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Ultimate Guide to Planning a Kids Birthday Party
AmazingCo Team

|

Last updated

Jul 14, 2025

Because every great party starts with a great plan and a little inspiration.

In this article

4+ Weeks Before the Party
3 Weeks Before
2 Weeks Before
1 Week Before
Day Before
On The Day
Share

Planning a kids' birthday party? You’re in the right place. Whether it’s your first time or you’ve done a dozen, this kid's birthday party guide will help you create a celebration your child will never forget, and you might even enjoy the process.

We’ve helped thousands of families pull off parties full of giggles, games, and magical memories, and now we’re sharing our best party planning tips with you.

Let’s break it down.


Step-by-step: Your Kids Birthday Party Planning Checklist

Key Takeaways

  • Kick off party planning 4-6 weeks out by setting your budget
  • Pick a theme and location that work for your family
  • Consider hiring a party host to handle the entertainment and reduce your workload
  • Download our kids' birthday party checklist to make planning easy

4+ Weeks Before the Party

1. Set Your Budget

Before the fun begins, get clear on what you're happy to spend. Think of it as setting your party boundaries; it’ll guide your guest list, party decorations, entertainment, food, and supplies. A little planning here saves a lot of second-guessing later.


2. Make the Guest List

Parties come in all shapes and sizes, from intimate family-only celebrations to big backyard blowouts. Start by deciding who’s in. Knowing the headcount helps shape every other decision, from venue to party food ideas and party favors for kids.


3. Pick a Theme and Choose Your Venue

Is it pirates in the park? A disco at home? A fairy forest in your backyard? The theme and venue go hand in hand, so think about what your child loves, how many guests are coming, and how much DIY you want to do.


4. Lock in the Date and Time

Pick a date that works for your family (and consider holidays or sports schedules). If your child’s birthday is in a busy month, consider sending a save-the-date early, even while you finalise details.


Pro Tip: Morning or early afternoon is ideal for kids, just remember the party time affects what food you’ll need to serve. A midday start usually means lunch!



5. Plan Activities

Consult your child and decide on a few games or activity stations.

Want a stress-free day?

Booking entertainment is your golden ticket. A great host or entertainer keeps the kids happy and engaged, so you can relax and chat with other parents. Trust AmazingCo to bring joy, magic, and excitement to your child's special day.


Pro Tip: If you’re booking a host, it’s best to ensure kids arrive 15-30 minutes prior to entertainment starting.


6. Send the Invitations

Once your venue and entertainment are confirmed, it’s time to send invites. Include:

  • Date and time
  • Location
  • RSVP details
  • Any special notes (e.g. bring a towel, wear socks)
  • Whether parents should stay or drop off

Digital invites are quick and easy. Printed ones add a special touch.


Pro Tip: Especially with younger children, it’s good to do a last-minute cross-check of the guest list with teachers before invitations are passed out in case an obvious best friend was missed.

3 Weeks Before

7. Plan the Food and Drinks

Let the time of day guide your menu.

  • Morning? Think fruit, muffins, juice. 
  • Lunch or afternoon? Try mini sandwiches, sausage rolls, or pizza, all easy party food ideas.

Don’t forget water, and consider snacks for any parents hanging around.


8. Cake

Homemade, bakery-fresh, or store-bought, all that matters is that moment when everyone sings and your child beams.

Pro Tip: Set aside candles, a lighter, and a knife ahead of the day, especially if you’re not hosting at home. We’ve seen parties without all three!

2 Weeks Before

9. Buy Decorations and Supplies

Keep it simple and fun. A few well-chosen party decorations (balloons, bunting, tableware) can bring your theme to life. No need to overdo it, small touches go a long way. 

Before hitting the shops, visualise the party layout. Picture where things will go:

  • Food and Drinks Table: What serving ware or signage will you need?
  • Cake Table: Do you want a backdrop or cake stand?
  • Activity or Craft Zone: Are you supplying materials, aprons, or a clean-up area? 
  • Party Bags: Where will they be displayed for easy grab-and-go?

Once you’ve mapped out your party space, create a mini checklist for each ‘zone’ to make sure you’re not scrambling for scissors or sticky tape last minute, but most importantly, you’re not heading to the shops a million times.

