The complete birthday party timeline

We have the perfect birthday party planning timeline here to help you run your next party as smoothly as possible!

4-8 weeks out

• Decide on the number of guests.  If the party will be held outside your home, select and reserve a location. If you choose an outdoor location, come up with a back-up plan for bad weather.
• Let your child help choose the theme.
• Make a guest list.
• Book entertainment, if necessary.
• Order personalised invitations or make your own.

2-3 weeks out

• Fill out and mail invitations. Make sure you write your child’s last name on the invitation so there is no confusion over which Emma it is.
• Keep a list of invitees on your phone to track RSVPs.
• Enlist your child’s help to select activities and games for the party.
• Assemble prizes.
• Decide on party favours.
• Plan the menu.
• Order your cake if you aren’t baking it yourself.
• Ask a relative or babysitter to help out during the festivities.
• Buy paper plates, napkins, decorations, balloons, party hats, and other supplies.

One week ahead

• Decide on the order of activities.
• Test new games, which you can find in our Birthday Parties section.
• Make a grocery list.
• Confirm reservations for entertainment or party location.

2-3 days ahead

• Call guests who haven’t RSVPd.
• Shop for food, candles for the cake, lollies for lolly bags or the piñata.
• Assemble lolly bags.

One day ahead

• Clean the party area. Put away items that may be dangerous or distracting.
• Bake or pick up the cake.
• Order takeout food (such as pizza), if necessary.
• Discuss party expectations with your children.
• Practice saying “thank you” with younger children.

4-5 hours before guests arrive

• Set the table.
• Lay out crafts.
• Inflate balloons.
• Decorate the house.
• Charge your phone for taking photos.
• Tie balloons to your mailbox or front porch so guests can locate the party easily.
• Find matches for candles.
• Make sure you have a pen and paper to record gifts.
• Have a garbage bag/box available to dispose of wrapping paper.

1 hour before guests arrive

• Take pets to a safe place until the party is over. Some kids may be frightened and others allergic.
• Send the kids off to get dressed for the party and get yourself ready too.
• Put the food on the table and candles in the cake.
• Set up crafts and activities.

During the party

• Greet your guests with the birthday party boy or girl.
• Make sure younger children know where the toilet is.
• If parents are dropping off children, confirm the pick-up time (and be sure you have a contact number in case of emergency).
• Take photos (or ask another adult to do so).
• Enjoy!

The day after

• Help your child write thank-you notes to party guests.