What is the kids birthday party booking form template?
Party venues and entertainers take bookings from parents who are juggling invitations, a guest list that keeps changing and a cake order. The details that matter most, like how many children and which of them can't eat nuts, often arrive in a hurried phone call. This booking form puts them in writing from the start.
The first page covers the party: the parent's contact details, the 'Birthday child's name' and the 'Age they're turning', the party date and a second choice, start time, number of children and adults, and the package. Choosing 'Entertainer at our own venue' asks for the party address. Parents can name a theme or favourite characters and tick the activities the children would enjoy.
The second page is food. Parents choose the party food, add-ons such as a birthday cake (with a box for the cake message) or party bags, and any dietary needs. 'Does any child have a food allergy?' opens a list of allergens. Each one ticked adds its own question, 'how many children, and how severe?', so the kitchen sees peanuts, egg and sesame as separate lines rather than one vague note. A question about auto-injectors, additional needs, your booking terms and a supervision agreement finish the booking, which is saved as a PDF in your FileIt vault.
- Best for
- Soft play centres, trampoline and activity venues, party entertainers
- Filled in by
- The birthday child's parent or carer
- Time to complete
- About 4 minutes
- Includes
- Package, headcount, cake and add-ons, a detail line for each allergen, terms and supervision
Who uses a kids birthday party booking form?
- A soft play centre takes weekend party bookings online
- A magician books parties at families' homes and needs the address
- A parent books a deluxe package for a seventh birthday with a superhero theme
- A venue kitchen plans a nut-free menu from the allergen answers
- A craft studio takes bookings for small birthday workshops
- A trampoline park checks headcounts against its maximum party size
Questions on this kids birthday party booking form
33 questions over 2 pages · includes conditional questions, multiple pages, consent checkbox.
1 Party details
- Parent's name*
- Email*
- Mobile*
- Birthday child's name*
- Age they're turning*
- Party date*
- Second-choice date
- Preferred start time*
- Number of children*
- Number of adults staying
- Party package* Basic — 1 hour of activity and 30 minutes in the party room · Classic — includes food and party bags · Deluxe — classic plus a host and decorations · Entertainer at our own venue
- Party address* asked only when it applies
- Theme or favourite characters
- Activities the children would enjoy Games and music · Face painting · Balloon twisting · Magic show · Crafts · Disco · Sports or soft play
2 Food & allergies
- Party food* Kids' party platters · Pizza · Hot dogs or nuggets · We'll bring our own food · No food needed
- Add-ons Birthday cake · Party bags · Drinks for adults · Snacks for adults · Balloons and decorations · Extra 30 minutes
- Message on the cake asked only when it applies
- Dietary needs in the group Vegetarian · Vegan · Halal · Kosher · None
- Does any child have a food allergy?*
- Which allergens?* asked only when it applies Peanuts · Tree nuts · Milk or dairy · Egg · Wheat or gluten · Sesame · Soy · Something else
- Peanuts: how many children, and how severe?* asked only when it applies
- Tree nuts: how many children, and how severe?* asked only when it applies
- Milk or dairy: how many children, and how severe?* asked only when it applies
- Egg: how many children, and how severe?* asked only when it applies
- Wheat or gluten: how many children, and how severe?* asked only when it applies
- Sesame: how many children, and how severe?* asked only when it applies
- Soy: how many children, and how severe?* asked only when it applies
- Other allergen, how many children, and how severe?* asked only when it applies
- Will an adult who can use the child's auto-injector be at the party?* asked only when it applies
- Any additional needs we should plan for (mobility, sensory, behaviour)?
- Anything else?
- Booking terms*
- Supervision*
The kids birthday party booking form, page by page
1 Party details
Required parent's name, email and mobile, birthday child's name, the age they're turning, party date and start time, number of children and package, plus a second-choice date and adults staying. 'Entertainer at our own venue' adds a required 'Party address'. Then an optional theme and activities.
2 Food & allergies
A required 'Party food', add-ons (a birthday cake asks for the 'Message on the cake') and dietary needs. A required 'Does any child have a food allergy?'. On a yes, 'Which allergens?' lists peanuts, tree nuts, milk or dairy, egg, wheat or gluten, sesame, soy and something else, and each one ticked adds a required line on how many children and how severe. Then the auto-injector question, additional needs, notes, a placeholder for your terms, and the terms and supervision consents.
Make the template yours
- Rename the packages and describe what each includes
- Change the food choices to your own menu
- Add or remove allergens to match your kitchen's allergen list
- Replace the terms placeholder with your deposit and cancellation policy
- Add a question about the guest list deadline
- Remove the own-venue package if you only host parties on site
Tips for a better kids birthday party booking form
- Pass the allergen lines straight to the kitchen and the party host
- Confirm final numbers a few days before the party
- Check the start time against your other bookings before confirming
- Ask about the theme early if your host dresses up
- Re-read the allergy answers with the parent on arrival
Every response becomes a PDF in your vault
Each booking is saved as a PDF in your vault, and you're emailed straight away. The parent gets a copy of the booking.
Sort the Responses table by party date to plan staffing, and open a booking to print the allergy section for the kitchen.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Kids birthday party booking form: frequently asked questions
Is the kids party booking template free?
Yes. It's a starter template in the Forms app on every FileIt account, including the free plan.
How does the allergy section work?
If the parent says a child has a food allergy, they tick the allergens. Each allergen ticked adds its own question about how many children and how severe.
Does the form confirm the party date?
No. It's a booking request. You confirm the date and package by email, along with your deposit details.
Can parents pay a deposit on the form?
No. FileIt Forms doesn't take payments. Explain how to pay in your confirmation message or terms.
Can entertainers who travel to homes use it?
Yes. The 'Entertainer at our own venue' package asks for the party address.
Do parents need a FileIt account?
No. They book from a link.