Are you planning a birthday party? Then this is the list for you! Our free step by step party checklist is perfect to help keep you focused and help turn your To Do list into a Done list!
1. Where To Start:
□ Create A Budget. $___________
□ Theme ________________________________
□ Desired Location: ________________________
□ Estimated Number of Guests: ________________
2. Create a Guest List.
Check out this free printable Birthday Party Guest List courtesy of OrganizedHome.com! Be sure to utilize the guest list to help keep you organized when the RSVP’s start coming in. This list prints very well and works on both color and black & white printers.
❊When planning a party for a little one, remember to confirm the number of guests attending per family. Parents (and sometimes the child’s siblings) usually stay as well, so be sure to include them in your guest list total!
3. Book The Party Location.
Party Location: _______________________________
Time & Date: ________________________________
If you are able to host the party from your own home, go for it! Hosting at home saves money and time while allowing you to be creative with your own space. For those you who will have the party at a location other than your home, there are a bunch of affordable places to consider for your event.
Some budget location ideas include your local park, gym, or church hall. A trend that I am noticing is hosting a party at a local boy scouts cabin. For information, contact The Boy Scouts of America to see if there is a local cabin for rental by you!
❊ Be mindful of the date and time you choose to throw your event. For a better turn out, unless it’s a holiday party, avoid having the party near a major holiday or on a holiday weekend where people may be away.
Sent On: _____________________
RSVP Date: ___________________
❊ Give yourself enough time between your party date and the RSVP return date to give you a better idea on the number of guests attending. This helps avoid over spending on food and party supplies.
Invitations are super fun and can be very personal based on the event. For those of you who’d prefer to save on invitations, check out Evite.com. Evite is one of the most trusted invitations sites in the world, offering free virtual event invitations! If you have a little extra money in the budget and would like to mail physical invitations, you can order unique, personalized invitations at Etsy. com!
Give your party guests a few method of communications such as text, call, or email. The more convenient it is for the guest to respond to the RSVP, the better chance you have of getting all the responses in a timely matter.
Be sure to include on your invite to make you aware of any food allergies or special preferences.
5. Choosing Party Supplies and Decor.
❊It is important to keep in mind that throwing a fun, unique party does not have to cost a fortune.
Based on your theme choice, there are ways to splurge and save at the same time!
When to Purchase Budget Friendly: If your theme contains a character (Ex. Disney, Superhero, Television, Movie, etc …) you can go budget friendly on your table and serveware. In-store items where the theme is already printed on them tend to be more expensive. Solid colored table and serve ware that best represent your theme such as plates, cups, napkins, table clothes, utensils, balloons, and streamers can be purchased at your local dollar store. Purchasing these items on a budget leave more money to splurge on the unique, custom, and personalized items!
When to Splurge: Purchase unique, personalized, and customized items such as invitations, table confetti, cake and cupcake toppers, themed die cuts to help make your party one of a kind!
Tableware & Serveware:
□ Plates □ Food Platters □ Straws □ Drink Stirrers □ Bowls □ Serving Spoons □ Food Picks
□ Cups/Coffee Cups □ Sterno/Dish Buffets □ Place Cards □ Napkins □ Pitchers □ Food Labels
□ Cutlery □ Ice Buckets □ Placemats □ Tasting Party Supplies (if applicable)
□ Party Invitations □ Balloons □ Candles □ Votives/Tea lights □ Table Cloth □Table Skirt □ Banners □ Bunting □ Flowers □ Table Confetti □ Streamers □ Table Chargers □ Centerpieces □ Ceiling Decorations □ Inflatables □ Table Runners □ Party Hats □ Noise Makers □ Scene Setters □ Backdrops □ Die Cuts □ Cake Toppers □ String Lights □ Pinatas □ Games □ Games □ Prizes □ Crafts □ Party Favors/Goody Bags □ Camera □ Photo Booth □ Paper Lanterns □ Table Numbers □ Garland
6. Eats & Drinks
❊ Please keep those in mind with food allergies and/or different food preferences such as vegetarians and vegans.
Whether its a catered event, self serve, or a tasting party, be sure you have different options for your guests to avoid leaving anyone out. You would hate to not have a food option for someone who cant eat what you’re serving.
Check your local markets to see if they offer party bundles to get the best deals on a large amount of food.
Eats & Drinks Options: □ Appetizers □ Finger Foods □ Brunch □ Lunch □ Snacks □ Cake/Cupcakes □ Dessert Bar □ Beverage Bar □ Candy Bar
7. Outdoor Party Essentials
□ Tents □ Tables & Chairs □ Bounce Houses/Castles □ Popcorn/Snow Cone/Cotton Candy Machines □ Helium Tanks □ Bubble Machine □ First Aid Kit □ Sun screen □ Bug Spray □ Umbrella
❊ If you choose to throw an outdoor event, be sure to have a back up location and/or rain check date & time on deck.
Happy party planning!
Be sure to check out our party essentials in our Etsy shop!