Birthday Party Planning Checklist

8 Weeks Out

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

Finalize guest list

Write out every name and collect contact info.

Order or design invitations

Physical invites need 1-2 weeks if ordering online.

Plan decorations

Order themed items early — they often ship slowly.

4 Weeks Out

Send invitations

Include an 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

Follow up on RSVPs

Nudge anyone who hasn't replied — you need a headcount.

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

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 a reminder to guests

Quick text with address, time, and parking notes.

Final Days

Set up decorations

Banners, tablecloths, balloons — done the day before.

Prep make-ahead food

Fruit, pasta salad, dips. Cover and refrigerate.

Final food prep on the day

Heat food, slice cake, set out dishes. Allow 1 hour.

Greet guests, hand out favors

Give favor bags out as guests arrive, then have fun.