How to Host Fun, Profitable Birthday Parties

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Birthday Party Success 1

Birthday Party Success 2

Birthday Party Success 3

Birthday Party Success 4

Birthday Party Success 5

Why Have Birthday Parties?

There are three reasons to offer our young students and their friends the opportunity to celebrate their birthday by having a party at their school.

1. The child's birthday is the highlight of their year. The sense of anticipation arises well before the actual date, and builds in intensity as the day approaches. By offering the student the opportunity to have a party in their honor at their martial arts school, we involve the whole family more deeply in our program. We strengthen our relationship with both the parents and the child, while making that relationship much more personal.

2. Properly promoted, organized and conducted, birthday parties can be a substantial source of revenue for about an hour and a half of your time.
By charging a minimum of $100, and $9.95 per participant over 10; if you have 15 kids at every party you'll make about $75. When you consider that your only costs are sodas, pizzas, some decorations, magic headbands and white belts, your cost is about $75. This gives you a profit, before labor, of about $75. With a population of 250 students, with at least 150 of them children, you should be able to have at least 60 parties a year. That's a profit of over $4,000 a year!

3. Some of the guests will already be martial arts students at your school, but many of the kids are new to the martial arts. This provides you with a never ending source of future students who actually pay you to come visit your school. That's marketing at it's best!

According to Peter Drucker, in his classic book, The Practice of Management, the first purpose of a business is "to produce economic results outside of it, in the market and for the customers"

We want people to have a chance to participate in the martial arts, and we want a chance to pass on our knowledge to them. In order to do this, we must have enough students to have a profitable school, to produce our economic result. Birthday parties can help you achieve this result.

Important Weekly Task

Every Thursday, check the "Birthday List" for those students having a birthday the next week. Do

the following birthday card preparation:

Write a birthday card for all students having birthdays next week.

1. Check the data base for next weeks birthdays.

2. Write a birthday card for every student having a birthday next week.

3. Have the staff sign the cards.

4. Make birthday card labels.

5. Place the cards in envelope, put on the label and postage and mail next weeks cards.

Birthday Letter:

Dear Billy and Parents,

It looks as if Billy has his birthday coming up on September 29. We know that parents are always looking for new and different ways to celebrate their children's birthday parties, and we have one we know your child will enjoy. That's right, Billy can have his birthday right here at Martial Arts America.

We have found that a birthday party at Martial Arts America can be one of the most positive experiences your child can have on his (or her) birthday. Since our calendar does fill up fast, it's good to set your date early, so call us today to schedule Billy's party.

Sincerely,

John Jones

How to Promote and Conduct Birthday Parties

Birthday List

Every Thursday, check your student list for those students having a birthday in eight weeks. Put each of these student's name on the Birthday List. Send a letter to each of the students who are children making them aware that your school does offer birthday parties.

Following is a sample letter:

Dear Billy and Parents,

It looks as if Billy has his birthday coming up on September 29. We know that parents are always looking for new and different ways to celebrate their children's birthday parties, and we have one we know your child will enjoy. That's right, Billy can have his birthday right here at Martial Arts America.

We have found that a birthday party at Martial Arts America can be one of the most positive experiences your child can have on their birthday. Since our calendar does fill up fast, it's important to set your date early, so call us today to schedule Billy's party.

Sincerely,

John Jones

Conducting the Party

When the guests arrive, as you tie the white belts on the children, introduce yourself to the kids and their parents. Try to develop rapport with the kids and parents by asking questions. Ask them their name, then match it to the name tags you made the day before. Then, ask them what grade they're in, or if they play any sports.

You can say something like this, "Hi, my name's John, what's yours? What grade are you in? Do you play baseball?" Make sure you do this with every guest as they come in.

After all the guests have arrived and everyone has on their white belts, line up the group in two or three lines of five or six and reintroduce yourself. Sit everyone down and say something like this, "Hi, I'm Mr. Jones, and I'm one of the instructors here at Martial Arts America. I've been studying Martial Arts since I was 8 years old, about the same age as many of you!"

"Martial Arts is a great way to improve you physically and mentally, and it's a lot of fun. How many of you want to have some fun at Billy's birthday party today?" (The kids will always yell in agreement.)

"Well, let's get started. Billy, why don't you come up front here. In honor of your birthday, we're going to make you an honorary black belt and assistant instructor for the rest of the party. (Put the black belt on Billy) Everybody help me say Happy Birthday to Billy. (Happy Birthday Billy!) Now Billy, let's show the class how to do some punches."

Now you'll have the kids go through some punches and kicks, easy basics to get the kids moving and having fan. Use drills that are fun, that you're very familiar with and are easy.

Make sure everyone feels as though they can succeed. In addition to being a birthday party, this should be a mass trial lesson. A child should leave the party knowing, at the very least, that martial arts could be fun for them.

