Not sure how to plan a birthday party? You’re not alone! There’s so much to consider that it’s easy to feel overwhelmed or overlook important things. Don’t panic! I’m here to help.
I’ve put together the ultimate party planning checklist, so you can plan an unforgettable celebration without missing a beat.
How to Plan a Birthday Party – The Ultimate Party Planning Checklist
From finding the perfect location to choosing party favors, this checklist covers every step of planning your party.
Choose a Date & Time
Before you do anything else, sit down and choose a date and time for your party. This step is the easiest because you want the party to be on or near the person’s birthday.
Consider a few things, though, before you make your final decision, like:
- Is this a convenient date for guests? Weekends are optimal. Even Friday evenings can be tricky for some friends and family groups. You know the guests better than anyone else, so consider their lifestyles and schedules when setting your date and time.
- Does their birthday fall on a holiday weekend? If so, you may want to aim for the following weekend. Your invitees may already have plans they can’t break.
Also, don’t be afraid to choose earlier times on the weekend. It may be easier for everyone to attend a Sunday brunch than a Saturday evening party.
Once you have a date and time, you can start working on the next most important thing: your guest list.
Related: The Ultimate Guide to 90s-Themed Birthday Party Ideas (Decor, Food, & Music Ideas!)
Make a Guest List
What makes a birthday party memorable? The people who share the experience together. You want the people who are most important to be there, so create your guest list with care and intention.
If you’re planning the party for someone else and it’s not a surprise, ask them who they would like to invite and the people they may not want there.
Some guests will (likely) be a given, like:
- Parents
- Siblings
- Best friends
- Nieces/nephews
- Cousins
- Aunts and uncles
You may want to run the guest list by the birthday girl or guy first before you finalize things, just to make sure you’re not inviting someone controversial.
Creating a list of names is just one step. You’ll also need to gather their contact info. If you’re sending physical invitations, you’ll need their mailing address. For digital invites, their phone number or email address will suffice.
Set a Budget
You have a date and a guest list. Now, I recommend focusing on your budget. Why? Because everything else will depend on this figure, from your location right down to the food and entertainment.
Once you know how much money you have to work with, it’s much easier to plan things accordingly.
It’s also easier to set a budget when you know how many people are being invited. The bigger the party, the higher the cost will be (most likely).
Be realistic when setting your budget, and keep in mind that you don’t need to spend a fortune to have a memorable party.
Select a Location
With a realistic budget set, it’s time to focus on where you’ll have your party. Consider a few things here:
- Your budget. If you’re on a tighter budget, can you have the party at home or at a friend’s house so that you can spend more on things like food and entertainment?
- Your guest list. If you have a large guest list, you’ll need a venue that can accommodate that. Parks are a great option if you’re inviting a lot of people and don’t have a giant budget to rent a space.
- Personal preferences. Does the birthday girl or guy have a preference for where the party is held?
- Proximity to guests. If you have some venues in mind, consider how close they are to guests. Far distances may discourage people from attending.
If you want to do a destination party, make sure that you’re in communication with guests to ensure they’re on board.
Need some inspiration for location ideas? Here are some fun places to consider:
- Zoos or animal parks
- Breweries or wineries (adults only)
- Local parks or amusement parks
- Party buses
- Arcades
- The beach
The possibilities are endless, so don’t be afraid to think outside of the box.
Plan Your Menu & Cake
Want to know how to plan a birthday party that everyone will be raving about? Focus on the food.
If the food and company are on point, the rest won’t matter.
Depending on where you’re having the party, this step may not be too intensive. Some venues include catering in the price, but you may still need to decide on which menu items to offer and possibly attend a tasting.
But if you’re fully in charge of the food, consider a few things:
- Would it be easier to hire a caterer?
- If catering isn’t in the budget, what about having a potluck (here are some awesome recipes to try)?
- What type of food does the birthday girl/guy prefer?
- Where are you having the party? If you’re having a pool party or outdoor party in the summer, you don’t want to serve heavy food.
- What time of day is the party? If it’s before noon, you can serve breakfast or brunch.
- What type of party is it? For example, if you’re having an outdoor movie party, you might give everyone a personal box of popcorn, a drink and a dessert.
Along with food, consider the cake. You can assign someone to be in charge of making the cake, or you can use a local bakery. Make sure that you get in touch with the bakery well in advance of the party to talk about your options and costs.
Plan the Entertainment
Birthday parties aren’t just about food and conversation. They’re about entertainment.
Don’t forget to plan:
- Games
- Music
- Activities
For kids parties, there are endless options:
- Bounce houses
- Face painting artists
- Magicians
- Fun party games
For adult parties, you can plan:
- Party games like charades or trivia
- Drinking games (be responsible!)
- Outdoor games like horseshoes or cornhole
- Activities like painting (think a wine and paint party)
Plan activities that will help your guests create fun memories together.
If you’re hosting the party at a venue, then you may want to hire a DJ, who will keep everyone at the party engaged.
Choose Your Decor and Table Settings
Part of the fun of planning a birthday party is decorating the space. I recommend coming up with a theme for the party to help guide your decorations, but you don’t have to go this far if you don’t want to.
Local party supply stores should have everything you need, but online marketplaces like Etsy may have more unique decor options.
Big party venues may supply the decor for you.
Otherwise, make a plan for:
- Balloons (if you want them)
- Streamers and birthday signs
- Table centerpieces
- Place settings
- Chair decorations
- Table runners or tablecloths
If you’re in need of some inspiration, here are some fun party decor ideas:
Neon Party Sign with Balloons
Balloon Entryway and Photo Backdrop
Balloon Centerpieces
A Picnic Themed Party
Related: How to DIY a Spa Party at Home for the Perfect Birthday Celebration
Welcome Sign
Create and Send Invitations
Now that you’ve planned out the decor, you can use your colors and theme to create invitations. If you purchased a party decor pack from somewhere like Amazon, invitations may even be included.
You have a few different options when it comes to invitations:
- You can purchase physical invitations from places like Amazon, Walmart or Etsy
- You can buy digital invitation templates from places like Etsy or Evite
- You can make your own invitations using Canva
Make sure your invite includes essential information like:
- Date and time of the party
- Location
- Dress code requirements (if any)
- Anything else they should know (i.e., bring a towel if it’s a pool party, or to keep it hush-hush if it’s a surprise party)
Choose Party Favors
Whether the party is for a kid, teen or adult, you should plan to hand out party favors. Guests love them, and it’s a fun way to thank everyone for coming to the party.
You can buy your favors, or get creative and go the DIY route.
Here are some ideas to try.
Favor Ideas for Kid and Teen Parties
Personalized Beauty Bags
Succulent Plants
Candy and Stickers
Candy Kabobs
Favor Ideas for Adult Parties
Beauty Boxes
Mini Jars of Nutella
Related: Fun Indoor Birthday Party Ideas for Rainy Days
Cocktail Ingredients
The Takeaway
Now that you know how to plan a birthday party, it’s time to get started! Whether you’re planning a party for yourself, a friend or a loved one, you can use this party planning checklist to plan a party that everyone will rave about.
And if you’re planning this gathering for someone else, don’t forget to get them a gift and a card (we have plenty of free cards you can print and give!).
