Birthday Party Planning Checklist

Planning a birthday party, ordering the birthday party supplies and staying organized can challenge even the most meticulous mom.  It’s so easy to forget something when you have a checklist the size of Santa’s Christmas list.  Use this guideline and you won’t miss a beat! All your friends will be talking about how organized you are and asking where you found your party supplies!

Download & Print Our Party Checklist

Months Before Party

1. Decide on the style of party you want (at home casual party, formal, etc.).
2. Determine a budget.
3. Pick your party theme.
4. Decide amount of guests you would like to invite.
5. Set a date, time, and place for your party.
6. Settle on a RSVP date.
7. Decide if you want drinks, finger foods, buffet, full meal, or other.
8. Search, investigate and book your location and entertainment and pay any required deposit.

Four to Six Weeks Before Party

1. Put together your guest list and gather addresses and phone numbers.
2. Order party supplies:  invitations, decorations, paper goods, favors, balloons, and any party props.
3. Order piñata, candy and fillers.
4. Determine activities, games, and crafts and order supplies.
5. Buy stamps, write and send out party invitations.
6. Make sure camera is ready and buy extra batteries and film.
7. Contract for any services (caterer, entertainment, etc.).
8. Plan your menu and purchase non-perishable foods and drinks.
9. Contract for any equipment rental (chairs, tables, etc.).
10. Test all equipment for activities.
11. Hire or arrange for helpers.
12. Gather party supplies (tablecloths, utensils, food platters,etc.) .
13. Select your music and/or download and make CDs.
14. Place RSVP guest list and pen by the phone

Two Weeks Before Party

1. Pick out your party outfit and have it cleaned.
2. Finalize the space layout and decorations.
3. Shop for bulk of perishable food.

One Week Before Party

1. Order cake or make cake and freeze.
2. Buy birthday candles and matches.
3. Schedule crafts and activities.
4. Call non RSVP guests.
5. Make all required decorations.
6. Buy all required first aid medicines.
7. Delegate particular tasks to your volunteer helpers.
8. Plan your food preparation timetable and start preparing what is possible.
9. Check out weather forecast.
10. If party is outside and weather forecast is bad, prepare for indoor.

Two to Three Days Before Party

1. Clean party area.
2. Decorate party room.
3. Childproof party area.
4. Make necessary space in the refrigerator.
5. Buy extra garbage bags, foil & plastic wrap.
6. Arrange party favors.
7. Confirm entertainment.
8. Fill piñata.
9. Defrost frozen food.
10. Clean bathrooms.
11. Charge video recorder.
12. Gather games or activities.

One Day Before Party

1. Buy undelivered floral arrangements.
2. Prepare food that refrigerates well overnight.
3. Arrange food delivery.
4. Eat out or order in.
5. Defrost cake before bed.
6. Shop for any last-minute food or supplies.
7. Touch base with contracted services.
8. Assign specific tasks to your volunteer assistants.
9. Make preparations for cleaning up, returning equipment, etc.

The Big Day

1. Finalize the decorations and place settings.
2. Instruct any hired and volunteer helpers.
3. Make any final food preparations.
4. Prepare the dishwasher to be ready for used dishes and glasses.
5. Prepare a place for garbage.
6. Pick up ordered cake, ice, balloons.
7. Frost & decorate homemade cake.
8. Decorate indoor and outdoor party areas.
9. Set up party games.
10. Have camera ready.
11. Check bathroom for needed supplies (toilet paper, hand towels, soap).
12. Secure pets as needed.
13. Relax and enjoy yourself.
14. Put your party clothes on.

After the Party

1. Send out thank you cards
2. Collect photos and save in photo album
3. Give yourself a big pat on the back!

Hey, Mom! Be sure to enroll me in the Kidz Birthday Club! BirthdayPartyKidz will send me a fun gift and send you a coupon for $20 OFF my party supplies! They'll even put my name on the birthday calendar!