Birthday Party Emergency Information Sheet for Hosts
Keep parent phone numbers, allergy details and medication locations together before guests arrive. Use the blank sheet below for your host copy, then show the adults helping you where to find it. It gives you a place to record information from families; it does not provide medical instructions.
Your printable party emergency sheet
Copy these fields into a document or print this section and fill them in by hand. Use one sheet if the guest list fits comfortably. Add another page rather than squeezing important details into tiny writing. Keep any individual instructions supplied by a family with that child’s record.
Party location and contacts
Party date and times: ______________________________________
Party address, room or meeting place: ______________________________________
Host name and phone: ______________________________________
Venue staff contact and phone, if applicable: ______________________________________
Exit or gate location: ______________________________________
Nearest urgent care name and address: ______________________________________
Hours checked for the party date: __________________ Date checked: __________________
Estimated drive time, if checked: __________________
Use the urgent-care line for local information you have checked. It does not tell you where to go for a particular medical problem.
Guest contacts and family notes
Repeat this record for each child. Write “not yet confirmed” when you are waiting for a reply; a blank field does not mean there are no allergies or medication needs.
| Guest details | Child 1 | Child 2 | Child 3 |
|---|---|---|---|
| Child’s name | __________ | __________ | __________ |
| Parent or guardian name | __________ | __________ | __________ |
| Phone reachable during the party | __________ | __________ | __________ |
| Allergies confirmed by family | __________ | __________ | __________ |
| Medication brought, if any | __________ | __________ | __________ |
| Medication location, including inhaler or EpiPen if applicable | __________ | __________ | __________ |
| Family instructions or arrangements to confirm | __________ | __________ | __________ |
| Other needs the family wants helpers to know | __________ | __________ | __________ |
| Parent staying or dropping off | __________ | __________ | __________ |
| Collecting adult and phone | __________ | __________ | __________ |
If a guest brings an inhaler, the asthma-aware planning questions can help you discuss their individual needs with the family. Record what the family tells you rather than guessing from a medication name.
Adults helping at the party
Adults present: ________
| Adult and phone | Area or job | Who covers if they step away? |
|---|---|---|
| __________________ | __________________ | __________________ |
| __________________ | __________________ | __________________ |
| __________________ | __________________ | __________________ |
For a yard, pool or trampoline area, name the adult assigned to that area and note the nearest exit gate. The guide to keeping track of children at a large party covers boundaries, arrival and pickup arrangements to discuss with helpers.
Host copy kept at: ______________________________________
Second copy held by: ______________________________________
A message to send with the RSVP
Ask families to reply privately so individual health details do not end up in a group chat. You can add this message to your invitation:
Please reply privately with your child’s name, a parent or guardian phone number we can reach during the party, and any allergies, medications or other needs we should know about. If your child brings medication, please tell me where it will be kept and what arrangements we need to confirm with you before the party.
Keep the replies together while you fill in the sheet. If you cannot reach a classmate’s family, the guide to contacting parents when the school won’t share a list describes invitation routes you can ask about. Check what your school permits.
When to collect and check the details
- When you send invitations: Include the private RSVP request. Add collecting these details to your party planning checklist.
- About a week before the party: Put the replies on the sheet. Follow up once by text about missing answers. Check the urgent-care address and hours if you are including them, and confirm venue details with staff.
- On party morning: Update any changed contacts or arrangements and print two copies. Agree where each copy will stay.
- At drop-off: Confirm missing information directly with the parent or guardian. Check where any medication brought to the party will be kept and the arrangements discussed with the family.
- After the party: Collect both copies and dispose of the information once you no longer need it for the party.
Check the sheet before guests arrive
- Each child has a named parent or guardian and a phone number for the party.
- Allergy and medication entries reflect the family’s reply; missing answers are marked for follow-up.
- Medication locations and any family instructions are recorded together.
- The party address and any venue staff contact are written down.
- Local care details, if included, have been checked for the party date.
- Adult names, areas and cover arrangements are filled in.
- Helpers know where both copies are and which details they need for their jobs.
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Where to keep the sheet during the party
Keep it somewhere the adults helping you can reach without unlocking your phone. A copy inside a kitchen cabinet door can work at home if you show helpers which cabinet. Give the second copy to the adult who needs it, such as the helper supervising the yard. Share children’s contact and health details only with the adults who need them for their jobs, rather than posting the sheet where all guests can read it.
For a backyard birthday party, add the gate location and outdoor helper assignments. For a birthday party at a venue, confirm the staff contact and exit information with the venue. At an arcade birthday party, discuss the food arrangements and where your group will gather with staff before filling in the location notes.
Keep ordinary setup notes separate from children’s personal records. Write bathroom directions on your room notes—the bathroom setup guide covers signs and supplies. Use the spill response plan to prepare cleanup supplies so those details do not crowd the guest records.
What to do with the sheet after the party
Collect the copy you gave to a helper as well as your own. Once the party is over and you no longer need the details, shred the paper sheets and delete the digital working copy. Check for extra copies you printed or sent to helpers, too.
Keep any general notes for the next party separate from children’s phone numbers and health information. The day-after party recovery guide can help you organize the remaining cleanup.
Questions about the emergency sheet
What should actually go on a party emergency sheet?
Include each child’s name, a reachable parent or guardian, family-confirmed allergies and medication details, and any individual instructions the family supplies. Add the party address, adult roles and venue contact or exit details where relevant. The printable fields above also leave room for local care information you have checked.
How do I ask parents for allergy information without it feeling intrusive?
Explain that you are collecting details for the adults helping at the party, and ask for a private reply. The RSVP message above asks about allergies, medications and other needs without asking parents to share information with the whole guest list.
Where should the sheet be during the party?
Keep it where helpers can reach it and show them the location before guests arrive. An inside cabinet door or a copy held by an assigned helper can work; choose a location that keeps personal details out of public view.
Do I need this for a small party with kids I already know?
A short version can still be useful. Keep a current contact number for each child and confirm their allergy or medication details with the family rather than relying on what you remember from an earlier party.
What if a guest’s parent doesn’t respond to the allergy question?
Follow up once by text before the party. If you still don’t hear back, ask the parent or guardian directly at drop-off rather than guessing. Mark the record as not yet confirmed until you have an answer.
Should the sheet include venue or rental information?
Yes, when it affects your arrangements. Add the venue staff contact and exit location, and confirm those details with staff. Keep unrelated rental return times on your general party checklist.