DIY: Prepare own craft decorations ready for use

Order from:
_______________________________________________
Phone:
_______________________________________________
Address:
_______________________________________________
Decide on party games you want to play (see ideas on page 8) make sure the
party child enjoys these games -or leave it to Oodles Entertainment to organize
the games.
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
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Buy candy and toys for party bags.
Order from Oodles Entertainment (Phone: 936.525.9396)
DIY: add to the shopping list
Buy prizes for party games if you are hosting the entertainment yourself, otherwise
leave it for Joel and Lacy with Oodles Entertainment to provide the prizes.
Make a shopping list for everything you will need for your menu.
Plan for the number of chairs, tables and tableware will be needed and where you
will purchase and store them. Order them early if necessary (consider the guest
count and don't forget the added people that are helping you put this event
together) and add tableware to your shopping list.
_______ tables
_______ tablecloths
_______ placemats
_______ chairs
_______ dishes
_______ plates
_______ serving platters
_______ tongs
_______ serving spoons
_______ forks
_______ spoons
_______ knives
_______ cups
_______ straws
_______ mugs
_______ glasses
_______ napkins/serviettes
_______ candles/cake toppers
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_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
_________________
_________________
__________________
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Do a count of guests coming. Guests sometimes forget until the last minute to
RSVP so make sure you allow for a few more guests. Follow up with any that have
not yet returned their RSVP.
Number of RSVPs: ____________________
Invitees to follow up with:
Name
_______________________________
Contact details
__________________________ 
_______________________________
__________________________ 
_______________________________
__________________________ 
_______________________________
__________________________ 
_______________________________
__________________________ 
_______________________________
__________________________ 

Get together chairs, tables, tableware, etc that will be needed if borrowing from
family and friends.
If you have tables and chairs put away make sure they are taken out and
cleaned so they are all ready to go for the event.
Tableware such as platters and bowls should be taken out and counted to
ensure you have what you need for your menu. If you are short, you have
time to get it during the week.
Take your shopping list and buy all the:
Tableware
Decorations
Prizes for games (if you DIY)
Party bags (if you DIY)
Food (or confirm menu with catering company)
Confirm any other bookings - Joel or Lacy from Oodles Entertainment will call prior
to the event to confirm entertainment and extras.
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Ensure your camcorder and camera batteries are charged and ready to go - or
leave it to Joel and Lacy with Oodles Entertainment.
If you are not using a professional photographer, ask a friend or partner to be your
photographer. It can be hard to take photos when you are supervising a party.
Buy and wrap your gift for your child.
If you are making a pass-the-parcel, wrap it a few days before the event. It can
take a long time depending on how many guests you have. If you have girl and
boy prizes, color code the wrapping paper so that you know when to stop the
music.
Ensure you have appropriate music and music player for the event.
Decide on the timeline of your party. Have a rough guide of times you need to do
key things. Will you have a break for food? Will you do games first? When is your
entertainment coming? What do you want the guests to do after games and food?
Are you happy with free play or do you want your guests entertained the whole
party? When will you do cake?
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

Clean your house thoroughly - that way you will only need to tidy before the event
and clean again thoroughly after the party.
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Organize party games in the order you want to play them and ensure you have all
equipment necessary. Make sure you know how to play each game - or leave it to
Oodles Entertainment.
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
Know how you want to decorate and that you have all equipment necessary. Start
decorating if you have a lot to decorate or if you have catering to do the next day.
Pick up the cake or make it today.
Make sure you have candles, a lighter/matches and a cake knife.
Buy ice.
Organize party bags or leave it to Oodles Entertainment - make 20% more than
you'll think you'll need -it is better to have too many than too little. Siblings always
love a party bag if you have spares.
Ensure camera and camcorder are charged and ready to go.
Cook food if necessary.
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Finish decorating early.
Pick up ordered balloons, if necessary.
Put balloons on the mailbox if the event venue is at home, or somewhere clearly
visible near the venue, if possible, to guide your guests to the party.
Put tables and chairs out.
Organize food out on tables. Have cling wrap on platters and take off as the first
guest arrives.
Put party music on.
Put party bags in a spot near the door where guests will exit.
Check that toilet & bathroom have plenty of toilet paper, soap and towels.
Decide if you want gifts opened as guests are arriving or if you want to have an
area for gifts that the party child can open later.
Have a pen and paper ready if you want to record who gave what for thank you
notes.
Designate someone to record who gave what for thank you notes as you may be
distracted.
Let the party child know when they can open the presents before the party starts
to avoid any confusion.
Give camera to the designated camera person to take photos if you’re not using a
professional photographer.
Ensure your pets are secure.
Have a lighter or box of matches handy.
If children are being dropped off, make sure that you get parents contact numbers
in case of an emergency. Delegate this job to someone if possible, and/or put the
“In case of emergency” printout (page 18) in a clipboard near the entrance for
parents to fill out themselves. If they write their details themselves, be sure to
check that you can read their handwriting, before they leave.
Relax and be ready to enjoy the party!
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Child’s Name
Parent’s Full Name
Courtesy of:
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Best Phone Number
Alternative
Numbers
I hope you found this checklist very useful If you have any ideas for adding to this
checklist, or any improvements or suggestions at all, I would love to hear from you.
Please share copies of this checklist with your friends and family when they have kids
parties to organize. (I’m very happy for you to may make as many copies as you like and
share them with as many people as you like, as long as you do it for free.)
If you have any questions about this list, or would like advice about kids parties, please
contact me. I’d love to hear from you.
Phone: 936.525.9396
Email: [email protected]
Contact via website: www.oodlesfunart.com/contact-us.html
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Hi! My name is Joel Wilkinson. I’m a Professional Balloon Artist... I own and operate
with my wife Lacy our business - Oodles Entertainment.
Add face painting to your party to make it extra memorable. Kids will remember how
their face was painted for years, and it creates fun photo opportunities.
I use professional FDA approved cosmetic grade face paints that are safe and
hypoallergenic to the skin, so you don’t have to worry about any scary reactions.
I can dress up as a fairy, princess, pirate, clown, firefighter, or just come as myself.
Call or visit this webpage for all the details: www.oodlesfunart.com/face-painting.html
Please call Joel or Lacy Wilkinson at 936.525.9396 with any questions.
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