How to Plan a Birthday Party — The Ultimate Checklist

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Set Your Budget
Before anything else can get done, it’s important to set a budget. Determine how much you are able to spend overall, then set aside an amount for each part of the party. Prioritizing the most important elements of the party will help make it easier to decide how much to spend on each thing. If you plan to host at a venue, that may take a good chunk of the budget. If the cake is a top priority, dedicate more money to it. Food, invitations, party favors and decorations also come with a price tag, so account for their cost as well.

Pick a Party Theme
Sit down with your child and decide what the party’s theme will be. Once a theme is chosen, you can start to gather party planning ideas, including what the invitations will look like, what decorations you may want and any activities you’d like to have.

Set a Date
Look at your calendar and see which day might be best for the party. Weekends are typically the popular choice, especially for children's parties. If possible, try to avoid having the party on or around any big holidays to ensure more guests may be able to come. Now’s a good time to think about a start time for the party too. If you’re throwing a party for a toddler, keep nap time in mind. Schedule the party to be either in the morning before the nap, or later in the afternoon after the nap.

Choose a Location
If you’re having the party somewhere other than your home, you may want to look into locations before setting a date just to ensure the venue is available. Some things to take note of when searching for a party location are any age restrictions, how many people it can accommodate, whether they allow outside food, etc. If you chose a location other than your home, make sure you confirm the venue and/or any entertainment about a week before the party.

Create a Guest List
Figuring out who to invite is important, and plays into venue choice, food and cake preparation, goodie bags and any activities you may want to plan. For a child’s birthday, you should factor in adults as well as children.

Send Invitations
On the invitations include details like the start and end time, an RSVP date, your phone number, address of the party location and party theme (if needed). It may also be beneficial to ask the invitee to include the number of people who will be attending in their response. This can help create a more exact head count. Keep track of who has RSVP’d and reach out to those who have not done so about a week before the party.

Shop For Supplies and Decorations
Using the theme you and your child decided on, go shopping for decorations and supplies. This can include things like tablecloths, plates, napkins, cups, balloons, table décor, inflatables for your yard (if the party will be at your house) and any other party supplies you’d like to use. Now’s a good time to pick up supplies for the party favors and get candles for the cake too.

Finalize Food and Cake
About two weeks before, finalize the menu and get your cake order in if you’re planning on using a bakery. If you’re making the cake, this can be done the day before the party. If you plan on serving food like pizza, place your order for delivery or carry out a couple days before. Also think about other food items, like any snacks you may want to provide, and go grocery shopping for these (as long as they are not perishable).

Plan Activities
Party games are always a fun addition to a birthday. Now’s the time to decide what games or activities you’d like to do and get any necessary supplies for them. This can include things like outdoor lawn games, bounce houses and crafts.

At Home
Decorate the party area and set up any activities. If needed, pick up balloons and the cake, and make sure you know when your food will be ready to pick up if you’re ordering it. Put out party favors and stage the eating area if able. Have any other necessary supplies, like candles, matches or a lighter, serveware, etc., set out so you don’t have to hunt for them when it’s time to sing Happy Birthday. To make sure guests know they’ve reached the right place, mark your house in some way to indicate the party is here, like tying balloons to your mailbox.

At a Venue
Arrive at the venue as early as you’re able. If you're allowed to use your own decorations, get the party space decorated, party favors set out and have a station for food and gifts (if these areas are not already part of the venue set up). Some venues have party leaders who will help guide the event, making your job even easier.