Planning a kids’ birthday party always feels bigger than it needs to be — until it’s broken into a timeline. Work through this list a few weeks out and the day itself becomes the easy part.
Want to skip the scrolling? [Grab the free printable version →] (link once the printable’s live)
6–8 Weeks Before
- Pick the date and theme
- Set a guest list and rough headcount
- Choose the venue — home, garden, hall, or a soft play/activity centre
- Send save-the-dates if the date is tight for people
Weekday parties are often cheaper for venue hire and entertainers than weekends — worth asking if the date has any flexibility.
3–4 Weeks Before
- Send out invitations
- Book entertainment if you’re having any — magician, bouncy castle, face painter
- Order or plan the cake
- Start picking up theme decorations [affiliate link: themed party decoration kits]
Popular bakers get booked up fast around half-term and December — the earlier the cake’s confirmed, the better.
1–2 Weeks Before
- Chase up any missing RSVPs
- Buy party bag fillers [affiliate link: party favour bags]
- Buy tableware — plates, cups, napkins, tablecloth [affiliate link: themed tableware sets]
- Confirm the cake order or set aside baking time
2–3 Days Before
- Confirm final headcount with the venue or caterer
- Charge the camera or phone
- Make up the party bags
The Day Before
- Decorate if the venue allows early setup
- Prep anything food-wise that can be made ahead
- Pack a “party kit” — scissors, tape, spare candles, matches, batteries
Party Day
- Set up decorations and the food table
- Set aside a quiet corner with a blanket and one comfort toy — it heads off most meltdowns before they start
- Everything on this list is done — this part’s just for enjoying it
Free printable: all of the above as a tickable checklist, plus a shopping list split by section. (Link coming once the printable is built and hosted.)