Birthday Party Timeline

Party time line graphic

It is Party Time!


You have been planning your party for some time now and the big day is getting close. Counting sleeps have gone into single figures and you may be wondering what to do when on the party day?

Here are some handy tips and guidelines for an enjoyable and fun packed party!


If you book an entertainer through Magic 4 Children your party will run like this…


1 hour before

Arrive at your venue and hour to 45 minutes before the party starts. Your entertainer will be at the venue at least 30 minutes before the party starts to set up and get ready.

Plan your room layout with your entertainer for the best party experience for your guests.

Decorate and prepare for guests’ arrival.


10 minutes before

Say hello to mums and dads as guests start arriving. Your entertainer will greet children and engage them with activities like bubbles or dancing


10 minutes in

You are free to make cups of tea for parents. Enjoy the show with the kids and take lots of pictures and/or video as your entertainer begins with the magic and games show. 


50 minutes in

Have the party food ready as the entertainer will break shortly for guests to have some refreshments.


1 hour in

Party food time!


45 minutes till the end of the party

Cake time! Take photographs while your entertainer organizes singing of ‘Happy Birthday’ and blowing out candles.


40 minutes till the end

Start clearing away while your entertainer engages the children with a disco party packed with games and prizes.


10 minutes to go

Get your party bags ready for handing out. Your entertainer will be drawing the party to a close shortly.


Party finished!

Hand out party bags with the birthday star and thanking guests for coming.

Well done! You’ve done it… your party was a success.

Having already done some clearing away you’ll be ready to go home very soon.     


To see more about what our entertainers do at our party, click here.


Running a party without an entertainer


You may choose to get stuck in and run the party yourself. Here is a handy guide to ensure maximum enjoyment for you and the party guests:



1 hour before

Arrive at your party venue one hour to 45 minutes before your party starts (invitation start time).

This allows you plenty time to unload the car, plan and do your room layout, put decorations up and prepare for your guests’ arrival.


10 minutes before

Be ready for your first guests. You are likely to have some early arrivers and you want to be ready to welcome them and not still rushing around getting table cloths on the table.


Party start time

At the actual start time you will have the bulk of your guests arriving. Greet and welcome them with the birthday star next to your side so that he/she can receive gifts and welcome his/her friends.


10 minutes in

Most of your guest will have arrived by now. It is time to start engaging your children with some activity.

Party games works well as it allows for latecomers to join in the activity without missing too much.

Pass the parcel, pin the tail on the donkey, the tray game, sleeping lions, follow my leader are all games that are great to start with.


30 minutes in

By now all your guests will have arrived. This is the ideal time to move into more active games/activities.

Here are some ideas:

Treasure Hunt

Musical Statues

Musical Bumps

Musical Chairs


1 hour in

Time for a break. This is the ideal time to serve your party food and drinks. We have learned that is works best to have food at a specific time rather than having it available all the time. It makes having party food special and eliminates spills and mess as all the children are seated together around a table.


45 minutes till the end of the party

Cake time! Gather all your guests around (grownups as well) for the singing of ‘Happy Birthday’ and blowing out the candles. This focuses everyone’s attention on the birthday star for this all important moment.


40 minutes of party time left

For the next half an hour, engage the children with dancing, interactive songs (like the Gangnam Style/Fast Food Song/Music Man/Cha Cha Slide/Head Shoulders Knees and Toes/Conga and so on).

You could give prizes out for i.e. the silliest dancer, the best dressed (if it’s a fancy dress party), the best singer etc. 


10 minutes left

Time to wrap up and get ready to send guests off. 

Parents will be arriving back if they have left their kids. Get the birthday star to handout party bags or giveaways to the guests and thank them for coming.


Party finished!

Well done! You have done it… your party was a success!


Now for the cleanup… phew!

Venues will often request that tables and chairs are stacked/placed back like you found them and that the floor is swept.

Allow at least half an hour after the last guests have left to clear away before going home.

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