Planning a kids’ party is one part joy, one part chaos, but when done right, it creates magical memories that last a lifetime. Whether you’re throwing a fairy tale bash for a 4-year-old or a sports themed showdown for a soon-to-be 10-year-old, the key is all in the planning.
Here in Melbourne, the pressure is on to throw a party that’s creative, fun, stress-free, and makes your little one feel like the star of the show. Luckily, this guide has everything you need.
Let’s dive in…
Start with a Party Vision: Theme, Style & Guest List
Before booking anything, take a moment to dream up your ideal party scene. Ask your child what they’re excited about this year: unicorns? Pokémon? Taylor Swift’s Eras?
Next, think about:
- Theme: Try not to overthink it. A favorite color or animal works just as well as a movie franchise.
- Guest List: For kids under 6, many parents still invite the whole class or childcare group. Older kids often prefer inviting just a few close friends. You can lean on the Age System: an 8 year old invites 8 friends…
- Venue Fit: Your guest count helps determine whether your home, a park, or a party venue is the best fit.
Timing is Everything: Choose the Right Day & Time
You’ll want a party time that works for your child’s energy levels and your guests’ availability.
- Younger kids (3–5): Mornings are best, before naps or meltdowns.
- Older kids (6–10+): Afternoons or early evenings work better.
- Duration: Two hours is the sweet spot. Enough time for games, food, and fun without fatigue.
Avoid peak holidays unless you’re ready to book months in advance!
Secure the Venue Early
Step one for your kids party planning is to secure the venue. This will shape the party as it affects the timing, food, and activites.
Also consider:
- Parks: great for large groups and active children. Of course, Melbourne weather might pull a fast one: try to reserve a pavillion or cover overhead.
- Home parties: budget-friendly but may need to limit guest count or activities. Again, Melbourne weather is unpredictable, so a rain plan is important.
- Halls: weather-proof, consider hiring a council hall or a bowling club for a large, blank canvas.
- Play Centres: also weather proof! Party packages vary from venue to venue; these often include the activities, decorations, and food for the kids.
- Children’s Party Venues: like Inspiring Minds Studio are beloved for their packages including creative stations, kids party food, and built-in party hosts.
Pro Tip: Lock in your venue before your entertainment to ensure timing and access are sorted.
Make it Unforgettable
When planning your child’s special day, start with the one thing that means the most to the guest of honour. Once the theme and location are chosen, your child’s vision is coming together. Let them tell you the most important part to them. This “heart of the party” is what you should prioritize. The centrepiece is the next biggest piece to the puzzle.
See our trending party packages to inspire your kids party planning.
Plan Your Entertainment Around Your Schedule
Once your venue and time are confirmed, the fun begins: book your face painter!
Paint + Pop’s talented artists can work around your timeline, but early booking ensures you don’t miss out, especially for popular dates. Venues sometimes have restrictions on glitter or designated face painting areas, so it helps to get everything coordinated early.
Bookings fill up quickly from October to December and again from February to March.
Wow Them with Face Painting by Paint + Pop
Nothing sparks imagination like turning into a tiger, fairy, superhero, or sparkly dragon. That’s where Paint + Pop comes in.
Why parents love us:
- 24 full-face designs in just 2 hours—our artists are speedy and magical
- WWCC & insured professionals who adore working with kids
- Custom designs for all ages, interests, and styles
- $300 + GST for a 2-hour session, perfect for most party sizes
We’ve brought the “wow” factor to hundreds of parties across Melbourne and have 85+ 5-star reviews to prove it.
Amy was a fantastic addition to my daughter’s 4th birthday party! The weather was very hot and Amy took this in her stride – her face painting creations were beautiful and very special. Amy was delightful to communicate with and seamless to organise before and on the day. I couldn’t speak more highly! Wonderful!! Thank you Amy!
Caitlin M.
Northcote, Melbourne
Food That Works: Easy, Fun & Age-Appropriate
Let’s be real: kids are often too busy partying to eat! Focus on easy, grab-and-go food that keeps energy levels up without the mess. Ideas include:
- Mini sandwiches or wraps
- Fruit skewers
- Popcorn cups
- Fairy bread (of course—it’s Melbourne!)
- Cupcakes or themed cookies
For older kids, consider pizza, sushi rolls, or mini burgers. Always check for allergies and dietary restrictions, and keep the food table open for easy access.
Invitations: Digital or Print & When to Send
You can send paper invites for the keepsake factor, or go digital for convenience with kids party planning.
