The communion dates have been set by the church, so it is time for many parents to start planning a communion party. Here are a few tips to make planning any child’s party—especially a communion—a memorable and enjoyable event.
Choose the venue first. What size venue will you need? What is your vision for this special occasion? Will the celebration be intimate or are you expecting to have a large guests list? There are more children’s events and celebrations going on during communion season than any other time of the year. You must contend with people looking for venues/services for first birthdays, baby showers, bridal showers, and other special events. Venues start to get booked out in October prior to the communion season. The season ranges from the middle of April to the end of May as it moves from town to town celebrating across the state. Make sure you have a place for the party set first.
Envision the entertainment. Will you need a DJ with all the bells and whistles, or wish for quiet interactions such as a magician? Find an entertainer with a variety of packages that can fit your event and tailor it to your specifications. At this time, I have 12 different party packages, and I am open to adding more. I have a new package on the back burner called “Family Style.” It is intended for parties, that will have guests coming and going at different times.
Communicate well. Conversations prior to the event between client and agent should never feel rushed. It is always best, to call an entertainment company on a weekday, as about 90 percent of all entertainment companies are focused on their events on the weekend. Try to call from Monday thru Thursday. I pride myself on returning all calls/emails within a 24-hour period.
A party planner or agent may ask you questions pertaining to aspects of the event, such as the food service. Will it be a sit-down meal or buffet? What will be the ratio of children versus adults attending? I like to offer fun entertainment options for all age groups. As you discuss options, the agent may discuss appropriate space needed for each item and electric needs. On occasion, I have even met with the clients to review party space together to ensure space is accommodating for guests, vendors, and room for dancing and/or games.
Wrap up the red-tape issues. Once you book your venue, speak with the location coordinator to see what the venue needs from your entertainment vendors. Many times, venues require a copy of the entertainment insurance. Should your venue require their info to be listed on a Certificate of Insurance it is best to do this at least two weeks prior to your event. There may be a small fee to have the venue listed on the entertainment’s insurance. As anyone knows that has dealt with insurances, it can be a waiting game. Send the information to your entertainment team as soon as possible. Should your entertainment company not have insurance or not understand what your venue is requesting, you may wish to move on to a different company. Entertainment, venues, and insurance go hand in hand in today’s times.
Deal with one agent. Booking entertainment can be tricky if booking from multiple sources. Dealing with one agent or party planner, can give you peace of mind and assist you by bring everything you want together for the party. Having the services lined up by the party planner should give your event a smooth flow. A party planner may also be able to offer a nice discount for multiple services.
Go kid-friendly. If you are hiring an entertainer, hire one that specializes in Children’s events. A child-friendly DJ will have clean, edited and up-to-date music children love. They’ll have fun games that may appeal to a variety of age groups to keep the kids involved. The games played should not be all about competition, for little ones can easily get hurt. You are paying your entertainment to include the children, not have them sit out or knocked down during musical chairs.
If you do not hire a DJ but still want entertainment, think about a magician. They are quite popular right now. Speak with your venue to ensure the best time a show should start, as the magician will have to stay on their schedule. Should you be having a home party, a good agent will speak to you about food and cake timing so the magic show is on at an optimum time.
A caricaturist is another popular hit for a party. Everyone loves a professional picture of their children! It is fun to watch an artist create a drawing, and it serves as a "thank you" gift. This is a practical "thank you" gift. Please make sure you book lots of time, many of the adults will want to get a hand-drawn picture, too. A professional artist tends to do 12 to 15 drawings in an hour in black and white. Should you wish color, your headcount will drop to 10 an hour. Babies/ toddlers and couples take longer to draw, as that can interfere with your headcount too. There is usually two-hour minimum booking when hiring an artist.
Balloon twisters, airbrush or glitter art tattoos, face-painting, and cotton candy are other fun ideas for communion party entertainment—or entertainment for any kids’ party. Want something hands-on for kids to get involved with? A craft can add fun tie-in for any party. I offer an array of wonderful crafts that require absolutely no painting or mess but offer kids a fun way to get active and have fun.
Rockin’ Roxanne’s Party Magic is a full-service children’s entertainment company based in Manasquan, NJ. Contact them Mondays through Thursdays from 11 a.m. to 11 p.m. For more information, call (732) 223-4432 or visit http://www.rockinroxanne.com.
Mention Macaroni Kid when you book a party with Rockin' Roxanne and get 10% off!
Find everything you need for your child's next party in our kids' birthday guide!
