Kids' Birthday Party Checklist: Week by Week

Six weeks out

• Pick the date and a backup date. Check school breaks and other parties in the class.
• Set a budget for the whole party.
• Decide where: home, a park or a venue. Popular venues book up early, so call now.
• Decide the size of the guest list with your child.
• Choose the theme together. Offer two or three options you can manage.

Four weeks out

• Confirm the venue booking and ask what is included: food, tableware, a host, set-up time.
• Collect phone numbers or email addresses for the parents.
• Make the invitation and send it to everyone on the same day.
• Set the RSVP deadline about a week before the party, and ask for allergies.
• Book any entertainer, or decide who will run the games.
• Order anything that ships slowly, such as themed supplies or a custom cake topper.

Two to three weeks out

• Plan the menu. If a guest has an allergy, tell that child's parent what you plan to serve and let them decide.
• Order the cake, or choose the recipe and do a test bake.
• Plan the games and the order to play them. Write down what each one needs.
• Buy decorations, tableware, candles and party favors.
• Ask two or three adults to help on the day.
• For an outdoor party, decide the rain plan now.

One week out

• Follow up with parents who have not replied.
• Give the venue or caterer the final count.
• Buy non-perishable food and drinks.
• Fill the party bags.
• Make a playlist and charge the speaker.
• Write a short schedule for the party and share it with your helpers.
• Send confirmed guests a note with the time, the address and what to bring.

The day before

• Shop for fresh food. Bake or collect the cake.
• Clean the party area and put away anything fragile or precious.
• Decorate what you can. Leave balloons for the morning.
• Set out the game supplies in order.
• Charge your phone and clear space for photos.
• Put candles, a lighter and a cake knife together in one place.
• Talk your child through the plan, including that guests choose games too.

Party day checklist

Start setting up about ninety minutes before the party, and eat something yourself first. This is the list to screenshot.

• Put up balloons and a sign at the door or gate.
• Set out an arrival activity, such as coloring or stickers.
• Clear a spot for gifts and one for coats and shoes.
• Put drinks and water where kids can reach them.
• Keep the allergy list in the kitchen, where helpers can see it.
• Check the bathroom: soap, towel, toilet paper, a step stool for small kids.
• Give each helper one job: door, games, food or photos.
• Line up the party bags near the exit.
• Have a first aid kit and a roll of paper towels within reach.

What to pack for a venue party

• The cake, candles, a lighter and a knife.
• The guest list with parents' phone numbers.
• The allergy list and any snacks you agreed with a parent.
• Party bags and a spare or two.
• Wipes, tape, scissors and a marker.
• A large bag for carrying gifts home.
• A change of clothes for the birthday child.
• Your booking confirmation.

During and after

• At a drop-off party, note who is collecting each child before the parents leave.
• Take a group photo early, before anyone gets tired or messy.
• Ask a helper to write down who gave each gift.
• Hand out party bags at the door as children leave.
• Send thank-you messages within a week or two. A photo from the party is a nice touch.

The invitation step

The invitation is the job that unlocks the rest, because nothing can be ordered until you know who is coming. The cake size, the venue's final count and the number of party bags all hang on the replies.

Blast is an animated video invitation with music that you send as a link by text, WhatsApp or email. Parents RSVP from the invite without an account, so the answers don't get buried in the class chat, and the whole class can be on one invite. Blast is free to create and send.