Planning a birthday party for kids or adults is much less stressful if you’re organized.
A birthday party checklist keeps you on track and prepared. It’s like having a professional planner at your side. What could be better? A free party planning checklist!
You likely won’t do everything on this birthday party checklist but it might give you ideas to explore. Besides, I didn’t want you to miss a single thing!
Free printable birthday party checklist
Birthday Party Theme ______________
Guest Favors ________________________
Birthday Party Checklist:
4 to 6 Weeks Before
☐ Set date and time
☐ Choose and confirm a location
☐ Create a guest list
☐ Create a budget
☐ Decide on a theme
☐ Hire a photographer or designate someone to take photos
☐ Determine an RSVP date
☐ Make/order invitations or create an online version
☐ Send invitations (via mail or online)
☐ Select/order tableware (table covers, plates, cups, utensils, napkins)
3 to 4 Weeks Before
☐ Designate a special area for food and gifts
☐ Decide on décor items based on theme
☐ Order a customized birthday banner for entrance/photo booth
☐ Confirm a guest count
☐ Order personalized guest favors and party supplies
☐ Order customized favor, treat or tote bags for guests
☐ Rent a bouncy house, karaoke machine, etc., for children
☐ Plan music/entertainment, games and other activities
☐ Get prizes for game winners
☐ Rent tables, linens, dishes, if needed
☐ Gather ideas for a photo booth with props
2 Weeks Before
☐ Plan lighting
☐ Create a menu including birthday cake and take-home treats for guests
☐ Start a shopping list
1 Week Before
☐ Purchase all food and party supplies
☐ Ensure adequate parking, create signage if needed
☐ Designate a safe area for coats/purses
1 Day Before
☐ Clean house thoroughly or have the work scheduled (if at-home party)
☐ Prepare any food that can be made ahead
Day of Party
☐ Finish prepping food and drinks; chill beverages
☐ Fill guest treat bags with goodies
☐ Do last-minute cleaning (if at-home party)
☐ Set up tables for guests, food and drinks, gifts
☐ Create photo booth
☐ Place snacks on tables
☐ Get dressed and ready to party!
Party Planning 101 made simple!
Our Totally Promotional staff each day helps birthday party planners create happy celebrations. We do it by offering unique items that fit everyone’s budget. And with nearly 30 years of party planning expertise under our belt, we’ve learned a few tricks:
- Create personalized items that can be used for the party and as guest favors! Suggested items include birthday party can coolers, cups, sunglasses, tote bags, pens and hand sanitizer.
- Customized birthday banners are as low as $20 each, minus delivery fees, and can serve as a welcome sign or fun photo background. You choose the colors and wording that fits your theme … and we’ll do the rest!
- Birthday T-shirts are a thing! We can print just about any design or text on high-quality T-shirts in colors every adult and child will love. Select from top brands such as Gildan®, Hanes® and Bella+Camvas®.
Order the items you need today and cross another task off your birthday party checklist!