DEVENT — Event planning by Dprime

DEVENT planning resources

Planning a Family-Friendly Event with Babies and Children

A family-friendly event is easier when parents and carers know what is planned. Confirm who is invited, the facilities and the supervision arrangements before sending invitations.

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An illustrative birthday cake beside colourful balloons
Illustrative styling image from the DEVENT theme gallery; not a photograph of a listed venue or event.

Make the invitation specific

Address the invitation to the people included and say whether a parent or carer is expected to stay. If siblings are not included or numbers are limited, explain that privately and kindly. Give a reply deadline and contact for questions.

Inspect facilities and access

Ask about pram access, toilets, a suitable place for feeding or changing, seating and a quieter area where a family can take a break. Confirm the route and availability with the venue rather than promising a facility based on a photograph.

Agree supervision and activities

Clarify who is responsible for children throughout the event, including during entertainment, travel and photographs. Choose activities appropriate to the invited ages and the venue’s rules. Ask an entertainer about the duration, space and what is included in their service.

Discuss meals and the schedule

Ask families about individual meals and allergies, and connect them with the food provider where clarification is needed. Check when food and cake will be served and whether children’s meals or highchairs need to be arranged separately.

Prepare the day-of handover

Give the welcome team the relevant arrival information and identify a host who can answer parents’ questions. Keep family contact details private and share only what each person needs. Tell the venue about any agreed changes to the final count.

Worked example · illustrative details

A family celebration

The hosts invite children by name and tell carers that they are expected to stay. They check that the venue has pram access and a changing area, then discuss a child’s food allergy directly with the caterer and family.

Your next steps

  1. Clarify which family members are invited and who supervises.
  2. Check access, seating and facilities with the venue.
  3. Confirm activities, timing and individual meals.
  4. Give carers a clear contact and event schedule.

Common questions

Should a birthday invitation mention siblings?

If places are limited, make the invited names clear and provide a contact so families can ask privately.

Does a venue’s children’s area include supervision?

Do not assume so. Ask the venue and agree with carers who is responsible during the event.

Useful next steps

Keep the next step connected

Online invitation builder with RSVPDesign wedding and event invitations with editable wording, colours, Arabic or bilingual layouts and private family RSVP links.Event guest list managerOrganise households, guest names, bride and groom sides, attendance and reserved places in one event guest list.Event planning tasks and timelineKeep event preparation tasks and the event-day schedule connected in one organiser workspace.

Continue planning

How Online RSVPs WorkUnderstand the journey from a household’s private invitation link to a saved attendance response.Managing Family RSVPsKeep one household invitation while recording which named family members will attend.Collecting Meal Choices and Dietary NotesCollect useful food information from guests and communicate the relevant requirements to your caterer.Preparing a Guest List for DEVENTClean up an existing spreadsheet before entering households and named guests in DEVENT.

Explore DEVENT before choosing your plan

Try sample tools and review current access, plan availability and automatic communication requirements.

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