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Are you planning your child’s birthday party?  Don’t let the planning and preparation overwhelm or stress you out.  Get your party organised with our Birthday Party Planning Checklist. Easy to follow and outlines all the details you need to organise for the special day!

Follow the link at the bottom to print out your copy to get your party plans underway.

Party Planning Checklist

3 Months in Advance

  • Decide number of guests and create guest list.  (Take into account parents who stay and siblings.)
  • Set your party date.
  • Set your budget.
  • Choose your party venue and/or entertainment
    • Book party venue if not having at home.
    • Book party entertainment/entertainer.
  • Decide on your party theme.
  • Book Cake Maker/Decorator if required.  (Don’t leave this detail until the last minute as some Decorator’s book out months in advance.)

2 Months in Advance

  • If using custom invitations/party printables order them now
  • Plan your party food menu and book any catering required
  • If you are doing a Dessert or Lolly Table;
    • Work out your design and organize any jars, stands or other props you may need.  (Always do a trial in advance as what works in your head does not always work on the table.)
    • Order any lollies, cookies, cupcakes or other desserts required for the day
  • Make a list of what supplies and decorations you need and order now so you have plenty of time for delivery. Some items you may need are;
    • Party Plates, Cups, Napkins, Table covers, Straws, Hats, Utensils
    • Balloons
    • Decorations such as Streamers, Tissue Pom Poms, Hanging Fans and Lanterns
  • Plan and order your party bags/boxes and any novelty items you want to include

3 – 4 Weeks in Advance

  • Book in any party hire required, such as tables/chairs etc
  • Send out your invitations; remember to list an RSVP date
  • If necessary plan your party games/activities and any prizes or supplies you need for this
  • If wanting helium balloons, book them now with your local party shop
  • If using party printables print and assemble these now so they are ready to go for the big day
  • Organise/ask any helpers you may need on the day (to assist with supervision, activities, take photos etc.)

1 Week in Advance

  • Confirm any relevant bookings such as venue/entertainer etc and check if there are any special requirements in regards to set up etc.
  • Confirm number of guests and chase up any late RSVPs
  • Make up your party bags
  • Purchase all non perishable food and drinks for the party
  • Plan when you will bake and decorate the birthday cake  (Your cake can be baked a couple of days in advance and put in the freezer until you can decorate the day before)
  • If you are having your party at home and outside, tidy your yard and make sure you check for and remove any safety hazards

2 Days in Advance

  • Tidy your house and make sure you have plenty of essential items such as toilet roll, tissues and big bin bags for party rubbish
  • Purchase all perishable party food/drink items for the party
  • Charge all cameras and video cameras
  • Get out all your supplies and decorations and confirm you have everything you need ready to go

The Day Before

  • Prepare as much party food as possible
  • Ice and decorate the birthday cake
  • Get out all your supplies and decorations and confirm you have everything you need ready to go
  • Set up/hang decorations if possible (excluding helium balloons and paper items such as printables or banners, especially if outside these have a tendency to bend/curl overnight in the change of temperature)
  • Set up tables/chairs if possible

The Big Day

  • Prepare the remainder of the food
  • Set up your dessert table (do not add refrigerated desserts until just before serving)
  • Finish hanging your decorations and balloons
  • Set your tables
  • Children’s Sit Down Table
    • Food Table
    • Drinks Table
    • Present Table
  • Set up your entertainment/activity areas
  • Set out your party bags
  • Heat any food necessary (1 hour to 30 mins before your party)

Party Time!

Take photos or ask someone else to do it for you, so you don’t miss important moments like cake cutting

Don’t stress & enjoy!


To download a printable copy of our Party Planning Checklist click here.

Happy Party Planning!

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