Once you and your child decide on the theme of the big day, the sheer scope of what needs to be accomplished can be pretty overwhelming. Finding appropriate locations, supplies, entertainment, food, and activities is incredibly time consuming. Luckily, today's busy parents have an ally in their local party planner. In the last decade, party planners have stepped out of the hotel ballrooms and into the average living room. They help plan dream parties with intimate guest lists of 10, or fantastic gatherings for 35 or more.

Party planners assist in all aspects of your child's party, from invitations to cake selection and thank-you notes. Most valuable to parents is the opportunity to join in on the fun of their child's special day, free from the cage of "party host." That alone can make the additional cost of using a party planner worth every penny.

When using a party planner there are several things to consider:

The Theme

Depending on the theme your child chooses, the total cost of using a party planner can greatly differ. In support of the theme, a party planner may arrange for entertainment, activities and decorations that may greatly raise the cost. These extras can be discussed and you should approve all arrangements before they are made.

The Number of Guests

The number of guests invited to your child's party is the most obvious factor when calculating the cost of an event. The majority of Party Planners organize events on a per-person basis, with additional flat hourly fees for services like entertainment, activity coordinators, and service staff. However, make sure to ask about base rates. Many planners have minimums of 15-20 guests.

The Planner's Responsibilities versus Your Contributions

Most party planners offer a wide range of services: everything from food, to entertainment and decorations. Each planner has a set list of included items in any party. They also have an "al a carte" menu of additional services that you can add to the event for an additional fee. Also, make sure to ask about substitutions. Some party planners fees are flexible if you have your heart set on supplying an item on their "included services" list (the cake, for example).

Be very specific about the delineation of responsibility and you're sure to get the best possible rate, the party that you're looking for, and avoid duplication of labor making the whole process easier and more enjoyable.

Sample Parties

Here are examples of the two planned parties:

PARTY #1: AMERICAN IDOL PARTY

Your daughter picks American Idol as her theme of choice. For around $600* your party planners arrange a party for 15 to 20 (additional guests are welcome for an additional $25 per person) that includes:

Food: Pizza, Taco Bar, Veggie and Fruit Trays, Chips and Dip, Soft Drinks and Assorted Juices.

Music: An iPod mix of Popular Music heavily laden with American Idol Artists.

Decorations: All things American Idol: Banners and streamers in American Idol Blue hues and a Happy Birthday sign in the American Idol Neon Script.

Activities: Karaoke with prizes for the best singer, most original, best impression of an American Idol Star, etc.

Cake: American Idol Theme Cake.

PARTY #2: HARRY POTTER PARTY

Your son chooses Harry Potter as his theme of choice. For around $25 per child (with a $300 minimum)* your party planners arrange a party that includes:

Food: Various British Pasties, Roast Chicken, Homemade Potato Chips, "Gryffindor Greens" and sliced fruit.

Costumes: Costume pieces for all your guests are included.

Decorations: Harry Potter themed table service as well as balloons, banners, gift bags and party favors.

Activities: A two-hour party includes face painting, potion making, costume fun, an imaginative quest for the Sorcerer's Stone through the "Forbidden Forest" (aka your backyard), and wizard games with prizes.

Cake: A basic cake is included with Harry Potter toppers. More elaborate or differently designed cakes are available for an additional charge.

*rate representative of test market as of April 2007

The party host and an assistant will arrive before the party to set up and decorate. They also supply take-home favors for the guests.

Ultimately, using a party planner is about convenience. They allow you the opportunity to join in on the birthday experience instead of being stuck in the background setting it all up. While the cost is often higher than a do-it-yourself party, sharing the memories of these unforgettable events with your child can definitely make it all worthwhile.