Planning a birthday party for kids or adults is much less stressful if you’re organized. Learning a few tips on how to plan a birthday party can make everything run much smoother.

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

Date _______________________________
Time _______________________________
Location ___________________________

Birthday Party Theme ______________
Games/Activities ____________________
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!

How to plan a birthday party the easy way!

birthday party koozies and sunglasses on table

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 more than 30 years of party planning expertise under our belt, we’ve learned a few tricks:

Order the birthday items you need today and cross another task off your party checklist!

shop unique custom birthday items

Shelley Grieshop is a former newspaper journalist who earned more than a dozen Associated Press awards for her in-depth research and writing skills. In May 2016, she joined Totally Promotional as a creative writer. She currently writes company blogs about branding, marketing, logos, wedding planning and much more. One of her life goals is to teach people when to use hyphens and apostrophes.

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