For me, I tend to choose digital because I can communicate directly with the parent, so nothing is lost in a school backpack and children are not invited will not witness the invitation exchange and feel excluded. ❤️
Invitation Timing
- Send invites 3–4 weeks ahead (6 weeks if it’s school holidays or a busy month)
- Include: date, time, address, RSVP deadline, theme (if any), and what to bring (like a change of clothes for messy activities)
- Track RSVPs carefully so you can inform entertainment and order food with confidence
Activities, Games & Entertainment that Keep Kids Engaged
It’s the thoughtful mix of activities, games, and entertainment that truly makes a party unforgettable. The key? A balance between structured fun and free play, so every child stays engaged, excited, and inspired.
Here are some brilliant ideas to elevate your event:
🎨 Creative Stations
- DIY craft tables, sensory, or science experiments: Perfect for quieter kids and ideal at home or in a hall. Choose the activity that match your party’s theme.
- Temporary tattoo or sticker bars: Quick, fun, and great for high-turnover entertainment.
📸 Paint + Pop’s Custom Digital Photobooth
Step up your party game with our digital pop-up photobooth, designed to match your event’s exact theme. Whether it’s Sanrio filled fun, Star Wars, or a mini pop concert, every photobooth output is custom-branded for the guest of honour, perfect for keepsakes and social sharing.
Our digital setup is sleek, space-saving, and packed with personality. Add it alongside face painting for a full entertainment experience that parents and kids will rave about.
🕺 Classic Games That Always Win
- Musical statues or pass-the-parcel: Great ice-breakers for mixed-age groups
- Obstacle courses or scavenger hunts: Burn off energy and spark teamwork; great in open spaces
- Dance-offs: Especially fun with themed playlists, think Taylor Swift Eras or TikTok challenges
- Free play with bubbles, chalk, and hula hoops: Easy to set up, endlessly entertaining
Aim for a flexible party flow that includes bursts of activity with pockets of downtime. The combination of professional entertainment like Paint + Pop and classic fun gives every child a chance to shine, and every parent a moment to breathe.
Decorations & Themes on a Budget or in Style
You can DIY stunning decorations on a budget:
- Balloon garlands
- Bunting
- Table runners in the party’s color palette
Or rent reusable themed decor kits from party stylists. Simple touches like matching plates and napkins can go a long way. Kids don’t need a Pinterest-level setup to be wowed.
Check your local Facebook groups (Good Karma, Buy Nothing) for your community’s reusable party supplies.
Music Makes the Mood
If indoors, do not underestimate how the music can set the vibe. The audio is often overlooked, but you will be a hero if you clue into it.
Create a party playlist with your child’s favorite songs, stream on a smart speaker or Bluetooth device.
For little ones: Wiggles, Baby Shark, Bluey, or Disney tunes.
For older kids: Pop hits, Taylor Swift eras, or songs trending on TikTok. K-Pop Demon Hunters is topping the charts.
Just make sure your phone doesn’t walk too far from the bluetooth speaker!
Don’t Forget Party Bags & Thank Yous
End the party with a thoughtful takeaway. This is a great opportunity to show your child’s personality and interests.
If this is a priority for you and yours, splurge! I love a single item that feels like a gift or a prize. I don’t necessarily wrap them, I simply buy $5 blind bags or clearanced small toys in theme.
If you prefer to a tick a box for party bags, see what the venue can provide. If that’s not in the cards, set a budget for lollies or themed plastic sets from Kmart, a 2 dollar shop, or a party store (only one store).
If possible, include a handwritten or printed “thank you for coming” message. It’s a sweet, old-school gesture that parents appreciate.
If you have the bandwidth, you can teach your children the value of gratitude with a tradition of Thank You Notes after the party. Make this very achievable by recording a video of the child or buying or printing fill-in-the-blank cards for the child to write the gift giver’s name and the gift.
Kids Party Planning Final Checklist
| ✅ Task | 📅 Suggested Timing |
|---|---|
| Choose theme and guest list | 6–8 weeks out |
| Book venue | 6+ weeks out |
| Book Party Entertainers, like Paint + Pop | 6+ weeks out |
| Send invitations | 4-6 weeks out |
| Plan food, cake, and decorations | 3 weeks out |
| Confirm RSVPs | 1–2 weeks out |
| Finalize timeline and activities and supplies | 1 week out |
| Pack party bags | 2–3 days before |
| Enjoy the party! | Party day 🎉 |
| Thank Yous | Up to 2 weeks after |
🎉 FAQs About Kids Party Planning in Melbourne
Conclusion: Make It Magical, Make It Memorable
Kids only get a handful of birthday parties they’ll truly remember. With a little planning (and a splash of face paint magic), you can create one they’ll talk about for years.
Paint + Pop isn’t just face painting. We’re the experience that turns imagination into art and kids into characters of their own story. Book early, plan smart, and throw the kind of party other parents will ask about for months to come.