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Birthday Party Checklist
The tasks to finish before, on and after the day, with the lead time each one needs.
A real, editable checklist below — tick, tap a line to rewrite, drag to reorder.
Tick the circles, tap any line to change it, drag the dots to reorder.
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Sources disagree on how early to start, which is worth knowing before you pick a date. Event Brothers Co. gives a 2 to 3 week runway for budget, date, location and invitations, while Social Tables starts a larger party 2 to 3 months out, with invitations a month before and the cake ordered one week before. This list covers a home or small-venue party for kids or adults. It leaves out catering contracts, venue negotiation and milestone-birthday extras.
Why these items are on the list
- Set a budget. Social Tables says a party costs around $30-$60 per person; Event Brothers ties spending to a clear limit.
- Choose date and time. Monkey Joe's says to match your venue and family schedule, and be cautious of holidays.
- Pick a venue or home. Monkey Joe's notes venues may have group limits, so settle the guest count first.
- Make the guest list. Monkey Joe's says you may need this before booking a venue.
- Send invitations. Event Brothers says 2-3 weeks before; Social Tables says a month before.
- Track RSVPs. Event Brothers lists RSVP tracking under guest planning; Social Tables says follow up a week out.
- Choose a theme or one color. Monkey Joe's says if the child has no preference, stick to one color.
- Plan food and drinks. Monkey Joe's says consider the time of day, and remember the parents need food too.
- Order the cake. Social Tables says cakes should be ordered a week before; some bakeries need more notice.
- Buy candles and a lighter. Social Tables and Event Brothers both include them.
- Buy plates, cups, napkins. Monkey Joe's also lists tablecloth and silverware.
- Get balloons and a banner. Event Brothers says balloons, a banner and one focal area are enough.
- Arrange seating and food area. Event Brothers says enough chairs and a clear food area keep guests comfortable.
- Plan games or music. Event Brothers says kids need games, adults need music and conversation.
- Outline the party timeline. The Bash suggests set times for arrival, appetizers, meal and cake.
- Prepare goodie bags or favors. Monkey Joe's says assemble well ahead, not the night before.
- Confirm final guest count. Event Brothers puts this on the day-before list.
- Pick up the cake. Social Tables says check inside the boxes before you leave the bakery.
- Stock ice and trash bags. Event Brothers lists these among the things people forget and regret.
- Pack extension cords and extra cups. Event Brothers also lists extra plates and cups as forgotten items.
- Set up early on the day. Event Brothers says set up early and keep the checklist nearby.
- Send thank-you notes. Monkey Joe's calls it a lost step; do it soon after to avoid a lingering task.
Party checklists online are mostly long articles or PDFs organized by category, so the deadlines are easy to miss. A tickable list lets you check things off over the weeks and shows what is left the night before. Shared with a co-host, it also shows who is bringing the cake and who has the ice.
When to use it
Use it as soon as you pick a date, whether that is 2 to 3 weeks or 2 to 3 months before the party.