Birthday Party Checklist

Are you looking for a birthday party checklist? Look no further this is the ultimate birthday party planning list and printables.

A lot of work and stress can go into planning a birthday party, which is why I’ve made, and am sharing with you, a birthday party checklist to help guide you in the process of planning the perfect party.

Starting 2-3 months out, it will walk you through each step of the planning process. Going through this birthday party checklist will help you feel more at ease with the whole party planning process.

As a mom to three kids, I can tell you this is the sure way to plan the best birthday party for your children.

It breaks things up over a couple of months so you don’t feel overwhelmed trying to do everything the day or two before the party!

This post is all about a birthday party checklist.

This post may contain affiliate links, which means I’ll receive a commission if you purchase through my links, at no extra cost to you. Please read the full disclosure for more information.

2-3 Months Out

This is the time I like to begin planning my kids’ birthday parties. Starting this soon helps to spread out the planning duties so it doesn’t feel so overwhelming. Plus, if you plan to book a party somewhere, they oftentimes have long waiting periods so early planning is a must.

Below you will find all of the items on your birthday party checklist that you’ll need to start doing a couple months from the date.

1. Determine Budget

While this is not a fun part of birthday party planning, I do think it is a MUST first step. Before you decide on a location or what kind of party decorations you want, you’ll need to think about how much you are willing and able to spend.

Trust me, it is so easy to over spend if you don’t set yourself a budget and consciously make party decisions based on your budget. Once you have your budget determined, you can move on to the fun part of birthday party planning!

I have a couple different birthday party budget planner printables that can be very helpful with keeping you on track to hit your budget. You’ll find these at the bottom of the post along with the birthday party checklist.

2. Decide on a Birthday Party Theme

This is a fun one. My kids love deciding on their birthday party theme. It typically ends up being something they are really into that year. Last year my oldest chose Harry Potter, my middle daughter chose Barbie and my youngest chose Paw Patrol for their themes.

Once you have chosen a theme you can base your food, games and decorations around the theme.

If you are looking for some theme ideas here are some popular ones for different ages.

1st Birthday Party Theme

Wild One
First Bee Day
One in a Melon
First Rodeo
Alice in One-derland
Some Bunny is One
Beary 1st Birthday
One Happy Camper

Toddler Birthday Party Themes

Paw Patrol
Bluey
Dinosaurs
Mickey Mouse
Baby Shark
Zoo or Safari
Sesame Street
Construction/Trucks
Under the Sea
Puppy
Fairytale

Kids Birthday Party Themes

Barbie
Harry Potter
Pokemon
Disney Princess
Sonic
Minion
Fortnite
Hello Kitty
Gamer
Superhero
Rainbow
Mermaid
Baller
Superheros
Outer Space
Pirates
Frozen
Nerf
Ballerina

Teen Birthday Party Themes

Pool Party
Slumber Party
Taylor Swift
Barbie
Glow/Neon Party
Karaoke
Sports (Soccer, Basketball, Football, etc.)
Movie Night
Hollywood
Bonfire
Escape Room
Sweet 16
Disco

Adult Birthday Party Themes

Spa Day
Game Night
Pool Party
90’s Theme
80’s Theme
Reality TV
Backyard BBQ
Costume Party
Fancy Dinner Party
Brunch
Casino

3. Determine a Location

Next step in birthday party planning is to determine where the party will take place. If you’d like to do it at a venue, call around and get prices because this will be a big part of your budget.

While calling around, make sure to find out what each venue’s packages include. Some places only allow you a certain number of guests, some include food and don’t allow carry-ins, so make sure you get all of the details.

To make your life easier you can download my free printable venue comparison template to help you take notes while comparing venues. You’ll find it at the bottom of the post with the other birthday party checklist printables.

Another option to consider is hosting the party yourself. The first time I threw my school-aged daughter a party, I was shocked at how much the popular party venues cost.

On top of that, most only allowed ten or fewer guests and since we had planned to invite her whole class, we ended up deciding to host the party instead.

Once you have decided where you’d like to host the party, make sure to book the venue.

