Timelines & Checklists5-minute read
Birthday Party Planning Checklist
A comprehensive but practical checklist for planning a birthday party. Use this as your master list and customize it for your specific celebration.
1
Initial planning
Start here. These decisions shape everything else.
- Set the date and time
- Choose a venue (home, park, rental)
- Determine your budget
- Create the guest list
- Decide on a theme (if any)
2
Invitations
Get the word out and track who's coming.
- Choose invitation method (digital, paper, text)
- Include all key details (date, time, location, RSVP)
- Send 2-3 weeks before
- Follow up on RSVPs
- Create a final headcount
3
Food and drinks
Plan your menu based on guest count and preferences.
- Plan the menu (appetizers, main, cake)
- Consider dietary restrictions
- Make a shopping list
- Decide what to make vs. buy
- Plan for drinks (including non-alcoholic)
4
Decorations and supplies
Keep it simple and focused on the essentials.
- Get balloons and streamers
- Order or make a birthday banner
- Buy plates, cups, napkins
- Get candles and matches
- Plan any centerpieces
5
Activities and entertainment
Plan just enough to keep guests engaged.
- Plan 2-3 games or activities
- Create a playlist
- Prepare any prizes
- Have backup activities ready
- Consider age-appropriate options
6
Day-of essentials
Don't forget these practical items.
- Camera or phone charged
- First aid kit accessible
- Trash bags ready
- Ice and coolers
- Party favors (if doing them)
Key Takeaways
- Start with date, venue, budget, and guest list
- Send invitations 2-3 weeks ahead
- Keep food simple and guest-appropriate
- Plan just enough activities
- Have practical supplies ready on party day
When you plan with Party Pilot, you get:
Guest management & RSVPs
Built-in wishlist
Guest photo sharing
Ready to put this into action?
Party Pilot helps you turn these steps into an organized, enjoyable experience.
Start Planning