The Ultimate Party Planning Checklist

by Michaela Reynolds, owner PartiesbyPoppins.com 

Party Planning Phase I–First, The Logistics

Your child’s birthday is quickly approaching. Where should you even start? All the options can be overwhelming. A party planning checklist is essential to creating a fantastic birthday party. Download The Ultimate Party Planning Checklist to ensure you don’t miss a thing!

Set a budget and number of people. You may be surprised how much a birthday party can cost you.  Even if you DIY, it can add up quickly.  Location, entertainment, and number of people invited will affect the cost involved. Set a date. Pick a date around your child’s birthday and not near any other major family events. Pick a venue, a planner, and book any entertainment. Keep the party out of your home and in the perfect party spot by choosing a venue! Invest in a party planner and exchange your stress for their expertise.  Booking entertainment for your party is a great way to add some pizzazz.

Party Planning Phase II–Next, Design the Party Theme

Pick a theme and order decor. Children usually love to pick the theme. The hard part is having your child stick with their theme once they do pick it! You may be surprised what is easy to forget when ordering decor and setting up the party, so A Party Supplies Checklist can be super helpful!  Plan games and activities.  Children’s birthday parties last around two hours. When children arrive, consider having themed sensory bins or coloring sheets out.  Design three themed games/activities to keep kids entertained during the party.  Be sure to prep any needed materials ahead of time and set them aside in a basket so they can be ready to go.  Create an invitation and send it. Use a service like Greetings Island or try designing your own invitation with Canva.  Send your invite via text, email, or mail directly to your friends and family.  Encourage RSVPs!

Party Planning Phase III–Set the Stage

Plan the menu. Set your party in the afternoon after lunch time so that you don’t have to feed guests a whole meal.  Pick some savory snacks/appetizers to go with the cake.  Bonus points if the snacks go with your party theme.  You can make your own kid-friendly party snacks or you can choose a local caterer.  Choose a cake.  Order the cake ahead of time and make sure someone can pick it up the day before or morning of the party (consider your fridge size).  Publix tends to be the crowd favorite, but you could also consider scrumptious cakes and cookies from local bakeries to set your party apart.  Decorate.  The night before the party is the ideal time to decorate; do not wait until the morning even if grandparents are descending to help. A full balloon arch takes a minimum of two hours and that’s if you have a balloon pump.  

Party Planning Phase IV–Finally, Breathe, Enjoy, and Thank

Enjoy the party! Take some deep breaths and be proud of yourself for all that you have created!  You did it! Try to be present with your child, friends, and family.  Hire a photographer or enlist a friend to be in charge of taking photos so that you can just soak in the event.  Don’t forget the thank you notes! Thank you notes are a thoughtful touch that express gratitude for the wonderful people in your child’s life. Keep these simple and involve your child. Punchbowl has some awesome free thank you cards that you can send by text or email and even include a video message–wow! So easy!  Planning a party is not easy, but with this guide, you will be able to create a memorable experience for your child, friends, and family.  Let the stress melt away and the fun begin with The Ultimate Party Planning Guide!

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