One of the most common questions we hear: "What order should things happen at the party?" A well-planned timeline keeps things flowing smoothly and ensures nothing gets forgotten. Here's your guide!
The Classic 2-Hour Party Timeline
This works for most kids' birthday parties:
0:00-0:15 — Arrival/Welcome
- Greet guests as they arrive
- Free play or coloring activity
- Let everyone settle in
0:15-0:45 — Games/Activities
- Organized games and activities
- This is when character should arrive (0:30 is ideal)
- Character-led games and entertainment
0:45-1:15 — Character Time/Main Event
- Character interaction continues
- Photos with character
- Character helps with activities
1:15-1:30 — Cake Time
- Sing "Happy Birthday"
- Character can help present cake
- Serve cake and snacks
1:30-1:50 — Presents (Optional)
- Open presents if doing at party
- Or skip and do at home
- Free play if not opening gifts
1:50-2:00 — Goodbye
- Distribute party favors
- Thank guests
- Final photos
Character Timing
Book characters for the MIDDLE of your party, not the very beginning. This allows stragglers to arrive and gives you setup time. 30 minutes into a 2-hour party is ideal.
When to Schedule Character Appearances
For a 2-Hour Party
- Character arrival: 30 minutes after party start
- Character appearance length: 45 min - 1 hour
- Character departure: Before or during cake
Why Not Start with the Character?
- Guests may still be arriving
- Birthday child may be overwhelmed
- Builds anticipation
- You need setup time
Character + Cake Timing
Options for cake with character:
- Character helps present cake: Great photo op!
- Character leaves before cake: If appearance is shorter
- Character stays through cake: If booked for longer
Timelines by Age Group
Ages 1-2 (Toddler Party)
Total time: 1.5 hours maximum
- 0:00-0:15 — Arrival, free play
- 0:15-0:30 — Bubbles, music, simple activities
- 0:30-0:45 — Character appearance (SHORT!)
- 0:45-1:00 — Cake/smash cake
- 1:00-1:15 — Free play
- 1:15-1:30 — Goodbye
Ages 3-5 (Preschool Party)
Total time: 2 hours
- Use the standard 2-hour timeline above
- Keep activities simple and short (5-10 min each)
- Build in free play time
Ages 6-8 (School Age Party)
Total time: 2-2.5 hours
- Can handle longer organized activities
- Games can be more complex
- Character time can be longer
Ages 9+ (Tween Party)
Total time: 2-3 hours
- Less structured timeline
- More free time/socializing
- Character appearances may not be desired
Let Us Handle Entertainment!
Characters keep kids engaged while you manage the party flow.
Get QuoteTimeline Tips
Build in Buffer Time
- Things ALWAYS take longer than planned
- Add 5-10 minutes to each activity
- Don't over-schedule
The Flexible Approach
- Have a plan but be flexible
- If kids are loving an activity, let it run
- If something isn't working, move on
- Read the room
What to Skip if Running Behind
- Some games (have backup games anyway)
- Present opening (do at home instead)
- Long transitions—keep things moving
Common Timeline Mistakes
- Scheduling character at party START
- Not leaving time for late arrivals
- Over-scheduling activities
- Forgetting transition time between activities
- Planning cake at the very END (do it earlier!)
Final Thoughts
A good timeline is a guide, not a rigid schedule. Plan the basics—when the character arrives, when to do cake—and let the rest flow naturally. The goal is a fun, stress-free party for you AND the kids!
Ready to plan? Book your character and we'll help you figure out the perfect timing!
Frequently Asked Questions
Should I open presents at the party?
It's optional! Many families now skip presents at the party to save time and open at home. This also avoids potential jealousy issues. If you do open at the party, schedule 15-20 minutes.
When should the character leave?
Characters typically leave before or during cake time, depending on your booked duration. A 45-minute appearance that starts 30 minutes into a 2-hour party leaves before cake. Longer bookings can stay through cake.
