Planning a birthday party can feel overwhelming, but with the right checklist, you'll stay organized and stress-free. This timeline-based guide ensures nothing falls through the cracks.
Bookmark this page and check off items as you go!
4+ Weeks Before the Party
The Big Decisions
- ☐ Set the date and time (check for conflicts with holidays, school events)
- ☐ Determine budget (be realistic—it adds up fast!)
- ☐ Choose a theme (Princess? Superhero? Bluey?)
- ☐ Decide on venue (home, park, party venue, restaurant)
- ☐ Create guest list (get addresses for mailing invitations)
Book What Books Early
- ☐ Reserve venue if not at home
- ☐ Book entertainment (party character, DJ, magician)
- ☐ Order custom cake if using a bakery
- ☐ Rent equipment (bounce house, tables, chairs)
Character Booking Tip
Popular characters like Elsa and Spider-Man book quickly, especially for weekends. Book 3-4 weeks ahead for best availability.
2-3 Weeks Before
Invitations
- ☐ Send invitations (paper or digital—include RSVP deadline)
- ☐ Include all details: date, time, location, theme, any special instructions
- ☐ Note allergies/dietary needs on RSVP
Planning Details
- ☐ Plan party activities/games
- ☐ Create party timeline (see our timeline guide)
- ☐ Plan menu (food, cake, drinks)
- ☐ Order decorations
- ☐ Order party supplies (plates, napkins, cups, utensils)
- ☐ Plan party favors
1 Week Before
Confirm Everything
- ☐ Confirm RSVPs (follow up with non-responders)
- ☐ Confirm entertainment booking (time, address, details)
- ☐ Confirm venue reservation
- ☐ Confirm cake order
- ☐ Final guest count for food planning
Shopping
- ☐ Buy non-perishable food items
- ☐ Buy drinks
- ☐ Buy party favor items
- ☐ Buy craft supplies if doing activities
- ☐ Buy candles for cake
- ☐ Buy matches/lighter
Prepare
- ☐ Assemble party favor bags
- ☐ Charge camera/phone
- ☐ Clear memory card
- ☐ Prepare playlist if using music
- ☐ Prep any game materials
1-2 Days Before
Final Prep
- ☐ Buy perishable food (fruit, vegetables, dips)
- ☐ Pick up cake (or bake if homemade)
- ☐ Clean party space
- ☐ Set up decorations (at least what you can)
- ☐ Prepare food that can be made ahead
- ☐ Wrap birthday child's gifts if applicable
- ☐ Set out serving dishes and utensils
- ☐ Check weather (backup plan for outdoor parties?)
Character Visit Prep
- ☐ Confirm arrival time with performer
- ☐ Share any updates (child's name, special requests)
- ☐ Designate entrance area for grand arrival
- ☐ Clear space for character activities
Party Day
Morning/Before Guests Arrive
- ☐ Final decoration touches
- ☐ Set up food/drink station
- ☐ Set up activity stations
- ☐ Put out trash cans
- ☐ Set up gift area
- ☐ Prepare cake area (don't forget candles!)
- ☐ Put out party favors for departure
- ☐ Test any tech (music, microphone)
- ☐ Make ice/put drinks on ice
During the Party
- ☐ Greet guests as they arrive
- ☐ Collect gifts in designated area
- ☐ Take photos throughout
- ☐ Follow your timeline (loosely—flexibility is key!)
- ☐ Signal character when ready for entrance
- ☐ Enjoy the moment!
As Guests Leave
- ☐ Distribute party favors
- ☐ Thank guests for coming
- ☐ Thank you for any gifts (note who gave what for cards later)
Book Your Party Character
Professional entertainment is the easiest way to wow guests. We handle the activities!
Browse CharactersPost-Party
- ☐ Send thank-you notes within a week
- ☐ Share photos with guests
- ☐ Review any vendors (helps other parents!)
- ☐ Note what worked for next year
Budget Worksheet
| Category | Budget | Actual |
|---|---|---|
| Venue | $____ | $____ |
| Entertainment/Character | $____ | $____ |
| Food & Drinks | $____ | $____ |
| Cake | $____ | $____ |
| Decorations | $____ | $____ |
| Party Supplies | $____ | $____ |
| Party Favors | $____ | $____ |
| Invitations | $____ | $____ |
| TOTAL | $____ | $____ |
Final Thoughts
The best birthday parties aren't perfect—they're filled with joy. Use this checklist to stay organized, but don't stress if something goes off-plan. Children remember how they felt, not whether the napkins matched the plates.
Ready to check "entertainment" off your list? Browse our 100+ characters and book today!
Frequently Asked Questions
How far in advance should I start planning?
Start 4-6 weeks before the party for best results. This gives time to book vendors, send invitations, and shop without stress.
What's the most important thing to book early?
Venue and entertainment book earliest. Popular party characters and venues fill up quickly, especially for weekend dates.
