The Complete Guide To Getting Started As A Children’s Event Organizer

Description of Job - Children’s Event Organizer

• Be the organizer and majordomo of a party or special event for children.
• Meet with parents (and child where appropriate) to discuss activities,entertainment, and food.
• Develop a budget and a plan for the event, including contingencies for weather.
• Supervise the event. 

The Need

If you think that putting on a wedding reception for a hundred guests or planning a formal cocktail party for the boss and the board of directors is stressful, you obviously have never been in charge of a birthday party for 12 six-yearolds. Adults look for the quality of conversation, food, and drink. The younger set wants to be entertained constantly, fed often, and generally allowed to run wild. (Well, yes, so do the adults, but sometimes they can be reasoned with, and their temper tantrums are usually easier to head off.) Events for children can be held at the home of their parents,which may be the most comfortable and least expensive but also brings problems of breakage, bathrooms, pets, and neighbors; or they can be held at parks, amusement areas, sporting arenas, theaters, restaurants, and other venues.

The job of the children’s event organizer is to know the territory, understand children, and be willing to take on the challenge of throwing a party for the pintsized.

Challenges

You should be able to see things from a child’s point of view. The party has to be fun,and the guest of honor is going to expect to earn bragging rights that will last at least until the next friend’s party.
Many parties for youngsters are based on a theme, and you have to keep current. Harry Potter may be just so yesterday by the time of your event. Among the challenges: goodie bags, piñatas, lawn games. Do you need to rent a clown or a pony? Is the client’s backyard an appropriate and safe location? How far into the house can the children venture? What happens if it rains? Meet with the parents first to understand their expectations and limitations; then include the child to hear his or her expectations. (If the party is to be a surprise, the parents will have to be able to speak on behalf of their child.) Be sure that the parents have a realistic idea of the number of guests they intend to invite. Twenty kids in a three-room apartment with one bathroom is not going to be pleasant; six kids in a formal dining room may meet a kid’s definition of boring. Make a presentation that includes area amusement parks, museums, restaurants, and theaters that will host a party. Explore themes for home parties.
If the child is a fan of The WizardofOz, suggest decorating the client’s home with a yellow-brick road into the Emerald City. Avoid unnecessary exposure to liability. We’d suggest staying away from trampolines, bounce houses, and anything else that increases the risk of children being hurt. Even a pool party involves potential danger unless it’s heavily supervised. Your contract should limit your exposure to liability, especially for any danger that already exists at the home or party location.

Know the Territory

Contact area theme parks, museums, arenas, theaters, and restaurants that cater to children,and find out about their programs for parties. You’ll also need to meet and check out clowns, magicians, balloon artists, singers, and other entertainers you may engage. You have to know what’s hot and what’s not in the fickle world of children and match the age group of the party to the right theme.

How to Get Started As A Children’s Event Organizer

Post flyers and ads at community centers, schools, and retail outlets, including party supply stores. Retailers may be willing to allow you to advertise at their stores if you promise to shop for supplies there. Place ads in newspapers and shopping guides. Ask friends and acquaintances to spread the word about your services; offer a bonus or a discount on future services for business they send your way. Do the same with satisfied customers.

You can also contact companies in your area that plan holiday events (Fourth of July, Christmas, and the like) for their employees; offer your services to organize separate entertainment for the children.

Up-front Expenses

The principal up-front expenses are for advertising and promotion.

How Much to Charge

Charge by the hour for your planning and supervision of the event, and add the cost of any supplies you must purchase or rent; you should be able to buy at wholesale or discount prices and resell at retail prices. Your client can pay entertainers and food providers directly,or those services can bill you, in which case you can use a cost-plus basis for billing for your hours, adding a markup to other costs.