Birthdays are a cause for celebration, and planning a birthday party for yourself or someone you love is always exciting. However, it can also be stressful if you don’t plan well or start too late. That’s why it’s important to know when to start planning your birthday party and what steps to take to ensure it’s a success.
If you want to make a birthday extra special, it’s all about the planning!
In this guide, we’re going to talk about the ideal timeline for planning a birthday party and break it down into a timeline that makes the most sense… Plus we’ll provide you with a free Printable Party Checklist!
So, grab a pen and paper, or your electronic device, get ready to take some notes, and let’s get started.
Before We Get Started, Save This List to Your Pinterest Board
If you would like to jump straight into getting the printable birthday party planning checklist, enter your email address below, and we will send it to you!
How Far In Advance Should You Plan Your Party?
The answer to this question depends on the type of birthday party you want to have. Here are some general guidelines:
- For a small gathering with friends and family, start planning 1 month in advance.
- For a larger celebration with more guests, start planning 3 months in advance.
- For a destination or themed party, start planning 6 months in advance.
Of course, these are just general guidelines and you should adjust the timeline based on your specific needs and preferences.
What to Plan First
- For small birthdays this is 1 month out
- For Larger birthdays this is 3 months out
- For Destination/Themed birthdays this is 6 months out
Once you’ve decided on the date of your party and how far in advance to start planning, it’s time to tackle the first steps in the planning process. Here are some key things to consider:
Find Your Budget
One of the very first things you should do when you start planning a birthday party is to determine your budget. This will help guide your decisions on everything from venue, food, activities, and more. It’s important to be realistic with your budget and stick to it!
This is going to set the “stage” for all of your party planning decisions.
The Venue
If you’re hosting your birthday party at a venue, make sure to book it as soon as possible. Popular venues tend to get booked quickly, so make sure to secure your spot early on. If the party will be held at your home, start thinking about how you want to decorate and rearrange furniture if needed.
The Guest List
It’s important to have a rough estimate of how many guests you’ll be inviting. This will help determine the budget, food and drinks, and even the location of your party. Make sure to have a good mix of people from different areas of your life.
The Theme
If you’re planning a themed birthday party, now is the time to decide on a theme and start gathering supplies or decorations. This will ensure that you have enough time to plan and execute all the details for a cohesive and memorable party.
The Entertainment
Whether it’s hiring a DJ, planning party games, or creating a playlist, it’s important to think about the entertainment for your birthday party. This will help create a fun and lively atmosphere for you and your guests.
Find a Photographer
If you want to capture memories from your birthday party, consider hiring a photographer or designating a friend or family member to take photos. This will ensure that you have quality photos to look back on and cherish.
What to Plan Second
- For small birthdays this is 2 weeks out
- For Larger birthdays this is 1 month out
- For Destination/Themed birthdays this is 3 months out
Once the first steps in planning are complete, it’s time to move on to phase two. Here are some important things to consider at this stage:
Send Invitations
If you haven’t already, now is the time to send out invitations. Make sure to include all the important details such as date, time, location, and any special requests for your guests (e.g. dress code, bringing a dish). You can send physical invitations or opt for an electronic invitation to save time and resources.
Facebook is also great to use here as you can create an event on the platform and invite everyone there.
Food/Catering
Decide on a menu or catering options for your birthday party. Make sure to factor in any dietary restrictions or preferences of your guests. If you’re hiring a caterer, make sure to book them in advance. This is also the time to decide on drinks (Will you serve alcohol or not).
If you decide to set up an alcohol station, we suggest making it easy by using something such as a mimosa bar decor kit. Which comes with everything you need to quickly and easily set up a bar station! (Everything except the alcohol of course!).
Buy Decorations/Supplies
If you’re planning on decorating your venue, now is the time to purchase all necessary supplies and decorations. This will give you enough time to set up and make any adjustments before the party begins.
Plan Activities/Games
If you’re having a themed birthday party, plan activities or games that fit with the theme. If not, consider fun ice-breaker games or activities to keep your guests entertained throughout the party. You can even go with games that are centered around the birthday person, such as The Ultimate Birthday Game. Which is a competitive hand-slapping game to prove who knows the B-Day person best!
Each player is given a challenge or question card from the deck by the Birthday Person. The round is won by the first player to correctly answer a question or successfully complete a challenge, and they collect the card as a reward. The player who has the highest number of cards at the end of the game is the victor! (Aka the esteemed title of best friend.)
Order the Cake
The birthday cake is an important part of any birthday party (Duh), so make sure to order it in advance from your favorite bakery or consider making one yourself if you have the time and skills.
What to Plan Last
- For small birthdays this is 1 week out
- For Larger birthdays this is 2 weeks out
- For Destination/Themed birthdays this is 1 month out
As the birthday party approaches, there are a few final things to take care of:
Confirm RSVPs and Final Headcount
Make sure to confirm the attendance of your guests and adjust your plans accordingly. This will help prevent any last-minute surprises or shortages.
Finalize Party Details
Confirm all the details of your party, including the timeline, setup, and any additional activities or games you have planned. Make sure to have a backup plan in case of unforeseen circumstances.
Double Check Food/Bakery Orders
Confirm your food and cake orders to ensure that everything will be ready for the party. Make any last-minute adjustments if necessary. If you didn’t place the order or couldn’t place the order that far in advance during phase 2, this is the time!
The Day Before The Birthday Party
The day before the party is usually filled with last-minute preparations and errands. Here are some key things to take care of during this time:
Setup and Decorate
If you’re responsible for setting up and decorating the venue, make sure to do so the day before the party. This will give you enough time to make any changes or fixes if needed. However, depending on the venue, you may not be able to, so make sure to check ahead of time for this!
Last-Minute Shopping
Make a list of any last-minute items you need to purchase and run errands accordingly. This could include picking up the cake or decorations, getting additional food or drinks, or even making a quick trip to the store for supplies.
Cash/Tiping
Make sure to have enough cash on hand for any last-minute expenses or tipping vendors. This will help prevent any stress or delays on the day of the party.
The Day Of The Birthday Party
It’s finally here, the day of the birthday party! Here are some things to keep in mind during this exciting time:
Final Setup and Touch-Ups
Do a final walkthrough of the venue to make sure everything is set up and ready for the party. Make any last-minute adjustments or touch-ups as needed.
Greet and Welcome Guests
Make sure to greet your guests as they arrive and make them feel welcome. Show them around the venue and introduce them to other guests if necessary.
Have Fun!
Remember, this is your birthday party, so have fun and enjoy yourself! Don’t stress too much about small details or things that may not go according to plan.
Don’t Forget To Save This Birthday Check List On Pinterest
Make Birthday Party Planning Easy with a Checklist
Planning a birthday party can be overwhelming, but it doesn’t have to be. Using a checklist can help you stay organized and on track throughout the entire planning process.
If you would like to have a printable birthday party planning checklist, enter your email address below, and will send it to you!
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