If your child has a birthday coming up, using our at-home child's birthday party checklist will come in handy. Whether celebrating indoors or hosting a backyard bash, this easy guide will keep you organized so you can enjoy the party fun. With a detailed timeline starting a few months before the party, we share the best tips for planning a kid's birthday party.
One to Three Months Before the Party
Discuss the Party With Your Child
Does your child want a dinosaur party? Perhaps they want a celebration of their favorite cartoon character? Let your child help choose the party's theme; this will help narrow down decoration and activity choices.
Decide on Guests
Is it necessary to invite your child's entire class (some classrooms have a rule about this), or does your child wish to celebrate with their closest friends? The type of party may dictate how many kids you can host (for example, a video game tournament may work best with fewer players).
Line Up Entertainment
The earlier you reach out to vendors, the better; it's no fun telling your child that the magician they had their heart set on is already booked. Ask for references from people who have employed the entertainers recently and read third-party reviews. Be sure to ask if there are any setup requirements.
Four Weeks Before the Party
Choose a Date
Before setting a date, check with essential guests to make sure they're available. Your child won't be happy if their best friend will be out of town for their party. While you can't coordinate with everyone's schedule, choose a date that works for the most critical attendees.
Send Invitations
Make written invitations creative and coordinated with the party theme. Or, use an online template for digital invitations. Indicate whether parents are invited to stay (parents of toddlers should remain), and include an RSVP date, party start and end times, and a contact method.
Make a Schedule of Party Activities
Plan to fill two to three hours with a mix of energetic party games (musical chairs) and calmer activities (like crafts or storytelling). Remember to leave time for entertainment, snacks, and general freewheeling ruckus. Involve your child in this process—they know what they enjoy best.
Keep in mind that an outdoor party may become an indoor party in case of rain, so plan alternate, rainy-day activities, just in case. If you plan to open presents during the party, save that for the end; if you start running out of time, skip it and have your child open gifts after guests leave.
Create a Master Supply List
You don't have to gather or purchase everything at once, but making a master list of all party essentials is helpful. Note if you already have the item, need to buy it, or can borrow it from a friend or neighbor. Check online party supply stores to save time (and maybe money).
Possible supplies include:
- Game and craft essentials
- Music
- Sports equipment
- Portable tables for food or presents
- Folding chairs for extra guests
- Decorations (balloons, streamers, etc.)
- Coolers and serving dishes
- Tablecloths, plates, cups, and utensils
Purchase Party Favors
Kids enjoy leaving a party with a goody bag of treats or small toys. Buy or order party favors that fit the theme (and goody bags to put them in). Don't forget about prizes for any games.
Suggested items to look for:
- Lollipops or other candy
- Party hats or noisemakers
- Light-up bracelets, rings, or necklaces
- Tiny coloring or activity books with crayons
- Miniature puzzle cubes
- Putty or slime
- Stickers
Three Weeks Before the Party
Plan the Menu
It's best to keep food simple for a child's birthday party. Finger foods, pizza, chicken tenders, and other foods kids typically like are super easy and sure to please. If you like, plan a few special treats (like a mocktail recipe) for parents. Include how far in advance each dish can be made to help with planning.
Make a Grocery List
Write out any food items that need purchasing. From main menu items and snacks or party appetizers to cake, ice cream, or other treats, make an all-inclusive list. Don't forget drinks—juice, water, or any grown-up drinks.
Ask for Help
Enlist friends, older children, other relatives, or parents of party guests to help supervise activities. Consider hiring a high school student, your babysitter, or a professional to help with pre- or post-party cleaning or to help oversee games, replenish food, and generally take some weight off your shoulders.
One Week Before the Party
Clean the House
Thoroughly clean the house ahead of time. This way, you'll only need to do a quick once-over before the party.
Check the Yard
If hosting an outdoor party, take care of any major yard cleanup tasks or minor repairs. Check for ants or bugs, and fill in any holes. (You want to minimize the risk of injury for smaller guests.)
Finalize Your Guest Count
Follow up on RSVP stragglers to get a final count. You may need to reach out to parents individually or ask your child (if older) for help with friends.