*If you are doing an outdoor location, make sure to have a backup plan in case of unpredictable weather.

4. Set a Date/Time

Choosing a date and time is next because if you book a venue you’ll have to go with whatever date and times that they have available.

If you are doing it at your house, choose a date close to the birthday boy/girl’s birthday. Saturday afternoons are typically the best day and time to throw a party because most people are off from work and school.

5. Book Entertainment

Once your date and location are set, you can book any entertainment you plan to have.

Where we live inflatables are a very common form of entertainment at children’s parties. Another really cool entertainment I have seen is for Disney princesses (or superheroes) to show up to your child’s party.

6. Make Your Guest List

Decide who you are going to invite to the party. If it is a child’s party, are you just going to invite their close friends or are you going to invite their whole class?

Give this a couple of days before finalizing just in case someone else pops in your head that you had forgotten about.

7. Order Invites

Now that you have the theme, location, time, and date set, you can order the invites. I like to order a couple more than my guest list just in case I realize I forgot someone.

If you want to save some money on invites, you can print your own. I like to buy customizable invitations off Etsy and then use cardstock like this to print them at home.

1 Month Out

Now that you are one month away from your party date, there are more things to be done from your birthday party checklist.

8. Order Cake

About a month out, you want to order the cake, or whatever dessert (if any) you will be serving at the party. I like to have it ready to pick up the day before the party.

The cake is a great way to incorporate the party theme. You can have your cake decorated with the theme of the party.

If you are throwing a birthday party for your child, you could opt for a cupcake cake in the shape of the number they are turning. This makes it super easy to hand out to kids at the party.

9. Plan a Menu

When planning the menu for a birthday party you’ll first want to consider the age of the party guests. If you are throwing a child’s birthday party, you may want to consider something easy and also highly likable by most kids, such as pizza.

If you are having a party for an older child or an adult, you can get really creative with the party food by tying it into the theme.

For my daughter’s Harry Potter party, we went all things Harry Potter for her party food. We had Slytherin snake subs, Forbidden Forest fruit, Muggle Mix and more.

Of course, we also couldn’t forget the Butterbeer. We had the ultimate Harry Potter-themed food menu which made a really cool addition to the party.

57 Best Harry Potter Party Food And Treat Ideas For Throwing The Most Magical Party

10. Send Out Invites

Now is the time to send out those invites you ordered to the guests on your list. One month out is a perfect time to send them because it’s not too early that the guests will forget and not too late that people’s calendars are filled up.

11. Order Party Favors

Time to start thinking party favors and ordering the items for the guests. If you are throwing a child’s party you can get those character party cups with your child’s theme and fill them with goodies for the guests to take home after the party.

For my daughter’s Barbie birthday party, we got these Barbie favor cups and filled them with Barbie fruit snacks and a small Barbie Chelsea Doll like this. These party favors were such a hit!

12. Order Decorations

About a month out is when you’ll want to get all your decorations decided and ordered. You can find some really cool DIY decorations on Pinterest to go along with your party theme and also save some money. This is a good time to get a start on those so they are ready in time for the party.

For my daughter’s Barbie party, I made a super cool Barbie Party Box you can check out here. It made for a great photobooth and the kids had a blast with it. I ended up taking pictures with my Polaroid camera so the kids could take home pictures of them and their friends.

13. Order Any Furniture Needed

If you are throwing a party at your own home, now is the time to order any furniture you may need such as folding tables, folding chairs or party tents if you are throwing it outside.

Folding Chairs

Nazhura 4 Pack Folding Chairs with Padded Vinyl Cushion Chairs with Comfortable Cushion and Durable Steel Frame for Home and Office, for Indoor and Outdoor Events (Black Vinyl Seating 4 Pack)

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Banquet Table

COSCO Fold-in-Half Banquet Table w/Handle, 6ft, White

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14. Plan Games/ Activities

If you are having a child’s birthday party at your home, it is a good idea to plan some games or activities for the kids to do during the party.

Some classic party games would be Pin the Tail on the Donkey (or changed for whatever your theme is), a Pinata, birthday bingo (you can get my FREE printable bingo game here), Minute to Win It, etc.

