Birthday Party Planning Checklist - Kids

📅 4-6 Weeks Before

• ○
  Choose party date (avoid conflicts with holidays, events)
• ○
  Set budget (venue + food + decor + favors + cake)
• ○
  Decide on theme (ask birthday child for input)
• ○
  Choose venue (home, park, party place)
• ○
  Book venue or entertainers if needed
• ○
  Create guest list (class list? neighborhood? family only?)
• ○
  Order or design invitations

✉️ 3 Weeks Before

• ○
  Send invitations (digital or mail - include RSVP date)
• ○
  Include: date, time, location, RSVP contact, theme hint
• ○
  Note allergies/dietary restrictions in RSVP
• ○
  Order specialty cake or plan DIY cake
• ○
  Plan menu (kid-friendly: pizza, nuggets, fruit)
• ○
  Order themed decorations online
• ○
  Plan 3-4 party games/activities

🎁 1-2 Weeks Before

• ○
  Follow up on RSVPs (call or text non-responders)
• ○
  Finalize headcount for food and favors
• ○
  Shop for party supplies (plates, cups, napkins, utensils)
• ○
  Purchase or make party favors/goodie bags
• ○
  Buy prizes for games
• ○
  Gather supplies for planned activities
• ○
  Confirm cake order (pickup time)
• ○
  Plan party playlist or background music

🏠 2-3 Days Before

• ○
  Clean party space thoroughly
• ○
  Set up decorations (balloons, banners, table covers)
• ○
  Prepare any make-ahead food
• ○
  Freeze juice boxes or prep drinks
• ○
  Charge camera and phone
• ○
  Assemble goodie bags
• ○
  Set up gift table/area
• ○
  Confirm entertainer or special guests

🎈 Day Of - Setup

• ○
  Put up remaining decorations
• ○
  Set up activity stations
• ○
  Arrange food and drink tables
• ○
  Put out plates, cups, napkins, utensils
• ○
  Set up cake display area
• ○
  Test music/speaker
• ○
  Designate gift opening area
• ○
  Have trash cans accessible
• ○
  Birthday child dressed and ready 30 min early

🎉 Party Timeline Example

• ○
  0:00 - Guests arrive, free play
• ○
  0:15 - First organized activity or game
• ○
  0:30 - Second activity or craft
• ○
  0:45 - Third activity (if time/energy)
• ○
  1:00 - Food served
• ○
  1:20 - Cake, candles, singing
• ○
  1:30 - Open presents (optional - some skip at party)
• ○
  1:45 - Distribute goodie bags as guests leave
• ○
  2:00 - Official end time

📸 Capture & Thank You

• ○
  Assign someone to take photos
• ○
  Get group photo with birthday child
• ○
  Photo of child with cake before cutting
• ○
  Capture candid play moments
• ○
  Document decorations before party mess
• ○
  Save wrapping paper tags for thank you cards
• ○
  Send thank you notes within 2 weeks

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