Birthday parties are a big opportunity: they bring in revenue, attract new families, and showcase your programs. But they can also be stressful to plan, manage, and deliver.
In this webinar, Olivier (co-founder at Activity Messenger) shares strategies to promote parties, streamline bookings, and automate repetitive admin so your staff can focus on creating a fun experience for everyone.
From boosting visibility and filling your calendar to reducing last-minute headaches and ensuring parents leave raving about the experience, you’ll walk away with a clear playbook for running birthday parties that practically market themselves.
This webinar is inspired by insights from Olivier Rousseau, co-founder of Activity Messenger, who brings over twelve years of experience in online registration for kids’ sports programs.
Birthday parties are often scheduled during otherwise underused hours (such as weekend afternoons) and can help you maximize space and staff utilization. More importantly, parties bring new families through your doors—many will see your programs for the first time and may convert into regular participants.
Visibility is the first marketing hurdle. Parents won’t book a party if they don’t know you offer them. Promote parties across multiple channels:
“You want parents to feel excited and be able to reserve their spot in just a few clicks — not wait until they get home to a computer.”
Make booking happen in just a few clicks. An up‑to‑date calendar with clear rules reduces confusion and prevents double bookings:
Decide how you want to accept payment and automate follow-up to reduce chasing parents:
Close the gap between booking and the event by giving the booking parent a ready‑to‑send invitation:
The benefits:
“Giving parents ready-to-use invitations with your branding makes them feel supported and saves them hours of work.”
📌 Read More: Check out our blog “How To Create Digital Waivers for Kids’ Birthday Parties” for a step-by-step guide to creating waivers specifically for birthday parties!
Smooth check‑in is essential for a calm party experience. Use digital tools to speed the process:
The party is a marketing moment—follow up while the experience is fresh:
Activity Messenger’s approach shows how a single tool can manage the full party lifecycle:
☑️ Create a clear party package and publish a booking page on your website.
☑️ Set up an online booking form with calendar rules, capacity limits, and add‑ons.
☑️ Decide payment flow: deposit + automated balance or offline verification. Configure automated reminders for failed payments.
☑️ Build an invitation template with placeholders and an RSVP button that links to waiver signing.
☑️ Place QR codes at your facility for quick access to party info and on‑site waivers.
☑️ Train staff on digital check‑in and how to present a QR waiver for walk‑ups.
☑️ Schedule a post‑party email with a targeted offer to convert guests into returning families.
Birthday parties don’t have to feel overwhelming. With the right systems in place, like simple booking flows, reliable payment collection, automated invitations, and waivers, you can turn what used to be a stressful process into a smooth, repeatable experience.
The result? Happier parents, more efficient staff, and parties that generate both revenue and long-term clients for your programs.
To see these automations in action, watch the full webinar recorded by Activity Messenger or book a demo for a personalized walkthrough.
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