1 Week Before

10. Prep Party Bags and Favours

Focus on quality over quantity. A few thoughtful party favors for kids, like bubbles, stickers, or a small toy, can be more memorable than a bag full of sugar.

Themed is optional, but a personalised tag or note adds a lovely finishing touch.


Pro Tip: Get your child involved in packing party bags as a fun lead-in to the party!


11. Map Out the Party Run Sheet

You don’t need a minute-by-minute plan. Just map out key moments: arrivals, entertainment, food, cake, and goodbyes.

Day Before

This is where it all comes together! Aim to get as much done as possible the day before; decorations, tables, chairs, and any activity stations. If you’re hosting at a venue, check when you can access the space and plan accordingly. Keep decorations simple but impactful (balloons, tablecloths, and themed touches are your best friends).


Pro Tip: Ensure you set aside enough time for uninterrupted setup. There is nothing worse than feeling the crunch.

On The Day, Charge Your Camera and Soak It All In

You’ll want to remember these moments, trust us. Charge your phone or camera the night before.


Pro Tip: If you’re hosting solo, ask a friend to snap a few pics so you can be in the memories too.

FAQ

How Far in Advance Should I Plan a Kids' Party?

Ideally, 4–5 weeks out, especially if booking venues or entertainers.

How Long Should a Kid's Party Go For?

1.5 to 2 hours is perfect for most age groups. Less is more!

What If It Rains on Party Day?

Have a backup indoor plan, even if it's just a cleared-out living room with games ready to go.

Is It Okay to Ask Parents to Stay or Leave?

Absolutely! Just mention it in the invite and be clear on drop-off or supervision expectations.

Do I Need Entertainment?

Not always, but it definitely helps! A party host will make the day run smoother and keep the energy up, without doing it all yourself.

1. Set Your Budget

Before the fun begins, get clear on what you're happy to spend. Think of it as setting your party boundaries — it’ll guide your guest list, party decorations, entertainment, food, and supplies. A little planning here saves a lot of second-guessing later.

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1. Set Your Budget

Before the fun begins, get clear on what you're happy to spend. Think of it as setting your party boundaries; it’ll guide your guest list, party decorations, entertainment, food, and supplies. A little planning here saves a lot of second-guessing later.


2. Make the Guest List

Parties come in all shapes and sizes, from intimate family-only celebrations to big backyard blowouts. Start by deciding who’s in. Knowing the headcount helps shape every other decision, from venue to party food ideas and party favors for kids.


3. Pick a Theme and Choose Your Venue

Is it pirates in the park? A disco at home? A fairy forest in your backyard? The theme and venue go hand in hand, so think about what your child loves, how many guests are coming, and how much DIY you want to do.


4. Lock in the Date and Time

Pick a date that works for your family (and consider holidays or sports schedules). If your child’s birthday is in a busy month, consider sending a save-the-date early, even while you finalise details.


Pro Tip: Morning or early afternoon is ideal for kids, just remember the party time affects what food you’ll need to serve. A midday start usually means lunch!



5. Plan Activities

Consult your child and decide on a few games or activity stations.

Want a stress-free day?

Booking entertainment is your golden ticket. A great host or entertainer keeps the kids happy and engaged, so you can relax and chat with other parents. Trust AmazingCo to bring joy, magic, and excitement to your child's special day.


Pro Tip: If you’re booking a host, it’s best to ensure kids arrive 15-30 minutes prior to entertainment starting.


6. Send the Invitations

Once your venue and entertainment are confirmed, it’s time to send invites. Include:

  • Date and time
  • Location
  • RSVP details
  • Any special notes (e.g. bring a towel, wear socks)
  • Whether parents should stay or drop off

Digital invites are quick and easy. Printed ones add a special touch.


Pro Tip: Especially with younger children, it’s good to do a last-minute cross-check of the guest list with teachers before invitations are passed out in case an obvious best friend was missed.

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7. Plan the Food and Drinks

Let the time of day guide your menu.

  • Morning? Think fruit, muffins, juice. 
  • Lunch or afternoon? Try mini sandwiches, sausage rolls, or pizza, all easy party food ideas.

Don’t forget water, and consider snacks for any parents hanging around.


8. Cake

Homemade, bakery-fresh, or store-bought, all that matters is that moment when everyone sings and your child beams.

