After you've found the right venue, it's then time to set up the place so that it's ready for your guests to feel comfortable, have fun and enjoy themselves!
Before the party, be sure to remove all fragile or
breakable items from the room. Clear any large furniture you can and cover
up sharp edges that might be safety hazards during party time. It's only
natural for children to like to run around when they are having fun, so
try to make your place a safe environment as best as you can.
Separate your venue into at least two distinct areas. Allocate one area
for activities like games or entertainment and another area for food and
drinks. This is so that the activities do not get in the way of people who
are enjoying the scrumptious spread you have specially prepared!
You will need to prepare the following dedicated areas/ tables for the following elements:
Gift Table
This is where you place all the gifts that the birthday child receives. The "gift table" should be close to or next to the entrance so that presents can be placed there as soon as a guest arrives.
Play Area for Activities, Entertainment, Games or just having Fun
Try to create an open space for kids to play in. This space will also be used for activities, games and shows.
If you are having an entertainer at the party, don't have him perform in front of an entrance or doorway as this will distract from the show badly. People moving in and out from these entrances will cause too much of a distraction and disrupt the show.
Ensure
there is a performing space prepared, ideally, this space should be in
front of a wall with your birthday banner or main decorations. Also ensure
that there is ample space for children to sit and watch the show or move
around if the entertainer is playing interactive games. As a rough guide,
a space of about 10ft x 10ft should be sufficient for the performer to
entertain up to 20 children.
You might also need to prepare additional space/ tables/ chairs for additional activities like if you have a face painter, caricature artist or balloon twister at the party.
Food/ Buffet Line
Most parties will have a buffet line as opposed to an ala carte sit-down style food. Ensure the buffet line is setup away from the play/ activity area. As there will likely be spills of food and drink, ensure there are no expensive carpets or valuables around the buffet line.
Dining Area
The eating area should ideally near the buffet line and not in the middle of the play/ activity area. If there is not space for dining tables, line up chairs along the wall for people to sit and eat.
Cake Cutting Table
This can either be one of the dinning tables cleared for the cake cutting or a dedicated side table for the special moment. Ensure there is space around the table for photo-taking with friends and family.
Here are four party layouts we have designed for commonly shaped venues. These will give you a better idea of how the food, gift table, and play/ activity area should be laid out:
This is a standard shaped rectangular room with the entrance or common corridor at the short end of the room. It is best to have the play/ activity/ performance area across from the entrance.
This is a standard shaped rectangular room with the entrance or common corridor but with the entrance at the long side of the room. Again, it is best to have the play/ activity/ performance area across from the entrance.
The party layout gets challenging when you have an odd-shaped room with more than one entrance. Do your best to isolate the various areas.
Sometimes, you may get a circular room or venue such as under a pavilion or restaurant. Once again, position the play/ activity/ performance area across from the entrance and position the rest of the areas around this area.
Read our other Birthday Party articles:
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