If you are like me and scroll Pinterest for ideas, feel free to use my birthday party games/activities printable for brainstorming and listing supplies you’ll need for them.

15. Create Supplies List

Time for another list! Figure out what supplies you will need to pick up before the party. Some common party supplies to think about are cups, plates, silverware, napkins, tablecloths, straws, etc.

1 Week Out

Yay, the party is almost here! One more week to finish those last-minute details.

16. Create Music Playlist

A music playlist is a great way to get the party started. Put together a list of some fun party tunes to play.

During my 6-year-old’s party we put on a Kidz Bop playlist and set out a karaoke machine to start off the party. It was an easy way for kids to arrive and join in on the fun!

17. Clean the House

This birthday party checklist item only applies to those hosting a party at their own home. With the party a week away, you will want to start preparing and cleaning your house for guests.

The extent of cleaning you do is totally up to you, I usually clean the floors, wipe down counters and clean the guest bathroom.

I also recommend putting away any items you don’t want to be touched or played with (especially if you’re throwing a kid’s party).

18. Pick Up Party Supplies

The week before the party you’ll want to pull out that party supply list you created and pick up any of the items you don’t have.

19. Pick Up Food, Drinks, & Ice

If you are cooking the party food or planning to have any snacks it is time to go grocery shopping and grab the items you’ll need. In addition to the food, you will also want to pick up any drinks such as water, soda, or juice boxes and ice to go in coolers.

*If you don’t have a freezer big enough to store the ice you may need to pick that up the night before or the morning of the party.

20. Choose an Outfit

Go through your closet and decide what you will wear or what the birthday boy/girl will wear to the party. If you don’t have what you are looking for, then go shopping to pick out that perfect birthday party outfit!

*If you want to order an outfit you’ll need to do this a month out in case you need to send it back for any reason.

The reason I have it listed under a week out is because you may want to plan your outfit based on the weather forecast and a week out will typically give you a decent idea of what to wear.

Day Before

Tomorrow is the big day! Only a few more items on your birthday party checklist.

21. Pick Up the Cake

The day before the party, pick up the birthday cake or dessert. Make sure to find out how to store it until the party because some desserts and cakes need to be refrigerated whereas others can be left out.

*Keep them stored out of reach and sight from any pets (speaking from experience).

22. Prep and Cook Any Food

You may not be able to cook all the food the day before, but you will want to prep up as much as you can. The morning of the party will already be chaotic with things to do so try to get as much off your plate beforehand as possible!

23. Set Up Table & Chairs

Again, do as much as you can before the party. This means getting out the extra table and chairs and setting them up.

24. Hang Decorations & Set Up Games

Hanging decorations and setting up games is another easy thing to do the day before. I like to do this once the kids go to bed so they won’t mess with or pull anything down before the party.

25. Assemble Party Favors

Time to assemble and put together those party favors for the guests. I recommend finding a spot to display them near the door so guests can take one as they leave.

Day of the Party

Hooray, today is the date! Time to celebrate another trip around the sun.

26. Finish Cooking and Set Out Food

On the morning of the party, you will need to finish cooking and preparing any of the food and dishes you plan to serve. Shortly before the guests arrive, set out the food.

27. Put Drinks & Ice in Coolers

You’ll also want to put the drinks and ice in the coolers to get them nice and cold for the party.

28. Get Everyone Dressed & Ready

Once you have finished cooking the food and dealing with any last-minute party planning, you can get yourself (and your kids) dressed and ready.

If the party is taking place at a venue, time to get everyone and everything loaded up and head to the party destination. Make sure to arrive early so your guests don’t beat you there.

29. Put on the Music

Right before guests will arrive, get that playlist going and get ready to enjoy the party you worked so hard to plan!

Printable Birthday Party Checklist

Here are all of the birthday party checklists and templates to help you with your party planning. Go through all of the pages, and determine which ones you’d like. Then, print them out and start planning that perfect party.

There are a few different versions of some of the templates so choose the one that works best for you and your planning.

CLICK HERE TO DOWNLOAD THIS FREE PRINTABLE