Questions to answer before

you send out the invitations

Here are 11 basic questions you will have to answer before the party becomes a reality, and each of these questions has a potential cost associated with it. Understanding these costs will help you plan for an affordable party. 1. When will the event take place? Not all dates are created equally! If you are renting a facility or having your event catered, consider that some dates are considered “premium”. Holidays, school breaks and such can impact these costs. Shifting your date a week earlier or later, or possibly just a few days may save you considerably. 2. What is the length of your event? If you are hosting your event at home, then the length of the event is of little or no financial consequence. However, if you are using a commercial event space, timing is everything and you must fit into the time slot you have booked. 3. Venue Where will the party be held? Hosting at home is the most cost-effective option but requires setup, cleanup and enough space for your guests while commercial venues like party halls, recreation centres, indoor play spaces offer convenience but come with rental fees that vary significantly by location, day of week and time of year. Don't forget to ask about what's included in the rental — tables, chairs, kitchen access — as extras add up quickly. 4. Guests How many children will you invite? The guest list drives almost every other cost on this list — venue size, food quantities, loot bags and more. A smaller, more intimate gathering is often more manageable and more enjoyable for younger children who can be easily overwhelmed by large crowds. Consider the age of the birthday child when deciding as younger children generally do better with fewer guests. 5. Invitations Will you send printed invitations or go digital? Printed invitations add a personal and memorable touch but may carry printing and postage costs. Digital invitations via email or apps like Evite are free or low cost and offer the added convenience of easy RSVP tracking. Whichever you choose, send them early — two to three weeks in advance is ideal to give families time to plan. 6. Entertainment, travel costs, add-ons Entertainment is often the highlight of the party and the most memorable element for the children (other than the presents). Whether you're booking a magician, face painter, balloon artist or other performer, get your booking confirmed early; popular entertainers fill up fast, especially on weekends. Factor in any travel costs the entertainer may charge, and ask upfront about add-ons such as extended show time or additional activities that may be offered. 7. Decorations Decorations set the tone and create the party atmosphere. Costs can range from minimal to extravagant depending on your theme and approach. Balloons, streamers, banners and tablecloths are affordable staples. Custom or themed decorations cost more but make a stronger impression. Consider what can be reused or repurposed and what truly adds to the experience versus what simply adds to the budget. Of course, check out your local “dollar store” or thrift shop when developing a themed party. 8. Food Will you serve a full meal, snacks only, or something in between? The age of the children, the time of day and the length of the party all influence this decision. If it’s an afternoon party, between meal times, you can get away with lighter fare — fruit, vegetables, sandwiches and juice boxes. A party that spans a mealtime will require more substantial food. Don't forget dietary restrictions and allergies; always ask parents in advance. 9. The Birthday Cake The cake is a centrepiece moment of any birthday party. A custom decorated bakery cake is a special treat but carries a significant cost. A homemade cake is more personal and far more affordable. Sheet cakes from grocery stores offer a middle ground — decent quality at a reasonable price. Whatever you choose, make sure you have enough servings for all guests plus a little extra. 10. Loot bags Loot bags are a beloved party tradition but costs can spiral quickly. Set a per-bag budget and stick to it. Simple, thoughtful items like small toys, candy, and a personalized note are often appreciated just as much as elaborate bags. Avoid cheap throwaway items that break immediately and end up in the trash. A single quality item often makes a better impression than a bag full of trinkets. 11. Thank you cards Thank you cards are a wonderful way to follow up after the party and it teaches children the value of expressing gratitude. They don't need to be elaborate — a simple printed card with a personal handwritten note is perfectly appropriate. For younger children, having them draw a picture to include makes it extra special and memorable for the recipient. Budget a modest amount for cards and postage and set aside time shortly after the party to get them done while memories are still fresh. In my opinion, this is one place where email is not appropriate.