Party Planning Checklist
Use this step-by-step Planing Checklist to make planning your child’s party fun & easy!
Planning 4-6 weeks before the party enables you to pull the party together at a leisurely pace, allows time to reserve party facilities and entertainment, and ensures you’ll get the invitations out well ahead of the party.
However, if you get in a pinch, you can pull together a nice party in as little as 2 weeks. Just make sure you get the invitations out right away or call your guest list.
| 4-6 weeks before party | |
| Choose a theme with your child. Use our Theme Questionnaire to help identify themes that reflect your child’s interests. Visit our 100 Themes for a list of ideas. | |
| Select date and time for party. | |
| Choose location for party and make reservations, if necessary. | |
| Develop the guest list (neighborhood friends, class mates, team mates, cousins, etc.). | |
| Develop party agenda (example: 1-1:30 arts & crafts, 1:30-2:15 games and entertainment, 2:15-2:30 refreshments, 2:30-3:00 present opening, favor distribution, and free play). | |
| Book entertainment, if any (magician, bounce gym, etc.). | |
| 3-4 weeks before | |
| Make or purchase invitations. | |
| Mail invitations 2 1/2 weeks before party | |
| Plan games and activities | |
| 2 weeks before | |
| Purchase party supplies (decorations, favors, games & activities. Purchase enough for siblings and a few other extra guests. See our Shopping List for help. | |
| Plan menu and make grocery shopping list. See our Fun Party Food and Shopping List for ideas. | |
| Arrange for help. Identify family members and friends who can help set-up/clean-up, prepare and serve food, and coordinate games and activities. | |
| 1 week before | |
| Gather up tables, chairs, toys, coolers, serving dishes, and other supplies you’ll be using at the party. | |
| Follow-up with the invited guests who have not yet RSVP’d to determine final guest count. | |
| Order cake & balloons. | |
| Prepare any foods that can be frozen for the following week. | |
| 2-3 days before | |
| Charge camera batteries and make sure cameras are working. | |
| Do grocery shopping. See our Shopping List. | |
| Get cash or make out checks for any paid helpers. | |
| Prepare favor bags. | |
| Day before | |
| Prepare remaining food, including cake or cupcakes if making these. | |
| Clean and child proof party area. | |
| Party day! | |
| Finish last minute food preparation. | |
| Pick up cake and balloons | |
| Set-up and decorate party area | |
| Set-up games | |
| Have fun! | |
| Do minimum level of clean-up. | |
| 1-3 days after | |
| Finish cleanup/put-away. | |
| Have your child prepare thank you notes for gifts. Don’t forget to send thank you notes to your helpers. | |
| Send party photos to distant relatives, put one on fridge, save some for scrap book. |
