Plan an Incredible Celebration with This Birthday Party Checklist

There are so many steps to planning a birthday party that it’s easy to miss something. Whether it’s the party balloons or favor bags, every element needs to be planned, organized, and delivered. That’s where this birthday party checklist comes in. 

We’ve based this birthday party planning checklist on a kids’ birthday party and organized it on a three-month timeline. However, it’s easy to adjust it for any party planning purposes and shorter time frames. Get ready to plan a fantastic celebration!

One to Three Months Before the Party

You’re one to three months out from the big day and it’s time to start putting your plans into action. Now is the time to get the essentials sorted, so you can get excited about the details later on.

Choose the Party Date and Time

Choose a party date that makes the most sense. Usually a weekend works best, or an evening after school or work. Choose a date close to the actual birthday day if possible, but this might depend on venue availability and your existing plans.

Set a Party Theme

Themed parties are a great way to make any celebration feel fresh and fun. Explore some of our favorite birthday party theme ideas to find one perfect for the guest of honor — whether they love princesses, horror movies, or 80s music.

Order the Birthday Cake

If you want a custom cake from a baker, 1-3 months before the big day is the right time to start inquiring. Ask how far in advance you need to order and discuss all the finer details to ensure you’re on the right track.

Select a Venue

Your birthday party venue will significantly impact your budget and time frame. For instance, if you plan on having an outdoor party at home, you won’t have to bother with a venue down payment or worry about availability. 

That said, maybe you want to rent a local community center or book a party package at a bowling alley. The ideal venue depends on the type of party you want, but it’s wise to secure one as early as possible. You’ll also want to clarify what type of clean-up is required once the party is over.

Book Your Party Entertainment

If party games and entertainment are on your celebration must-have list, start looking for and booking entertainers now. The best ones get booked up fast, so make this a priority if you need a great DJ, magician, or circus skills instructor. If you’re taking care of the music, start thinking about what to put on your party playlist or how you’ll set up your DIY karaoke at home.

Finalize Your Guest List

Once you’ve decided on a theme and venue, you’ll need to finalize your guest list. Determine the number of guests you can practically accommodate, and ask the guest of honor to help you shape the guest list.

Send Your Birthday Party Invitations

Design: Mint Parcel

Now it’s time for one of the most exciting parts — sending out your birthday party invitations! This is also a step Greenvelope can help with, as we have a collection of hundreds of stunning online invitations, including this adorable rainbow-themed invite. Each design can be customized so you can play around with the layout, colors, fonts, and wording to create your own fun design. 

Pro tip: This is also the time to ask any friends or family members if they’d be willing to volunteer with setting up (or crafting) decorations, running errands, or helping with any other party planning you need.

One Month Before the Party

There’s one month to go before the big day. Time to set a schedule, plan your decorations, and get everything ready for the party day.

Set the Party Agenda

Start planning the agenda or schedule for the big day. Decide when you’ll go on a scavenger hunt or gather everyone for games. You’ll also want to have a basic timeline of when to sing happy birthday and when the lucky guest of honor gets to open their birthday gifts in front of everyone.

Plan Your Party Decorations

Whether or not you have a specific birthday theme, you’ll want to decorate your space to make it feel like a party venue. Create a fun party area with balloons, streamers, banners, and other decorations. Make these yourself if you’re crafty or make a shopping list and check off items as you find them.

Buy Party Favors

Don’t send your guests home empty-handed. Shop around for items to include in your party favor bags or gather supplies to make your own party favors. Gummy fruit snacks, crackers, homemade cookies, stationery sets, and novelty items are all great choices.

Finalize Your Party Food Menu

If your birthday party theme isn’t tied to food (say a BBQ party or taco fiesta), then now is the time to plan what you’ll serve to party guests. Platters of hot and cold snack foods, easy-to-eat finger foods, and plenty of fresh fruit are always popular. Don’t forget the drinks and sweets.

The Week Before the Party

The party is almost here and it’s time for those last-minute checks and preparations. Make sure you have everything on schedule, so the actual birthday celebration can go as smoothly as possible.

Confirm with Suppliers

If you’ve ordered a birthday cake, catered food, equipment, or decorations, check in with your suppliers the week before the party. The same goes for any entertainers you’ve booked. This way, you have plenty of time to fix any issues before the celebration.

Check RSVPs

It’s always good to know who’s going to show up — even if you’re hosting a relaxed party at home. Check in with your guest list to see who has RSVP’d and who needs to be chased for a response. With digital invitations from Greenvelope, it’s easy to track RSVPs and get in touch with your guests from a simple dashboard.

Confirm You Have All Your Party Supplies

Double-check that you have everything you need to help the party run smoothly and look incredible. Make sure you have all the elements for your DIY centerpieces, that your napkins and tableware are sorted, and that you have any printable party games and related materials ready to go.

The Day Before the Party

With the party almost here, this is the time for last-minute details. Pack your decor and party bags, prepare your camera, and get ready for the big day.

Pick Up Orders

If you prefer, consider picking up the birthday cake or customized party favors the day before the event. This gives you some time to deal with any unexpected surprises and helps the morning of the party run more smoothly.

Charge Your Devices

Whether you’re setting up an elaborate photo booth or simply want to snap some photos on your smartphone or digital camera, make sure all your devices are fully charged. The same goes for any other equipment that requires charging or batteries — like wireless speakers or mics.

Get Everything Packed or Prepared

You don’t want to be running around on the day-of looking for your handmade birthday banner or wondering where you put the goody bags for your guests. Get everything organized, packaged, and ready the day before.

The Day of the Party

It’s the day of the party! While you’ll be busy managing last-minute details and playing host, don’t forget to enjoy the celebration alongside the birthday guest of honor.

Set Up and Decorate

Give yourself plenty of time to put up party decorations, style tables, set out the food and drinks, and get everything ready for when your guests arrive. If you have people pitching in to help, all the better.

Welcome Guests

As a welcoming host, this is one of the best parts of the party planning process as it gives you a chance to socialize with everyone. If you’re hosting a child’s birthday party, let parents and guardians know what time to stop by and pick them up or if they’re welcome to stay and enjoy the fun.

Host Activities and Games

When it comes to party games for kids, keep your schedule in mind and stick to the timings as closely as you can. Check in with entertainers if necessary and enjoy watching your guests have an amazing time.

Hand Out Party Favors

Say goodbye to your party guests and hand them a party favor or goody bag as they leave. Thank everyone for coming, and let them know they’ve brought a big smile to the birthday guest’s face by being there.

After the Big Day

The party is over but there’s still some work to do. You may still have some remaining clean-up tasks at home but if you’ve booked a party venue, they may take care of this for you. The one task not to forget: sending a thank you note to all your thoughtful guests.

Send Thank You Notes

Design: Signature Greenvelope

Even if you said thank you to guests as they left, it’s still a sweet idea to send a personalized thank you note after the party. Choose from our collection of thank you cards like this Classic Thanks card. Customize the design and send every guest a bespoke note that mentions their presence, their gift, and how grateful you are.

Stay On Track with This Birthday Party Checklist

Playing the role of party planner is exciting but it can also be daunting. Fortunately, this birthday party checklist helps you cover every detail so you can feel confident each step of the way.

Along with following these planning tips, don’t forget to peruse our selection birthday party invitations. Our highly customizable designs allow you to create a bespoke-feel invite and manage your party RSVPs easily so you have more time to enjoy the festivities.