Is it time to organise your child’s birthday party? It can be a very daunting task and even a little overwhelming as you try to work out where to begin and how to keep track of when you need to complete certain tasks.

No matter whether this is the first party that you are organising or you have organised plenty before, each one is always different so you will want to make sure that your party is as unique and exciting as possible.

To help you with the planning process and to ensure you are able to throw the best kids’ party that your little one could dream of, we have created our Planning Checklist to help you every step of the way to organising a truly unforgettable kids’ birthday party.

Top Tips before you start

Before we begin looking at the exact schedule of your child’s birthday party, there are a few things that you should decide upon immediately. The first one is, of course, to choose the theme and style of the party that your child will want.

Sometimes the theme can be easy to hook around key events in the year (for example if your child’s birthday is near Halloween then a spooky themed party is always a great idea) but if not then there is plenty of inspiration out there for you to choose from.

Before you do any organising, you should also decide on whether you want to be hosting the party at home in your own house or whether you will be utilising an exterior venue (such as a village hall, kids activity centre or maybe a restaurant).

Once you have settled on the theme and location of your kids’ birthday party then the next most important step is deciding on a budget for you to spend. This is one of the most important steps of the entire process as parties certainly have a habit of spiralling in terms of cost – particularly when you start to incorporate things such as entertainers, party bags, invites and venue hire. The last thing that you will want to do is cause yourself more stress by needing to find additional money or having to cancel certain aspects of the party because you are unable to afford it.

With an idea of the type of party you want to host, a rough idea of the venue you will require and a budget for you to stick by, it is time to begin organising the best party your child could dream of…

1)     Six to Eight Weeks before

Around two months before your child’s birthday is the best time to start planning the party. Depending on how old they might be, sit them down and let them know some of the ideas that you have created around the theme and discuss with them what else they would like to be featured at their party.

During this stage you should also confirm a suitable venue to host the party from or decide if you want to be hosting it from your home. Both options are fantastic choices and your child will love either so do not feel pressured into choosing one over the other.

When choosing a venue you will likely be given a few available dates – so it is important to choose one and stick to it. Once the date has been confirmed you and your child should decide on a guest list and begin writing and handing out invites. Many young families have busy lives full of various commitments so the earlier you are able to hand out the invites the more likely you will be to have the majority of the guest list confirm their attendance.

These invites can either be homemade or you can purchase a bundle of invites from most party planning stores. When writing them out, make sure that you include the party start time and the end time as well as your phone number and any key information (such as party location, dress code and any dietary requirements).

2)     Five to Three weeks before the party

Once you have sent out the invites, around three to four weeks before the actual day itself you might have to just send a quick note to any that have not replied. This is particularly important if you are hiring a venue as some will require confirmation of exact figures in attendance to ensure they have enough staff on and enough food to cater for everyone.

Around this time is also when you should start looking to hire any external entertainers that you might want to come. This would include things such as magicians, DJs and other entertainers. You should also use this time to start booking any additional items that you might need to hire, such as bouncy castles – you’ll be surprised how quickly these things can get booked up!

3)     Two Weeks before the party

When you are within two weeks of your child’s birthday party, it is time to start purchasing the key items that you will need to ensure it is the best party possible. It is around this time that you should order your birthday cake to ensure that the bakery will have enough time to fulfill your order and make the cake look as pretty as possible.

Most external venues will also get in touch with you around two weeks before the party date to finalise any menu plans they have. Even if you are hosting the party at home then it is an idea to ensure you have a complete shopping list of food items that are needed – the last thing you will want to do is get to the day of the party and realise you have not got enough drinks or snacks!

Two weeks before the party is also when you should begin planning out any activities such as party games and ensure that you have all of the relevant supplies and prizes in place to guarantee that your child’s party is the most action-packed and exciting that it can be. These prizes do not need to be expensive, simple kids toys and sweets are perfect gifts for the winner of pass the parcel or musical statues.

4)     The week before

If you have organised a party before then you know that it can be a stressful time but with our unique checklist, you will find that it can actually be a smooth and hassle-free period; meaning you can focus on ensuring your loved one has the best party.

The week before is the time that you should purchase any last-minute food items to ensure that they are fresh and within their use-by date at the time of the party. You should also purchase any relevant accessories such as napkins, paper plates, party poppers, party hats, etc.

You should also use this time to confirm any last-minute details with the venue or any entertainment that you have booked and make sure they are all aware of the start and end times. Once you have those confirmed you can create a rough itinerary of the day so you will know what time you can begin setting the party up, what time guests will be arriving and when you will need to have the venue cleaned and empty by (if applicable).

5)     The day of the party!

Once the big day arrives you will likely find that it speeds past in a bit of a blur. No matter the venue you have chosen, you will likely want to get there a few hours before the party starts to ensure that it is fully decorated to how your child will want it. This can take a little longer than you might think, particularly if you are blowing up balloons and hanging streamers.

If you are catering the party yourself make sure you get any frozen food out to defrost in plenty of time (maybe even the day before if required) and begin laying it out in the relevant area – making sure to cover it to stop any prying hands having a bite before they are meant to!

It is also a good idea to use the time before the party to make sure you have everything you need for during the party itself. From the right party songs for games to knowing where the birthday candles are and having a lighter to ensure you can light them!

During the party itself you want to be focusing on ensuring your child and every guest is having the best possible time but some parents like to have a small pen and paper handy by the door to make a quick note of what presents are what – this makes sending out thank you notes after the party much easier and helps you to personalise each message too.

That is it, your checklist is complete and you can enjoy the party!