Pro Tip: Set aside candles, a lighter, and a knife ahead of the day, especially if you’re not hosting at home. We’ve seen parties without all three!

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9. Buy Decorations and Supplies

Keep it simple and fun. A few well-chosen party decorations (balloons, bunting, tableware) can bring your theme to life. No need to overdo it, small touches go a long way. 

Before hitting the shops, visualise the party layout. Picture where things will go:

  • Food and Drinks Table: What serving ware or signage will you need?
  • Cake Table: Do you want a backdrop or cake stand?
  • Activity or Craft Zone: Are you supplying materials, aprons, or a clean-up area? 
  • Party Bags: Where will they be displayed for easy grab-and-go?

Once you’ve mapped out your party space, create a mini checklist for each ‘zone’ to make sure you’re not scrambling for scissors or sticky tape last minute, but most importantly, you’re not heading to the shops a million times.

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10. Prep Party Bags and Favours

Focus on quality over quantity. A few thoughtful party favors for kids, like bubbles, stickers, or a small toy, can be more memorable than a bag full of sugar.

Themed is optional, but a personalised tag or note adds a lovely finishing touch.


Pro Tip: Get your child involved in packing party bags as a fun lead-in to the party!


11. Map Out the Party Run Sheet

You don’t need a minute-by-minute plan. Just map out key moments: arrivals, entertainment, food, cake, and goodbyes.

","sectionMenu":"1 Week Before"},{"sectionBody":"

This is where it all comes together! Aim to get as much done as possible the day before; decorations, tables, chairs, and any activity stations. If you’re hosting at a venue, check when you can access the space and plan accordingly. Keep decorations simple but impactful (balloons, tablecloths, and themed touches are your best friends).


Pro Tip: Ensure you set aside enough time for uninterrupted setup. There is nothing worse than feeling the crunch.

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You’ll want to remember these moments, trust us. Charge your phone or camera the night before.


Pro Tip: If you’re hosting solo, ask a friend to snap a few pics so you can be in the memories too.

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1. Set Your Budget

Before the fun begins, get clear on what you're happy to spend. Think of it as setting your party boundaries; it’ll guide your guest list, party decorations, entertainment, food, and supplies. A little planning here saves a lot of second-guessing later.


2. Make the Guest List

Parties come in all shapes and sizes, from intimate family-only celebrations to big backyard blowouts. Start by deciding who’s in. Knowing the headcount helps shape every other decision, from venue to party food ideas and party favors for kids.


3. Pick a Theme and Choose Your Venue

Is it pirates in the park? A disco at home? A fairy forest in your backyard? The theme and venue go hand in hand, so think about what your child loves, how many guests are coming, and how much DIY you want to do.


4. Lock in the Date and Time

Pick a date that works for your family (and consider holidays or sports schedules). If your child’s birthday is in a busy month, consider sending a save-the-date early, even while you finalise details.


Pro Tip: Morning or early afternoon is ideal for kids, just remember the party time affects what food you’ll need to serve. A midday start usually means lunch!



5. Plan Activities

Consult your child and decide on a few games or activity stations.

Want a stress-free day?

Booking entertainment is your golden ticket. A great host or entertainer keeps the kids happy and engaged, so you can relax and chat with other parents. Trust AmazingCo to bring joy, magic, and excitement to your child's special day.


Pro Tip: If you’re booking a host, it’s best to ensure kids arrive 15-30 minutes prior to entertainment starting.


6. Send the Invitations

Once your venue and entertainment are confirmed, it’s time to send invites. Include:

  • Date and time
  • Location
  • RSVP details
  • Any special notes (e.g. bring a towel, wear socks)
  • Whether parents should stay or drop off

Digital invites are quick and easy. Printed ones add a special touch.


Pro Tip: Especially with younger children, it’s good to do a last-minute cross-check of the guest list with teachers before invitations are passed out in case an obvious best friend was missed.

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7. Plan the Food and Drinks

Let the time of day guide your menu.

  • Morning? Think fruit, muffins, juice. 
  • Lunch or afternoon? Try mini sandwiches, sausage rolls, or pizza, all easy party food ideas.

Don’t forget water, and consider snacks for any parents hanging around.


8. Cake

Homemade, bakery-fresh, or store-bought, all that matters is that moment when everyone sings and your child beams.

