When Should You Send Kids’ Party Invitations? And What to Include

Planning a children’s party is a little like preparing for a secret mission – timing, communication and clear instructions are everything. And one of the questions we hear from parents all the time is: when should I send the party invitations?Closely followed by: and what do I actually need to put in them?

Whether you’re hosting a full-class superhero training session, a garden safari adventure or a pirate quest for a dozen close friends, this post will help you get the invites out at the right time – and with all the information guests (and their parents) need.

When Should You Send Kids’ Party Invitations?

The short answer: 3 to 4 weeks in advance is the sweet spot.

This gives parents enough time to:

  • Check the date

  • RSVP

  • Organise transport, presents and childcare

  • Avoid double-booking with other parties (which happens more than you’d think)

If you’re holding the party during school holidays, or inviting children who attend different schools or nurseries, send invites out 4–5 weeks ahead where possible. This is especially helpful if you need firm numbers for venue hire or catering.

What If You Send Them Too Late?

Sending party invites a week before the big day can cause all sorts of unnecessary stress:

  • Some children will already be committed to other parties or activities

  • Parents may not reply in time

  • You may end up over-ordering food or party bags just in case

We’ve seen brilliant parties end up with only half the guest list showing up — not because people didn’t want to come, but because they already had something else in the diary.

When Is It Too Early?

More than 6 weeks ahead, and you risk people forgetting. The date won’t feel urgent and you may end up chasing RSVPs anyway. If you do need to send them early (e.g. around Christmas or summer holidays), follow up with a reminder text a week or so before the party.

What to Write in a Kids’ Party Invitation (UK Edition)

So, what exactly should go in a party invite? Whether you’re using paper cards, digital invitations or a quick message via class WhatsApp, here’s what to include:

The Essentials:

  • Child’s name – and optionally their age (especially helpful if it’s a mixed-age school group)

  • Date – include the day of the week too (e.g. Saturday 12 October)

  • Start and finish time – this avoids confusion around drop-off and pick-up
    (More on ideal timing below)

  • Venue – full address plus parking tips if needed

  • RSVP details – name, mobile number and a deadline
    (e.g. RSVP by 30 Sept to Sarah – 07912 345678)

Optional but Helpful:

  • Theme or dress code (if any)

  • What’s provided – food, drinks, party bags?

  • Allergies or dietary info request
    (e.g. Please let us know of any allergies)

What Time Should a Kids’ Party Start?

Here’s a rough guide to start times and durations for children aged 4–8 (based on what works best at Adventure Team Parties):

  • Morning parties: 10:30am–12:00pm
    Great for younger kids — they’re fresh, full of energy, and you’re done before lunch!

  • Afternoon parties: 2:00pm–3:30pm or 3:00pm–4:30pm
    Ideal if you’re serving food afterwards or hiring a venue with limited morning availability.

  • Avoid mealtimes unless you’re providing food.
    Starting a party at 12:00pm without lunch = a room full of hangry 6-year-olds.

How Long Should a Kids’ Party Be?

For ages 4 to 7, 1.5 to 2 hours is ideal. That’s enough time for:

  • Entertainment (like one of our one-hour themed adventures)

  • Some food and cake

  • A bit of unstructured time at the end

Any longer and the energy can drop off (unless you’ve got a bouncy castle and a backup plan). Shorter parties (45 mins to 1 hour) can work well for very young children or garden parties with limited space.

Should You Use Paper or Digital Invitations?

Either works – as long as it gets opened.

Paper invites are lovely and memorable, especially if your child is excited to hand them out at school.
Digital invites (via WhatsApp, email, or services like Paperless Post) are faster, more reliable, and easier to track replies.

Top Tip! If you book a party with the Adventure Team we supply both printable and WhatsApp invites specific to your party theme.

For many parents, a combination works best: paper invites for the children, plus a message to parents confirming the details and RSVP deadline.

Final Tips for Getting It Right

  • Include a contact number for questions – especially if you’re inviting parents you don’t know well

  • Set an RSVP deadline one week before the party to give yourself time to chase any missing responses

  • Add a personal touch – whether it’s your child’s drawing on the invite or a fun line about the theme, it makes the whole thing feel more exciting

The Adventure Team’s Take

We’ve performed at hundreds of birthday parties across theSouth West including Bristol, Bath, Cheltenham and Stroud, and one thing we know for sure is this: the earlier and clearer your invitations, the smoother your day will run.

Our parties are one hour of high-energy, character-led storytelling that keeps kids completely immersed — so your invite doesn’t need to explain the format in detail. But a simple sentence like “The Adventure Team will be leading a superhero adventure at 2:30pm – please arrive on time so your child doesn’t miss the mission!” works brilliantly.

Planning Your Child’s Party?

Wherever you’re hosting it — a hall in Cheltenham, a garden in Bath, or a venue in Bristol — we’d love to bring the fun.

Take a look at our party themes or check out our local pages for children’s parties in Bristol, kids’ party entertainers in Bath, adventure parties in Cheltenham, and stress-free children’s parties in Stroud.

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