Contingency Planning at Kids’ Parties

Let’s face it, hosting a kid’s party is amazing, but sometimes things don’t go exactly as planned. From surprise guest changes to unexpected weather, little hiccups can pop up.

When planning for a children’s party (or any other party whatsoever) remember to have a backup plan for weather, first aid essentials, backup entertainment, and clear communication with parents for a smooth event.

Last Updated: May 1, 2024  |  8 min Read

In this article I’ll be covering practicallyall possible issues that can make your party go wrong. I will share very practical tips to help you stay calm and keep the party fun, even when things won’t go as planned.

If you need a step-by-step guide for party planning go to Kids Party Planning Pro: Getting Started Step By Step.

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Certain situations can be foreseen and it makes sense to plan for the eventualities before the party. Let’s go through them one by one.

1. Guest Cancellations

Sometimes, kids get sick or plans change. To avoid a party feeling empty, have some backup activities or games ready for a smaller group. You could also prepare goodie bags for any surprise early departures.

Backup Activities for a Smaller Group

Quick Crafts

Board Games

Themed Scavenger Hunt

Charades & Pictionary

Find more ideas in our three section dedicated to party games:

Toddler Party Games

Kids Party Games

Teen Party Games

2. Bad Weather

If your party is outdoors, have an indoor backup plan or reschedule if necessary.

Outdoor Party Backups

Indoor shelter – a community center, friend’s house, or even a large tent ready for unexpected showers.

Rainy day gear – umbrellas, ponchos, or raincoats.

Activity twists – switch to indoor versions.

Movie magic – prepare a cozy movie marathon with popcorn and classic films everyone enjoys.

Clear communication – keep parents informed of any changes due to weather, and stay positive!

3. Dietary Restrictions

Catering to dietary restrictions is not just about avoiding risks, it’s about showing everyone they’re welcome and valued. Here are some practical tips:

Ask Parents

Ask parents about any allergies or dietary restrictions well in advance and be prepared with suitable food and drink options.

Use Labels

Clearly label all food and drink options with ingredients and potential allergens. This helps parents and kids make informed choices.

Offer Alternatives

Have options for common allergies like dairy, gluten, nut, and egg. Consider dairy-free cheese, gluten-free bread, allergy-friendly spreads, and fruit instead of nut butter.

Think Beyond Food

Be mindful of non-food items like decorations or party favors that may contain allergens (latex balloons, peanut-shaped candies).

Food Stations

Set up separate food stations for those with allergies or dietary restrictions. This helps avoid cross-contamination and ensures everyone feels safe and included.

Individual Portions

Consider individually portioned snacks or pre-packaged treats to prevent accidental contamination.

4. Hurts and Scrapes

Be prepared for inconveniences and mishaps during the party itself.

Kids will be kids, and sometimes playtime leads to bumps and scrapes. Keep a first-aid kit stocked with bandages, antiseptic wipes, and other essentials.

Pro Tip: Have a list of emergency contacts for each child in case you need to reach their parents or guardians quickly.

5. Overwhelmed or Shy Kids

Not every kid thrives amid a bustling party. Some might feel overwhelmed, while others prefer quieter activities. Here are some suggestions to ensure everyone feels included and has fun.

Chill Zone

Create a designated “calm corner” with comfy seating, coloring books, puzzles, or building blocks.

Quiet Activities

Beading, painting, or simple crafts.

Bookshelf Buddies

A cozy reading nook with age-appropriate books.

Small Group Games

Smaller group games or activities that encourage interaction without being overwhelming. This can be anything from board games to scavenger hunts with smaller teams.

Shy Introductions

When welcoming new guests, encourage other kids to approach quietly and introduce themselves. This helps avoid overwhelming shy kids with a large group greeting.

Pro Tip: Don’t force interaction. Shy kids will come out of their shells at their own pace. By offering them calm spaces and activities, you create a welcoming environment where everyone feels comfortable being themselves and having fun in their way.

6. Arguments or Disagreements

Even the best-planned party can experience minor disagreements between kids. Here’s how to handle them calmly and ensure everyone stays happy:

Listen Up

When you see a conflict brewing, approach the children calmly and listen to each side of the story without interrupting.

Separate & Soothe

Sometimes, a brief separation can cool things down. Gently suggest they take a short break in the “calm corner” or engage in individual activities for a few minutes.

Fair Play

Encourage them to find a solution that works for everyone. Suggest compromises, or offer options for example, for taking turns.

Focus on the Positive

Applaud their efforts to resolve the conflict and acknowledge their willingness to listen and communicate.

Important: Don’t take sides or assign blame. Instead, guide them towards finding their solution and emphasize the importance of treating each other with respect.

7. Food Spills or Messes

Have cleaning supplies and paper towels readily available.

Kids and parties go hand-in-hand with spills and messes! But don’t let sticky situations dampen the fun. Have cleaning supplies, wet wipes, and paper towels readily available.

Here are some practical tips to turn messes into minor inconveniences:

Prevention

Minimize spills by using spill-proof cups and plates for younger children. Offer napkins readily and encourage kids to wipe their hands after eating or playing with messy materials.

Quick Response

Don’t let spills linger! Act fast to contain them before they spread. Address small spills immediately with paper towels or wet wipes. For larger ones, use spill pads to absorb the mess and then follow up with your cleaner.

Fun Cleanup Crew

Turn cleaning into a game! Encourage kids to help with simple tasks like collecting used napkins or wiping down tables. Make it fun with silly songs or a quick “clean-up race.”

Important: Don’t scold kids for spills. Accidents happen! Focus on praising their efforts to help clean up and emphasize the importance of working together to keep the party space tidy.

8. Activities Not Going as Planned

Be flexible and adaptable! If an activity isn’t working, switch things up or move on to something else.

Pro Tip: Backup Power – If you’re using electronic equipment like sound systems or inflatable bouncy houses, have a backup power source in case of electrical issues.

9. Lost or Misplaced Items

Have a designated lost and found area for any belongings that get misplaced.

Final Thoughts about Contingency Planning at Kids’ Parties

In conclusion, while planning a kid’s party can be filled with excitement and joy, it’s essential to anticipate the unexpected. By having a solid Plan B in place for potential challenges like weather changes, minor mishaps, and unforeseen circumstances, you can ensure that the party remains a memorable and enjoyable experience for everyone involved. 

Remember, flexibility and preparedness are key.