Party Planning Check List and Tips!

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NOTE: This list is not meant to be comprehensive. But to give you a good outline so you can have the best party possible. Enjoy!


Include the birthday child in preparations as often as possible. Let him or her stuff the party favor bags, make suggestions for games, help with the decorations, set the table, and mail the invitations - even if that only means putting them in the mailbox.

Children remember what they did at a party much more than what they ate, what the plates and napkins looked like or whether the house was spotless. Don't sweat the little details!

Remember, young guests will be excited and mishaps may occur. Keep your sense of humor, and even if not every aspect of the party goes off as planned, the most important part is to enjoy the day as you celebrate the life of your child!

3 - 4 weeks before your party

Choose a party theme.
Create the guest list. Guests generally range from friends at day care, school or the neighborhood, then add close relatives. For children under 8 years old, invite as many children as the child's age plus one. Some parents choose to add 1 or 2 to this equation. Only you can know your limits. Of course as your child gets much older the formula will need revision.
Plan a safe, comfortable place for the party where the children can have fun, but will not hurt themselves or your home. If planning an outdoor party be sure to have a backup plan in case of bad weather.
Pick the party date and time. Parties are generally 1 1/2 to 3 hours long. Try to limit the party time to two hours or less for children under six years of age. Up to three hours is fine for older children. The best party times are:1:00-3:00 or 2:00-4:00 You can avoid serving a meal. For little ones try 10:00am-11:30 to work around nap time.
Order party supplies, decorations, party favors, activities and prizes for games. Be sure to order enough tableware for the adults that will attend, as well.

2 - 3 weeks before your party

Send the invitations. It is best to ask guests to RSVP to get an estimate of how many children to expect.
Decide on activities and games to play. No one should go home a Loser! Competitive games are enjoyable only for the people who win. A party should be Fun...Avoid tears by selecting games that everyone gets a chance to succeed. If it's a game like musical chairs, where some one is out, make them the leader of the music. Then let the player join back in after one round. Better yet, plan a few cooperative games, in which the whole gang faces a challenge, such as following a treasure map, then they each receive a prize or split the treasure evenly.
Consider the age of the children and plan games and activities accordingly. Prepare more activities than you plan to use. Activities often take less time than planned and you may want to keep the children busy.
Plan your menu.
Arrange for extra help on the party day from friends or relatives.

1 week before the party

Order cake from a bakery if you are not baking your own. Bake cake and freeze it, if making your own.
Make any other foods that can be made ahead of time and store foods in the freezer.

Write out a final schedule of activities for the party.
Confirm any orders placed for the cake and/or party supplies.
Let siblings invite a special friend over for the day so they won't feel left out. They can either play apart from the party or they can be helpers.

2 - 3 days before the party

Buy remaining food for the party. Buy film and/or videotape.
Check batteries for the camera and/or camcorder.

Get an exact guest count. Call those who haven't responded.
Arrange to have balloons filled with helium to pick up the day of the party. It is fun to have each guest go home with a balloon.

1 day before the party

Finish decorating the cake, or pick up the cake from the bakery.
Make sure you have plenty of candles and matches.
Child-proof the party area.
Decorate any indoor areas (save outdoor decorating for the day of the party).
Prepare food that can be made ahead of time.

Party day

Pick up helium-filled balloons.
Tie a few balloons to your mailbox, front porch or apartment door so it's easy for your guests to find the party.
Protect your Pets. Place your pets in a safe area away from the children. Curious animals can interrupt the party. Some children like to play rough, and animals may bite if they feel threatened.
Prepare foods and beverages that could not be made ahead of time.
Take plenty of pictures and videos to commemorate this special day.