Make the welcome easy to find
Tell your booking contact which entrance to use and where the group will meet. Keep the route clear of toys and party bags. If the driveway or gate can be confusing, describe it in the event notes.
Check the activity space
Set aside a level area for the program you have discussed. Ask how much space the character needs and whether the costume affects movement or visibility. Keep food, a grill, pools and active play equipment away from the activity area.
Plan for the actual weather
Choose shade and a place for a break. Check a current weather forecast as the date approaches. Agree an indoor backup before the day, so rain or heat does not leave the visit without a suitable space.
Keep the party supplies on your list
Arrange your own food, decorations, seating and cake. Confirm which activity props the character will bring. A booking for entertainment does not mean the whole backyard setup is included.
Give one adult the practical job
Choose a grown-up who can greet the guest, answer a venue question and help gather the group. Keep the event-day balance and booking communication accessible. Then let the birthday child enjoy the arrival.