Birthday Party Planning Checklist: A Step-by-Step Guide to Putting on an Awesome Event

As the year passes and marks your fabulous trip of the year, now comes your special day! Birthdays come like seasons, some tend to welcome it with happiness and huge investments while some try to make it simple and memorable.  No matter what way you welcome your born day, your birthday deserves to be full of fun as it will be marking your milestone and stepping forward in your new journey too. There is always one of your loved ones or a favorite person who has tried to make your special day full of fun, surprises, and gestures of thanking you to be in their life. From being a small kid to a grown-up, you might have selected certain themes for your birthday and sometimes might also have celebrated the same way repetitively.  What makes your day more exciting is the way you think differently about your celebration. Every celebration comes with huge responsibilities and planning. Making a plan is a big YES when it comes to hosting a celebration party on your or your loved one’s birthday. But this is the point where people get paused and think where to start the planning from after all there are huge lists that are to be taken care of.

We have curated some of the amazing planning checklists so can we can guide you step-by-step on putting on an awesome event.

ESSENTIAL ITEMS LISTING

It is very important to make list before visiting a local party supply shop, market, or use it while ordering online so that you can make pretty much for the essentials needed for the day. So, what will you be needing?

Birthday Cake: One of the most important things for any birthday is the birthday cake. Look for the best bakery that gets every customized cake done. Make sure to have candles and a handy lighter for the day.

Party Favours: You can get a range of candy bars and bubbles if your birthday is for your little ones.

Food & Beverage Supplies: Apart from all the groceries and beverages, make sure not to miss out on biodegradable disposals as they are hygienic and do not need extra staff to wash dishes.

Balloons: A classical birthday décor is always incomplete without balloons. Make sure you get them from a party shop or an online party store.

Table & Chairs: If you have rented space and an event planner then, this will be done by them. However, if you’re the one who is the planner as well as organizer then do not forget sufficient tables and chairs. Also do not miss out table cloths and some centerpieces to make space look more beautiful.

Now that you have planned and made a list for all the needed supplies, here comes the crucial part of planning which needs to be done a few months back. It all depends upon your planning experience. Do not drag the planning just before a week of the special day as you might miss some essential parts. You can take approximately two months to slowly and calmly plan and make a checklist.

Know Your Birthday Party Theme: No matter whose birthday party you are hosting to plan, and where you are supposed to host, it is very important to figure out the party’s theme. Party theme helps you to get the idea of whose birthday it is, what the location will be, and what other arrangements will be made according to the theme. Before finalizing any kind of venue, it is recommended to start with the theme.

Determine Your Budget: To organize any kind of event, it is important to be realistic and concentrate on how much you can spend on your spending. Your budget can give you an idea of the whole planning scenario.

Think About Timings: You are about to throw a beautiful birthday party for your loved ones and are in dilemma for its planning. The timing of any event plays a very essential role. After deciding your theme and location, make sure which time of the day would you pick for your guests’ arrival. If you have planned for an evening party then consider the timings for the preparation of snacks and dinners to be served.

Booking & Decoration of the Venue: No matter where you want to celebrate your special day, be it at house or any banquet, the decoration of the party space plays one of the essential roles. After you have decided on your party theme, think about the best suitable event venue and party decoration. Get your venue booked a few months earlier if you are planning to throw a bash in a venue. You can decorate your venue with some arch of balloons, HAPPY BIRTHDAY banners, photo booth props, and foil balloons as well. Hang some fairy lights and other essential party decoration items to get more innovative and make the venue look more appealing.

Location & Your Guest List: Now that you have picked your party theme, here comes the turn to select the location t host a birthday party. This depends on your personal preference be it at home, hotel, or venue. Location selection goes hand in hand with the birthday party decoration and delicacies to be served. After selecting the location, try to pile up a list of your guests. If it is your child’s birthday then include your child’s friends on the list.

Plan the Birthday Party Decoration: Here comes the crucial part. After selecting your theme, location, and guests, you can now think about what birthday party decoration items you want to be included. You can have a range of birthday decorations ideas according to your theme. You can also do some floral arrangements to stimulate your creativity and make space look more attractive.

THINGS TO BE CHECKED BEFORE A MONTH

Considering Invitations: You can make a customized invitation for the guests. It can be digital as well as in form of designer cards.

Hiring a Chef or Caterer: It depends upon your budget whether you want to hire a chef or a caterer or make it done by yourself. Make sure that on seasonal days, it's tough to get caterer booked. Make bookings earlier.

