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Birthday Party Planning Checklist

Medium 15 items · 1 hour
testuser's avatar
testuser Published 1 month ago
Lifestyle

This checklist walks you through planning a birthday party—from picking a date and venue to morning-of setup and cleanup. It’s for hosts organizing small to medium gatherings who want a clear, practical plan.

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  1. Book date and venue — Confirm available dates, capacity, setup time, and any venue rules or fees.
  2. Create guest list — Include full names, contact info, plus-ones, and ages if kids are attending.
  3. Set a budget — Allocate funds for venue, food, cake, decor, activities, and a small contingency.
  4. Choose a theme or color scheme — Pick a simple theme to guide invites, decor, and activities.
  5. Send invitations (digital or paper) — Include date, time, location, RSVP deadline, and any special instructions.
  6. Track RSVPs and dietary needs — Update guest list with confirmations and note allergies or restrictions.
  7. Arrange catering or finalize menu — Confirm dishes, portion sizes, delivery/pickup time, and menu for kids/adults.
  8. Order cake or desserts — Order 1–2 weeks ahead; confirm size, flavor, inscription, pickup/delivery time.
  9. Plan activities and schedule — Choose a timeline with games, cake time, and free-play windows.
  10. Gather activity supplies — Buy or repurpose materials, prepare craft stations, and pack spare supplies.
  11. Arrange music and tech — Create playlists, test speakers, and charge or bring backup devices.
  12. Buy or assemble decorations — Include table decor, balloons, banners, tablecloths, and lighting.
  13. Create a setup and cleanup plan and assign helpers — List arrival/setup times and task assignments for helpers and vendors.
  14. Prepare a day-before checklist — Confirm orders, pick up cake, pack supplies, and prepare an emergency kit.
  15. Execute morning-of setup and final checks — Arrive early, set up decor, arrange food, test music, and reserve parking spots.
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