A kids' birthday party runs smoothly if you start 6–8 weeks ahead: first the date, budget and guest list; last, confirming who is coming and bringing whatever is missing on the day. This guide gives you the week-by-week timeline and the things people forget most often.

What it costs: a realistic benchmark

Based on 242 venues with a public price (out of the 372 in our catalogue, as of 23 October 2026), the indicative total for a party for 15 children has a median of €220. The cheapest quarter of venues come in under €113, and the most expensive quarter are above €275. Per child, the median is about €18 (€15 to €22 across the middle range). These are indicative prices taken from the venues' own websites, so always confirm them with the venue.

Check what each price includes. In our data, 59% of venues offer a private room, 45% include a snack, 28% an entertainer, 26% drinks and only 17% the cake. To save money, look at cheap birthday parties; if you want food included, see the venues with a snack included.

6–8 weeks before: the basics

  • Date and time. Weekend afternoons fill up first. Have a second date ready. The median length of a party at venues in the catalogue is about 2 hours (90 to 150 minutes across the middle range).
  • Budget. Set a ceiling and split it: venue, food, cake, party bags and extras. Keep a 10% buffer.
  • Guest list. How many children and how many accompanying adults. Our guide on how many children to invite by age gives a rough guide.
  • Type of party. Indoors or outdoors? If the weather worries you, compare covered venues with outdoor venues.

5–6 weeks before: choose a venue and book

Use the search to filter by city, age and budget. Ask two or three venues for availability and compare the same things in each: total price, minimum number of children, duration, what food is included, whether there is a private room and how many adults can stay.

Booking and deposit

Many venues ask for a deposit or prepayment to hold the date. Terms vary a lot, so ask in writing: how much to pay when booking, when the rest is due, how long you can change the number of children, and what happens if you need to cancel or postpone (for illness or rain, say). Keep the confirmation message or email.

One more useful figure: the median minimum number of children to book is 8, and a quarter of venues require 10 or more. Before you fall for a venue, check that your guest list meets its minimum.

4 weeks before: invitations

  • Send invitations 3–4 weeks ahead so families can plan and reply.
  • Include: the child's name and the age they are turning, date, start time and pick-up time, exact address, a contact number and an RSVP deadline.
  • Ask about allergies and intolerances in the invitation, and whether parents will stay or drop off.
  • If the class uses a messaging group, tell parents the invitation will arrive there, so nobody is left out by mistake.

3 weeks before: replies and food

Chase outstanding replies with a friendly message and, once you have a rough headcount, let the venue know about any changes. Then go through the food:

  • Allergies and intolerances. Write them all down and pass them to the venue in advance. Every venue handles allergens in its own way; ask what they can and cannot guarantee and, for serious allergies, talk to the family directly.
  • What you can bring. Some venues let you bring your own cake or food and others do not. Ask before buying anything.
  • Cake. If you need to order one, do it early and check how to collect it.
  • Drinks and adults. Ask whether the price also covers accompanying adults.

2 weeks before: the details

  • Party bags or a small gift for guests (only 7% of venues include them).
  • Decorations and candles, if the venue does not provide them (only 8% include decoration).
  • A plan B for rain, especially for outdoor venues.
  • Share jobs among the adults: who greets, who takes photos, who handles the cake.

1 week before: closing the loop

  • Confirm the final numbers of children and adults and the arrival time with the venue.
  • Check what is left to pay and how (cash, card or bank transfer).
  • Remind parents of the start time, pick-up time and address.
  • Prepare a list of the guests' parents' phone numbers.

What to take on the day

  • Cake, candles and a lighter, plus a plate and knife if needed.
  • Party bags, decorations, balloons.
  • Water, wipes, tissues and a change of clothes for the birthday child.
  • A camera or phone with battery; ask first whether photos are allowed.
  • Socks (if the venue requires them for jumping or play) and comfortable clothes for the children.
  • The allergy list and contact numbers.
  • Booking confirmation and a way to pay.

The big day

  1. Arrive 15–20 minutes early to check the room and set out the cake and extras.
  2. Greet the children and note who is staying and who is leaving.
  3. Make the pick-up time clear to the adults.
  4. Leave time for blowing out the candles without rushing: it is what everyone remembers.
  5. At the end, tidy up, settle the balance and thank the staff.

FAQ

How far ahead should I book?

As a rule of thumb, 5 to 8 weeks; for a peak-season weekend, earlier is better. Each venue has its own deadlines, so check.

What does it cost on average?

For 15 children, the median in our data is €220, but prices range from under €100 to over €400 depending on the type of venue. They are indicative prices from the venues' websites.

Do you charge commission?

No. Cumplalia is a free catalogue: we take no commission on bookings and the prices are the ones venues publish themselves. See how it works.