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Party Planning
The ultimate kids' birthday party planning checklist
Planning a kids' birthday party is genuinely enjoyable when you know what needs to happen and when. This checklist covers everything from eight weeks out to the morning of the party.
6 min read
8 weeks before
- Choose a date and time
- Agree on the budget
- Decide on a venue (home, hall, soft play, outdoor)
- Pick a theme (optional but kids love it)
- Agree the rough guest list
6 weeks before
- Book the venue
- Book any entertainment (magician, face painter, party host)
- Book a photographer if needed
- Send invitations — use a tool like HelloInvitee so replies come in one place
- Set an RSVP deadline (2 weeks before the party)
4 weeks before
- Order or plan the cake
- Plan the food (finger food, pizza, or catered)
- Share a gift list with guests (use HelloInvitee's gift list feature)
- Plan party bag contents
- Order decorations and supplies
2 weeks before
- Chase any outstanding RSVPs
- Confirm final headcount with venue and caterer
- Confirm all bookings
- Plan the party schedule (games, food, cake, bags)
- Arrange parking or travel info for guests
1 week before
- Buy food and non-perishables
- Prepare decorations
- Confirm party bag contents are ready
- Remind guests of the date and time
- Prepare a playlist
Day before
- Bake or collect the cake
- Prepare any food you can in advance
- Set up decorations if at a venue
- Charge any devices you'll use (camera, speaker)
- Lay out party bags
Party day
- Arrive early to set up
- Brief any helpers on their role
- Have the guest list ready for arrivals
- Take photos
- Relax — you've planned this well
Make RSVPs easier
Stop chasing replies in WhatsApp
HelloInvitee lets you collect RSVPs with one private link — no app needed for guests. See who's coming, manage a gift list, and send reminders from one place.