Purchasing Decoration Items: You can rent some decorating props or purchase balloons, banners, and photo booth props from party shops.

Activities for the Day: When we say activities, we mean activities that are for entertainment. Make a list of certain games, dancing activities, and interesting ideas that can make guests engaged and entertained.

Party Helper or the Event Staff:  You might need help with the special arrangements for the day. If your budget allows you to hire event staff and helpers then why not go for it. Make sure that you have enough people to lend a hand before, during, and after the party celebration. 

Now that you are done with the planning before the month of your loved one’s special day, here comes some of the essential things to be noted before a week of the special day.

Cake Selection & Order: You have very well managed the menu and other chores of the party. The most essential part of your birthday planning is the cake. Select a cake which the birthday person would be amazed to see. You can get several bakeries on the internet or social media sites and order the one according to the theme as well. Make sure the size of the cake can be well enough for the number of your guests.

Following Up with Caterers & Helpers: The planning of a birthday comes with huge responsibility and you do not want to miss out on certain things. Make sure you follow up with caterers and helpers at least a week before the special day.

Selection of Party Menu & Drinks: When you are well concerned about your guests’ food allergies, you should also be aware of the food items which should be included as well as excluded along with drinks that are being to be served. Make your food items simple, delicious, and delicious. You can also plan for a particular category of cuisines such as Chinese, Indian, Continental, or Italian.

Outfit for the Birthday Special: The birthday person is about to touch the milestone and it's their special day. How can we forget the special outfit for them while planning? Get to know what your loved ones want to wear on their special day. Get a surprise outfit as a gift for them that they will be flaunting on their day.

Planning Games & Activities: A birthday without any activity or game is just so incomplete. The activities and the games depend on your party’s theme and space. You can come up with exciting games if you have planned to host a party without any party planner to keep kids engaged.  

Get Your Supplies: After planning all the major steps for the party from theme, decoration, invitation, location to food, here comes an essential step of purchasing. Depending on your party theme and how much your pocket allows, you can purchase all the necessary items such as birthday party decoration items that include candles, foil balloons, banners, confetti balloons. Before heading to the market or surfing an online store, just make a list of whatever you want so that you do not miss out on essentials at the last moment.

Selection of Music: How can we forget music which brings life to your special day! Music makes any ambiance peaceful, fun-filling, and entertaining. You can jumble up a list of your favorite music tracks according to the birthday girl or boy. List all favorite songs to surprise and dedicate them. Make sure your speaker system for your indoor or outdoor setup works well and does not give up any moment. Keep backup for the speaker as well.

Photographer for the Day:

To capture your special day, you will need a photographer. If you are good at clicking pictures and making videos then save your wallet or else if your budget allows then you can hire a professional photographer too. You can get several photographers according to your budget.

Gift for Special One & Return Gifts: Get something special for the birthday girl or boy. And also, do not forget to consider return gifts for the guests.

NECESSARY CHECKLIST A DAY BEFORE

The birthday is almost here. Tomorrow is a special day and you want it to be perfect! Make sure of the given things to be added to your planning checklist:

Get All Fresh Groceries: You can get it online which gives a single day delivery service or get it fresh from the market as well.

Pick Up Your Cake: Sometimes you might be in hurry or busy and might not get time to think about the cake. Make sure to pick the cake on time.

Tips for Staff: As entertainers and staff will be playing a huge role in the day to provide you their helping hands, they deserve some token of appreciation. You can add some tips in an envelope and give them at the end of the day.

Cleaning Up Party Space Before Decoration:  Before starting with your decoration of the party space, make sure to clean the space nicely so that you can maintain the hygiene and surround clean. If you have someone to help with then it is good to go with or else you can also hire some helpers for the cleaning process.

Decoration Done on Time: Make sure your party venue is decorated accordingly to your theme. Before the party starts, arrive at the venue a few hours before to cross-check every arrangement.

Last but not the least, the birthday girl/boy deserves a special gift on their born day. Get some amazing surprising gifts for your loved ones. Also, keep track of the guests to give them return gifts. You can get bulk gifts online or from shops for return gifts at minimal prices. Try to keep it affordable, elegant, and exciting.

Planning birthday decorations for your children, partner, parent, or friends, should not be full of stress. There is no need to worry about every single detail and stress for the same. Just a bit of investing a free mind while planning and doing it accordingly can save your budget, time, and keep you at ease. If you are hiring a party planner then it is super hassle-free as they manage all the arrangements very easy and organized. We believe that our guidance for step by step planning for a party will take all your stress away for hosting your upcoming event!