As the new "assistant instructor" helps you through these drills, make sure you make him feel special. After all, it is his special day. Right before the pizza is scheduled to arrive, have the birthday boy or girl break that extra easy board you picked out the day before. This will make him or her feel extra special and will give the whole party a great feeling of excitement,

When the pizza comes, let the birthday mom serve the pizza and the soft drinks. Then, if the mom has brought a cake, light the candles, sing happy birthday and cut the cake. If they have brought presents, bring out the presents for opening.

There should still be a little time left, so separate the kids into a couple of teams and see which team can punch the hardest, kick the highest and shout the loudest. This will keep the kids out of trouble and keep them excited when their parents come to pick them up. Tell them that the flassistant instructor" and yourself will select the winning team and give them a prize. When the contest is done, confer with the "assistant" and then announce that in your combined opinion everyone did such a great job that everyone will win a prize. Now you can break out the party favor bags and have everyone pull out their headband and put it on. Everyone is happy and excited and ready to go home.

Ending the Party

The end of the party should happen as the parents come to pick up the kids. A great end of the party is "The Stranger Drill" where kids learn about "Stranger Dangers", keeping safe from strangers.

A good way to do this is to line the kids up in their original lines. Then ask the kids, "Who is a stranger?" Let the kids answer until you get the answer "Someone you don't know."

Then ask the question, "Is a stranger a good person or a bad person?" Most kids will tell you immediately "A bad person!"

Then ask them "How do you know?"

The kids will give you a number of answers, but then point out, "We don't really know if a stranger is good or bad, do we?"

The kids will agree.

"So what should you do when a stranger comes up to you?"

You'll get lots of answers, then say "When a stranger comes up to you take three steps back. Now, what should you do when a stranger comes up to you?"

The kids well shout "Take three steps back!"

Then tell them, "Pretend that I'm a stranger, what are you going to do?"

They'll again yell "Take three steps back!", then tell them to take three steps back.

Now ask them, "If someone is trying to trick you, are they going to be nice or mean to you?"

Some kid will say "Nice!"

Say "Right! Now how would they try to trick you? They'll probably try to get you to do something or get you alone by asking you something."

"They might try to trick you by asking you to help them. They might say something like "Can you

help be put these books in my car?" or "Could you help me find my puppy."

"Let me ask you something. Should an adult ask a kid or another adult for help?"

The kids will start to get it by now, they'll say "Adults!!"

"Say great! Remember that kids. If you want to learn more about how to protect yourself from

strangers and bullies, we have that in our classes. If you decide you would like to try classes here,

since you've been a guest of Billy's for his birthday, we have special trial programs for you."

"Okay, let's sing Happy Birthday one more time to Billy!"

Everyone will then sing Happy Birthday and your "assistant" can dismiss the class. Take a picture of every child before they leave the floor. As they leave mingle with the kids and parents to answer questions and to say "goodbye".

Birthday Party Checklist

1. A birthday party should be scheduled no less than two weeks before the actual date of the party.
After you secure a date for a birthday party, do the following:
a. Secure a $ 100 deposit. Let the parent know that the deposit is nonrenewable.
b. Have the parent fill out the guest list.
c. Either fill out the invitations for the parent, as a service, or give the parent enough invitations for their guests.

2. The day before the party, make sure you have the following available:
a. Paper plates and cups.
b. Plastic knives, forks and spoons.
c. Napkins
d. Candles and matches.
e. A plastic or paper "Happy Birthday" tablecloth.
f. A "Happy Birthday Banner" & "Happy Birthday" sign.
g. Paper streamers.
h. An adequate supply of size 0, 1 & 2 white belts.
i. "Magic" headbands with your school name, address & telephone number.
j. An adequate supply of the booklet "How to Improve Your Child's Self Esteem through the Martial Arts".
k. An adequate supply of guest passes.
l. Put the booklet, guest passes a newsletter and headbands in party favor bags.
m. Name Tags.
n. 3 rolls of 36 exposure film for your 35mm. camera.
o. Review Birthday Party procedures.
p. A wood board, easy enough for any child to break

 

Birthday Party Checklist

3. The day of the party do the following:
a. Order the pizza to arrive at the appropriate time.
b. Buy soda and ice. Place them in the cooler.
c. Set up table with tablecloth. Place the proper settings with napkins, paper plates and cups and the utensils on the table. Place trash cans on either side of the eating area.
d. Set up decorations, "Happy Birthday" sign, "Happy Birthday" banner and paper streamers.
e. Set out a special decorated box containing the white belts.
f. Set the party favor bags in a decorated box by the table.

4. When the guests start to arrive:
a. Start the music.
b. Get out the camera. Take lots of pictures.

5. When the guests get ready to leave:
a. Hand out the party favor bags.
b. Talk about "Stranger Dangers".
c. Take special pictures.
d. Mingle with the guests and parents.

6. Send every guest a Thank You card.
a. Put all the guests on the data base.
b. Make labels for the thank you cards.
c. Put the labels and postage on the cards.
d. Put the card in the envelope and seal it.
e. Mail the Thank You cards.