Pro Tip: Set aside candles, a lighter, and a knife ahead of the day, especially if you’re not hosting at home. We’ve seen parties without all three!

"},{"sectionHeading":"2 Weeks Before","sectionId":3,"sectionBody":"

9. Buy Decorations and Supplies

Keep it simple and fun. A few well-chosen party decorations (balloons, bunting, tableware) can bring your theme to life. No need to overdo it, small touches go a long way. 

Before hitting the shops, visualise the party layout. Picture where things will go:

  • Food and Drinks Table: What serving ware or signage will you need?
  • Cake Table: Do you want a backdrop or cake stand?
  • Activity or Craft Zone: Are you supplying materials, aprons, or a clean-up area? 
  • Party Bags: Where will they be displayed for easy grab-and-go?

Once you’ve mapped out your party space, create a mini checklist for each ‘zone’ to make sure you’re not scrambling for scissors or sticky tape last minute, but most importantly, you’re not heading to the shops a million times.

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10. Prep Party Bags and Favours

Focus on quality over quantity. A few thoughtful party favors for kids, like bubbles, stickers, or a small toy, can be more memorable than a bag full of sugar.

Themed is optional, but a personalised tag or note adds a lovely finishing touch.


Pro Tip: Get your child involved in packing party bags as a fun lead-in to the party!


11. Map Out the Party Run Sheet

You don’t need a minute-by-minute plan. Just map out key moments: arrivals, entertainment, food, cake, and goodbyes.

","sectionMenu":"1 Week Before"},{"sectionBody":"

This is where it all comes together! Aim to get as much done as possible the day before; decorations, tables, chairs, and any activity stations. If you’re hosting at a venue, check when you can access the space and plan accordingly. Keep decorations simple but impactful (balloons, tablecloths, and themed touches are your best friends).


Pro Tip: Ensure you set aside enough time for uninterrupted setup. There is nothing worse than feeling the crunch.

","sectionId":5,"sectionMenu":"Day Before","sectionImage":"https://cdn.builder.io/api/v1/image/assets%2F82e91e4140b842f6b6d6d1fc6d76ccbc%2F030d0e3db894425e93efd3a345dcc906","sectionHeading":"Day Before"},{"sectionId":6,"sectionMenu":"On The Day","sectionHeading":"On The Day, Charge Your Camera and Soak It All In","sectionBody":"

You’ll want to remember these moments, trust us. Charge your phone or camera the night before.


Pro Tip: If you’re hosting solo, ask a friend to snap a few pics so you can be in the memories too.

"}],"frequentlyAskedQuestions":"

How Far in Advance Should I Plan a Kids' Party?

Ideally, 4–5 weeks out, especially if booking venues or entertainers.

How Long Should a Kid's Party Go For?

1.5 to 2 hours is perfect for most age groups. Less is more!

What If It Rains on Party Day?

Have a backup indoor plan, even if it's just a cleared-out living room with games ready to go.

Is It Okay to Ask Parents to Stay or Leave?

Absolutely! Just mention it in the invite and be clear on drop-off or supervision expectations.

Do I Need Entertainment?

Not always, but it definitely helps! A party host will make the day run smoother and keep the energy up, without doing it all yourself.

","templateType":"Default","title":"Ultimate Guide to Planning a Kids Birthday Party","introduction":"

Planning a kids' birthday party? You’re in the right place. Whether it’s your first time or you’ve done a dozen, this kid's birthday party guide will help you create a celebration your child will never forget, and you might even enjoy the process.

We’ve helped thousands of families pull off parties full of giggles, games, and magical memories, and now we’re sharing our best party planning tips with you.

Let’s break it down.


","tags":["Ultimate Guide"],"blurb":"

Because every great party starts with a great plan and a little inspiration.

","keyTakeaways":"
  • Kick off party planning 4-6 weeks out by setting your budget
  • Pick a theme and location that work for your family
  • Consider hiring a party host to handle the entertainment and reduce your workload
  • Download our kids' birthday party checklist to make planning easy
","publishDate":1752480000000,"summaryContent":"

🗓️ Ready to Get Started?

\n

Use our week-by-week timeline and downloadable kids' birthday party checklist to make planning feel easy. Tick things off as you go, and keep the fun in focus.