Create a Cooking Schedule
Develop a detailed cooking schedule, noting any items that need to be made the day of the party and other make-ahead dishes. Make any foods that can be frozen to help save time on the day of the party.
Order the Cake
Order the cake with your preferred bakery. Involve your child in the process of picking the design and flavors. If you are baking a homemade cake, bake the layers and freeze them (you'll frost it the day before the party).
While your child's favorite cake flavor may be something unique (red velvet or pineapple), consider ordering a smaller cake in a basic flavor (like vanilla) for guests.
Purchase Missing Supplies
Order helium balloons for easy pick-up before the party. Check your list of necessary supplies and procure any missing pieces.
Three Days Before the Party
Find a Spot for Coats
Make space in a hall closet for coats and fill it with presentable hangers, or designate a bed for people to place their jackets. Ensure the room is free of breakables.
Go Grocery Shopping
It's best to buy ingredients, food, drinks, and other necessary groceries a few days before your child's birthday party instead of the day before. This helps reduce last-minute stress.
Perform a Safety Check
Do a safety run-through of the yard and house (check our home safety list). Make sure dangerous areas like stairs, upper-floor windows, and pools are safeguarded. Double-check that any chemicals are locked away, and check for sharp-edged corners on furniture that might be hazardous.
Prepare Cameras
Gather any cameras you'll be using during the party. Charge video and digital cameras. Clear storage space or stock up on extra memory cards.
Assemble Goody Bags
Lay out all party favors and goody bag items to create an assembly line for preparing the party bags. Your child can help stuff the bags and will enjoy seeing the fun trinkets their friends will receive. Store filled goody bags in an empty box or large bag, and set them aside for the day of the party.
One Day Before the Party
Tidy Up the Yard
For an outdoor party, mow the lawn and tidy the yard. Pick up loose items, wind-blown garbage, and extra toys that won't be used during the party.
Organize Furniture
Rearrange furniture (if necessary) for guests to sit and enjoy the party. Set up dining and gift tables and activity stations, including laying out any games or crafts.
Decorate
Decorate your home or yard. Do everything that doesn't involve helium. If you find you're missing anything (a few more streamers, etc.), you still have time to run out and buy it.
Finish Food Prep
Complete as much of the cooking as you can. This includes defrosting and icing the cake (if homemade). Also, for any foods that require cooking on party day, do as much prep (dicing, marinating, rinsing) as possible.
Finalize Cleaning
Do a touch-up cleaning sweep through the house. Check that clutter is put away. Clean bathrooms so they're ready for guests, and wipe up the kitchen.
Practice Manners
Remind children (especially younger ones) to use their manners during the party. If opening presents is on the agenda, practice politely saying "thank you" with your child.
Day of the Party
Finalize Cooking
Finish any last-minute cooking that hasn't already been completed. This would be for food that couldn't be prepped ahead of time and refrigerated (or frozen).
Pick Up Ordered Items
Pick up ice, the cake, helium balloons, and any other items ordered for the day of the party.
Display Food
One to two hours before guests arrive, set out foods that won't spoil. Wrap them tightly to ensure freshness; tear off the wrap when the first doorbell rings.
Begin Activities
Go over activities with children and let them know which are available. Enlist parents who are staying to help manage some activities or tasks. They can help with games or supervise a craft, so you can run the show and keep kids from running amok.
Serve Cake
If singing the Happy Birthday song, gather everyone around to celebrate the birthday child. Cut and serve the cake and ice cream. Remember: the birthday child gets the first slice of cake!
Open Gifts (Optional)
If planned (and time allows), have your child open their presents. It might be best to ask someone to pass your child each gift, then collect any trash before moving on to the next present. Make a list of items received and who gifted each.
Hand Out Party Favors
As the party ends and guests leave, send everyone off with party favors. Your child can hand them out and say thank you to friends and family at the same time.
Two to Three Days After the Party
Send Thank You Notes
Help your child send thank you notes to guests for attending and for any gifts. Send your own to your party assistants.
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