How to Plan an Inclusive & Accessible Children’s Birthday Party

Trying to choose the best place for a kids’ birthday party? You could go to a questionable pizzeria with creepy mascots. You could go to an indoor fun center that acts as a petri dish. You could…

Or you could make your plans at a place where the professionals truly understand the many needs of children. A place that prioritizes inclusion. A place like Basal, where we know how to include everyone, keep things fun, and prioritize safety. It’s the perfect party place for kids! Here’s how to plan the big event.

Know Your Guests and Their Needs

When choosing a kids’ birthday party venue, it’s important to have a firm understanding of all the children who will be attending. Do they have sensory processing disorder? Food allergies? Communication struggles?

Be sure to gather information early. That way, you can plan without the need to circle back with the parents and double-check. Have a conversation with each set of parents from the start so you can get a feel for what makes their child comfortable. Maybe they find comfort in quiet spaces, familiar toys, or simply advance notice of what they will be doing for the day.

A little preparedness goes a long way! It’ll make the whole process of selecting the best place for a kids’ birthday party less stressful and more fluid.

Choosing the Theme, Activities and Schedule With Accessibility in Mind

When choosing a party place for kids, flexibility is essential in that choice. A well-planned party helps every child, regardless of specific needs, have a great time! To help them participate at their own comfort level, we can facilitate:

• Adaptable Activities: Games and crafts that can easily be adjusted to different ability levels.

• Sensory-Friendly Options: Quiet corners and comfortable lighting should be offered for any child who needs a calm respite from the activities.

• Mindful Scheduling: Breaks can be good for everyone, as they can help children avoid fatigue and overstimulation. At Basal, we can build them right into the schedule!

• Inclusive Games: Activities that require advanced motor skills have their place, but maybe not at a birthday party where some kids are unable to participate. Stick to activities everyone can enjoy, like storytelling, scavenger hunts, or music time.

Finding the Right Kids’ Birthday Party Venue

When you’re selecting the best place for a kids’ birthday party, the location and staff are important. You can have the best venue, with all the bells and whistles, but if the party is hosted by inexperienced people the experience could be ruined. Conversely, a great staff simply can’t make up for a lack of proper facilities.

What if we told you Basal Therapies has both? Still, we won’t blame you for doing your due diligence and seeking out multiple venues. Here’s what you should always look for and ask about when touring a space.

What to Look For

• Physical accessibility features such as ramps, wide doors, and bathrooms
• Sensory-friendly designs such as quiet spaces, acoustics, and soft lighting
• Trained staff who know how to work with children of various abilities
• Flexibility in food, decor, and activities

Questions to Ask When Touring Potential Venues

• Can we tour the space beforehand?
• What sensory accommodations do you provide?
• Is the staff trained in first aid and emergency response?
• What policies do you have regarding food and allergies?

Asking all the right questions can go a long way towards putting your mind at ease and choosing the best kids’ birthday party venue. We encourage you to ask us these very questions, and we’re confident you’ll like the answers!

Food, Decorations, and Supplies Considerations

When you want to craft a welcoming environment at the party, the details matter:

• Food: What’s a party without food? It brings people together! That said, it’s important to be thoughtful about it and be conscious of any dietary restrictions among the participants. Everything should be properly labeled, as well!

• Decorations: Non-toxic, hypoallergenic materials should be used to avoid strong fragrances and reduce the risk of reactions.

• Supplies: Accessible seating should be high on the list of priorities, as should utensils that cater to a wide array of motor ability levels.

Communication and Invitations

When you clearly communicate with the parents of the children who will be attending the party, expectations are set. As a result, anxiety is reduced across the board! This applies no matter what venue you choose.

Be sure to use simple, straightforward language on birthday party invitations. Make sure all relevant information is clearly communicated. If you want to go the extra mile, include details on the accessibility features that will be available at the party. You can also share photos of the venue to help everyone prepare for the festivities! This is a great trust-building step to take in party planning!

During the Party: Implementation Tips

So the big day has arrived, and the kids are ready to party! They may be excited, but you could be a little nervous about things going according to plan. Follow these steps, and you’ll have nothing to worry about:

• Create a Welcoming Environment: Display clear signage directing people not just to the venue, but also the different areas inside.

• Watch for Sensory Overload: Try as you may to mitigate the chances, sensory overload can still occur (every child has a unique set of sensory triggers). If you notice anything, offer a break or quiet space.

• Assign Helpers: Friends, older kids, or our own staff can give extra support when a child needs it.

After the Party: Feedback and Reflection

Even after all the guests have gone home and the last bit of decorations has been packed up, you’re not quite finished with the festivities. It’s important to reflect on the party and take note of how it went. We encourage you to reach out to the parents of every guest and ask them what worked and what didn’t. On top of that, we’ll be happy to give you feedback!

When you note the challenges and successes, you’ll be equipped to throw an even better party next time! Every event you plan and host is an opportunity to learn and improve upon inclusivity.

Basal Therapies: The Best Place for a Kids’ Birthday Party!

Finding the best place for a kids’ birthday party can be stressful. We’ve all been there at one point or another. While there are plenty of options in Frederick, we can confidently say that you won’t find a better team of childcare professionals to help out with your child’s celebration than Basal. Our facilities are designed to educate children of various learning abilities every day.

If you’re ready to book with us, what are you waiting for? We can’t wait to celebrate with your little one and their friends!