\n

Download the printable checklist → Ultimate Kids Party Checklist

\n


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{
  "sectionContent": [
    {
      "sectionBody": "<h3>1. Set Your Budget</h3><p>Before the fun begins, get clear on what you're happy to spend. Think of it as setting your party boundaries; it’ll guide your guest list, party decorations, entertainment, food, and supplies. A little planning here saves a lot of second-guessing later.</p><p><br></p><h3>2. Make the Guest List</h3><p>Parties come in all shapes and sizes, from intimate family-only celebrations to big backyard blowouts. Start by deciding who’s in. Knowing the headcount helps shape every other decision, from venue to party food ideas and party favors for kids.</p><p><br></p><h3>3. Pick a Theme and Choose Your Venue</h3><p>Is it pirates in the park? A disco at home? A fairy forest in your backyard? The theme and venue go hand in hand, so think about what your child loves, how many guests are coming, and how much DIY you want to do.</p><h4><br></h4><h3>4. Lock in the Date and Time</h3><p>Pick a date that works for your family (and consider holidays or sports schedules). If your child’s birthday is in a busy month, consider sending a save-the-date early, even while you finalise details.</p><p><br></p><p><strong>Pro Tip: </strong>Morning or early afternoon is ideal for kids, just remember the party time affects what food you’ll need to serve. A midday start usually means lunch!</p><p><br></p><p><img src=\"https://cdn.builder.io/api/v1/image/assets%2F82e91e4140b842f6b6d6d1fc6d76ccbc%2Fcc1aeb8d6da44fd3985a029c7a5c1122\"></p><p><br></p><h3>5. Plan Activities</h3><h3>Consult your child and decide on a few games or activity stations.</h3><h4>Want a stress-free day?</h4><p>Booking entertainment is your golden ticket. A great host or entertainer keeps the kids happy and engaged, so you can relax and chat with other parents. Trust <a href=\"https://www.amazingco.me/promo/occasions/kids-birthday\" rel=\"noopener noreferrer\" target=\"_blank\">AmazingCo</a> to bring joy, magic, and excitement to your child's special day.</p><p><br></p><p><strong>Pro Tip:</strong> If you’re booking a host, it’s best to ensure kids arrive 15-30 minutes prior to entertainment starting.</p><p><br></p><h3>6. Send the Invitations</h3><p>Once your venue and entertainment are confirmed, it’s time to send invites. Include:</p><ul><li>Date and time</li><li>Location</li><li>RSVP details</li><li>Any special notes (e.g. bring a towel, wear socks)</li><li>Whether parents should stay or drop off</li></ul><p>Digital invites are quick and easy. Printed ones add a special touch.</p><p><br></p><p><strong>Pro Tip:</strong> Especially with younger children, it’s good to do a last-minute cross-check of the guest list with teachers before invitations are passed out in case an obvious best friend was missed.</p>",
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      "sectionId": 2,
      "sectionBody": "<h3>7. Plan the Food and Drinks</h3><p>Let the time of day guide your menu.</p><ul><li>Morning? Think fruit, muffins, juice.&nbsp;</li><li>Lunch or afternoon? Try mini sandwiches, sausage rolls, or pizza, all easy party food ideas.</li></ul><p>Don’t forget water, and consider snacks for any parents hanging around.</p><p><br></p><h3>8. Cake</h3><p>Homemade, bakery-fresh, or store-bought, all that matters is that moment when everyone sings and your child beams.</p><p><strong>Pro Tip:</strong> Set aside candles, a lighter, and a knife ahead of the day, especially if you’re not hosting at home. We’ve seen parties without all three!</p>"
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    {
      "sectionHeading": "2 Weeks Before",
      "sectionId": 3,
      "sectionBody": "<h3>9. Buy Decorations and Supplies</h3><p>Keep it simple and fun. A few well-chosen party decorations (balloons, bunting, tableware) can bring your theme to life. No need to overdo it, small touches go a long way.&nbsp;</p><p>Before hitting the shops, visualise the party layout. Picture where things will go:</p><ul><li><strong>Food and Drinks Table:</strong> What serving ware or signage will you need?</li><li><strong>Cake Table: </strong>Do you want a backdrop or cake stand?</li><li><strong>Activity or Craft Zone: </strong>Are you supplying materials, aprons, or a clean-up area?&nbsp;</li><li><strong>Party Bags: </strong>Where will they be displayed for easy grab-and-go?</li></ul><p>Once you’ve mapped out your party space, create a mini checklist for each ‘zone’ to make sure you’re not scrambling for scissors or sticky tape last minute, but most importantly, you’re not heading to the shops a million times.</p>",
