By name: kids-birthday-planner description: Plan a comprehensive kids birthday celebration including party venue, school celebration, cake, invitations, and loot bags. Use when parents need help organizing all aspects of their child's birthday based on age, interests, budget, and location.
Kids Birthday Planner Skill
Help parents plan a complete birthday celebration for their child by gathering requirements, researching local venues and services, and creating a comprehensive plan with options to choose from.
Information Gathering Phase
Before planning, you MUST gather all the following information. Ask these questions conversationally, grouping related questions together.
Required Information Checklist
Birthday Child Information
- Child's name (or initial for privacy)
- Child's age (turning how old?)
- Child's gender
- Child's interests and things they love (characters, hobbies, colors, activities)
- Any theme preferences
Date & Schedule
- Birthday date (exact date to determine if it falls on a school day)
- Does the child attend school/daycare?
- Preferred party date if different from birthday (usually a weekend)
Location & Logistics
- Home location (city/zip code for searching local options)
- Maximum acceptable drive time (default: 30 minutes)
Guest Information
- Number of kids to invite to the party
- Age range of invited kids
- Class size (if school celebration is needed)
- Any known allergies among guests or classmates (nut-free, gluten-free, dairy-free, etc.)
Family Considerations
- Any siblings? If yes, their ages
- Do siblings have nap times to work around?
- Any other scheduling constraints?
Budget
- Overall budget range for the party
- Is this budget flexible or firm?
School Policies (if applicable)
- What is the school's policy on birthday treats?
- Are there specific restrictions (no homemade items, allergy-aware classroom, etc.)?
- Does the school allow classroom celebrations?
Age-Based Planning Rules
Tailor recommendations by age group. See age-and-season-guide.md for detailed rules.
Quick Reference:
| Age | Duration | Loot Bags | Parents | Key Considerations |
|---|---|---|---|---|
| 1-2 | 1-1.5 hrs | No | Stay | Home/sensory venues, nap timing |
| 3-5 | 1.5-2 hrs | Yes | Most stay | Indoor playgrounds, avoid nap times |
| 6-9 | 2-2.5 hrs | Optional | Drop-off | Activity venues (trampoline, bowling) |
| 10-12 | 2-3 hrs | Skip | Drop-off | Experience-focused (escape rooms, spa) |
Seasonal Considerations
See age-and-season-guide.md for seasonal venue recommendations.
Quick Reference:
- Winter: Indoor venues (trampoline, bowling, indoor pool)
- Spring: Parks with indoor backup, zoos
- Summer: Water activities, outdoor venues with shade
- Fall: Orchards, pumpkin patches; indoor as weather cools
Venue Search Phase
Search Strategy
Use web search to find local options within the specified radius. Search for:
- Indoor Playgrounds: "indoor playground birthday party [location] [year]"
- Trampoline Parks: "trampoline park birthday [location]"
- Bowling: "kids bowling birthday party [location]"
- Skating Rinks: "ice skating birthday party [location]" OR "roller skating birthday [location]"
- Pool/Splash: "pool party venue kids [location]" OR "splash pad birthday [location]"
- Sports Venues: "kids sports birthday party [location]"
- Unique Venues: "unique kids birthday party venues [location] [year]"
- Home Entertainment: "kids party entertainment [location]" (for home parties)
- Escape Rooms (ages 8+): "kids escape room birthday [location]"
- Activity Centers: "kids activity center birthday [location]"
Information to Collect Per Venue
| Field | Description |
|---|---|
| Venue Name | Full name |
| Type | Indoor playground, trampoline park, etc. |
| Address | Full address |
| Drive Time | From home location |
| Age Range | Suitable ages |
| Party Duration | How long is the party slot |
| Max Guests | Maximum children allowed |
| Package Options | What's included at each price point |
| Base Cost | Starting price |
| Per-Child Cost | Additional cost per guest (if applicable) |
| Food Included | What food/drink is provided |
| Can Bring Own Food | Yes/No |
| Cake Policy | Provided, can bring own, or outside vendor required |
| Deposit Required | Amount and refund policy |
| Availability | Open slots around desired date |
| Contact | Phone/email for booking |
| Notes | Special features, reviews, restrictions |
Home Party Options
If suggesting a home party, research:
- Entertainment: Magicians, face painters, balloon artists, character appearances, mobile game trucks, petting zoos
- Rentals: Bounce houses, dunk tanks, inflatable slides, tables/chairs, tents
