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Kids Birthday Party Planning Checklist

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8 Weeks Out

Lock in the big decisions
Choose a theme
Ask your child what they're excited about right now.
Pick a date and time
Saturday or Sunday afternoon works for most ages.
Estimate guest count
A rough number helps you plan space and budget.
Book venue (if needed)
Popular spots fill up fast on weekends.

6 Weeks Out

Guest list and invitations
Finalize guest list
Write out every name and collect contact info.
Order or design invitations
Physical invites need 1-2 weeks if ordering online.
Start thinking about decorations
Order early if buying themed items online.

4 Weeks Out

Send invites and plan food
Send invitations
Include RSVP deadline. Give guests at least 3 weeks.
Plan the menu
Keep it simple. Ask about allergies when guests RSVP.
Order cake or plan to bake
Custom bakery cakes need 2-3 weeks notice.
Order party supplies
Plates, cups, napkins, balloons, tablecloths.

2 Weeks Out

Confirm and prep favors
Follow up on RSVPs
Send a reminder to anyone who hasn't responded yet.
Confirm headcount with venue
Most venues need a final count 1-2 weeks out.
Order or buy party favors
Favor bags, small toys, stickers, activity kits.
Plan activities and games
Two to three activities keeps the kids engaged.

1 Week Out

Early shopping and final prep
Buy non-perishable groceries
Chips, juice boxes, napkins, wrap. Done early = less stress.
Confirm entertainment
Verify time and address with any hired performers.
Assemble goodie bags
Do this now. Stuffing bags day-of is no fun.
Send reminder to guests
Quick text with address, time, and parking notes.

Day Before

Set up and prep
Set up decorations
Banners, tablecloths, balloons. Saves party-morning stress.
Prep make-ahead food
Fruit, pasta salad, dips. Cover and refrigerate.
Charge phone and camera
You will want photos. Do not let a dead battery stop you.
Lay out activity supplies
Craft supplies, game materials, prizes all ready to go.

Day Of

Final touches, then enjoy
Final food prep
Heat food, slice cake, set out serving dishes. Allow 1 hour.
Final setup walkthrough
Check activity area, food table, and bathroom supplies.
Greet guests, take photos
Hand out goodie bags as guests arrive to save time later.
Have fun!
You planned it well. Now put the list down and enjoy it.
helloplaydate.app — Free kids birthday party planning checklist • More free tools at helloplaydate.app/party/new