      "sectionMenu": "2 Weeks Before",
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    },
    {
      "sectionId": 4,
      "sectionHeading": "1 Week Before",
      "sectionBody": "<h3>10. Prep Party Bags and Favours</h3><p>Focus on quality over quantity. A few thoughtful party favors for kids, like bubbles, stickers, or a small toy, can be more memorable than a bag full of sugar.</p><p>Themed is optional, but a personalised tag or note adds a lovely finishing touch.</p><p><br></p><p><strong>Pro Tip: </strong>Get your child involved in packing party bags as a fun lead-in to the party!</p><h3><br></h3><h3>11. Map Out the Party Run Sheet</h3><p>You don’t need a minute-by-minute plan. Just map out key moments: arrivals, entertainment, food, cake, and goodbyes.</p>",
      "sectionMenu": "1 Week Before"
    },
    {
      "sectionBody": "<p>This is where it all comes together! Aim to get as much done as possible the day before; decorations, tables, chairs, and any activity stations. If you’re hosting at a venue, check when you can access the space and plan accordingly. Keep decorations simple but impactful (balloons, tablecloths, and themed touches are your best friends).</p><p><br></p><p><strong>Pro Tip: </strong>Ensure you set aside enough time for uninterrupted setup. There is nothing worse than feeling the crunch.</p>",
      "sectionId": 5,
      "sectionMenu": "Day Before",
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      "sectionHeading": "Day Before"
    },
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      "sectionId": 6,
      "sectionMenu": "On The Day",
      "sectionHeading": "On The Day, Charge Your Camera and Soak It All In",
      "sectionBody": "<p>You’ll want to remember these moments, trust us. Charge your phone or camera the night before.</p><p><br></p><p><strong>Pro Tip:</strong> If you’re hosting solo, ask a friend to snap a few pics so you can be in the memories too.</p>"
    }
  ],
  "frequentlyAskedQuestions": "<p><strong>How Far in Advance Should I Plan a Kids' Party?</strong></p><p>Ideally, 4–5 weeks out, especially if booking venues or entertainers.</p><p><strong>How Long Should a Kid's Party Go For?</strong></p><p>1.5 to 2 hours is perfect for most age groups. Less is more!</p><p><strong>What If It Rains on Party Day?</strong></p><p>Have a backup indoor plan, even if it's just a cleared-out living room with games ready to go.</p><p><strong>Is It Okay to Ask Parents to Stay or Leave?</strong></p><p>Absolutely! Just mention it in the invite and be clear on drop-off or supervision expectations.</p><p><strong>Do I Need Entertainment?</strong></p><p>Not always, but it definitely helps! A <a href=\"https://www.amazingco.me/promo/occasions/kids-birthday\" rel=\"noopener noreferrer\" target=\"_blank\">party host</a> will make the day run smoother and keep the energy up, without doing it all yourself. </p>",
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  "title": "Ultimate Guide to Planning a Kids Birthday Party",
  "introduction": "<p>Planning a kids' birthday party? You’re in the right place. Whether it’s your first time or you’ve done a dozen, this kid's birthday party guide will help you create a celebration your child will never forget, and you might even enjoy the process.</p><p>We’ve helped thousands of families pull off parties full of giggles, games, and magical memories, and now we’re sharing our best party planning tips with you.</p><p>Let’s break it down.</p><p><br></p>",
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  "blurb": "<p>Because every great party starts with a great plan and a little inspiration.</p>",
  "keyTakeaways": "<ul><li>Kick off party planning 4-6 weeks out by setting your budget</li><li>Pick a theme and location that work for your family</li><li>Consider <a href=\"https://www.amazingco.me/promo/occasions/kids-birthday\" rel=\"noopener noreferrer\" target=\"_blank\">hiring a party host</a> to handle the entertainment and reduce your workload</li><li>Download our kids' birthday party checklist to make planning easy</li></ul>",
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