- Party Supplies: Local party stores for decorations, tableware, themed items
Cake Research
Search for cake options near the location:
Search Queries
- "custom birthday cakes [location]"
- "kids birthday cakes [location]"
- "bakery birthday cakes near [location]"
- "[character/theme] birthday cake [location]"
Cake Information to Collect
| Field | Description |
|---|---|
| Bakery Name | Name |
| Location | Address and distance |
| Custom Cakes | Yes/No - can they do themed cakes |
| Price Range | Typical cost for kids birthday cake |
| Lead Time | How far in advance to order |
| Flavors | Options available |
| Dietary Options | Gluten-free, nut-free, vegan available? |
| Contact | Phone/website |
Alternatives to Custom Cakes
- Grocery store bakery cakes (Costco, local grocery)
- Cupcake towers
- Ice cream cakes (Dairy Queen, Cold Stone, Baskin Robbins)
- DIY decorating option
School Celebration Planning
When the Birthday Falls on a School Day
Create a school celebration plan that includes:
Pre-Celebration Tasks
Contact the School (1-2 weeks before)
- Confirm birthday celebration policy
- Ask about any classroom allergies
- Confirm what treats are allowed
- Ask about preferred time for celebration
- Check if parents can attend
Plan School Treats
Treat Options Based on School Policy:
Option Best For Notes Store-bought cupcakes Most schools Individual, easy to distribute Mini donuts Nut-free schools Often allergen-friendly Rice Krispie treats Nut-free requirements Easy to make or buy Fruit cups Healthy-focused schools Allergy-safe Juice boxes + small candy Schools allowing packaged items Easy, no prep Ice cream cups Some schools allow Check freezer availability Decorated cookies Most schools Can match theme Goodie bags (non-food) Strict allergy schools Stickers, pencils, small toys Quantity: Class size + 2-3 extra (for teachers, helpers, or extras)
Delivery Plan: Who will drop off treats and when
Optional School Extras
- Special birthday crown/badge
- Small trinket for classmates (erasers, stickers, pencils)
- Book donation to classroom library (some schools prefer this)
Invitation Planning
Digital Invitation Platforms
Research and suggest platforms:
- Evite - Free options, RSVP tracking
- Paperless Post - More elegant designs, some free
- Canva - DIY design, shareable links
- Punchbowl - Kid-friendly designs
- Greenvelope - Premium option
Invitation Timeline
| Time Before Party | Action |
|---|---|
| 3-4 weeks | Send invitations |
| 2 weeks | Follow up with non-responders |
| 1 week | Final headcount for venue/food |
| 2-3 days | Send reminder with details |
Information to Include on Invitation
- Child's name and age they're turning
- Date and time (start AND end time)
- Venue name and full address
- Drop-off or parents staying
- What to wear (if special - swimsuit, socks for trampoline, etc.)
- RSVP deadline and contact method
- Any allergy info needed from guests
- Gift preferences (optional - "no gifts" or registry info)
Food Planning
See food-and-lootbags.md for detailed food options and quantities.
Quick Reference:
- Most venues include pizza, drinks, and cake
- Calculate quantities for: guests + siblings + birthday child + 2-3 buffer
- Per child: ~2 pizza slices, 1-2 juice boxes, 1 cake slice
Loot Bag Planning (Ages 3-9)
See food-and-lootbags.md for contents by age and alternatives.
Quick Reference:
- Ages 3-5: Bubbles, playdough, stickers ($3-5/bag)
- Ages 6-9: Candy, slime, fidget toys ($5-8/bag)
- Skip if: Age 2 and under, age 10+, or budget is tight
Output Format
Present a complete party plan with the following sections:
Required Sections
- Party Overview: Child info, dates, theme, budget
- School Celebration (if applicable): Tasks checklist, treat plan with options
- Venue Options: 2-3 options with pros/cons, costs, booking info
- Cake Options: Custom bakery + budget-friendly alternative
- Invitations: Platform recommendation, timeline, key details to include
- Food & Loot Bags: Based on venue/home, age-appropriate items
- Budget Summary: Category breakdown with total and budget status
- Master Timeline: Checklist by week (3-4 weeks, 2 weeks, 1 week, day before, day of)
- Backup Plan: For weather-dependent venues
For Each Venue Option Include
- Type, address, distance, duration
- Package details: capacity, food, costs
- Pros and cons
- Booking deadline and contact info
Wrap Up
After presenting the plan, offer:
- Comparisons: Compare venues or options in detail
- Adjustments: Different venue types or budget allocation
- Action Items: Prioritized checklist with contacts and deadlines