Party Planning Checklist To Help You Create Perfect Party Success!

Photo courtesy of: Josh Hill

• Decide on party theme.
• Establish party budget.
• Select date and time for party.
• If party requires costume that will be homemade, begin making it now.
• Book party location if it is held outside your home.
• Book entertainment, if any (clown, magician, pony rides, bounce house, etc.).
• Book caterer, if one is going to be used.
• Create guest list (school, church, or neighborhood, friends, teammates, cousins, etc.)
• For special order invitations, allow enough time so they may be mailed 2-3 weeks before party.
• Develop party schedule. For example, 11:00-11:30 ice breaker game or craft project; ll:30-12:15 entertainment or game; 12:15-1:00 lunch; 1:00-1:30 open presents; 1:30-2:00 party game, activity, or free play.

• Prepare invitations and mail or hand-deliver 3 weeks before party.
• Plan party games and activities.
• Order party supplies, decorations, party favors, prizes for games and activities.
• Keep guest list by phone for easy RSVP check-off.

• Plan party menu and make shopping list. See PARTY FOOD IDEAS and PARTY SHOPPING LIST for ideas.
• Purchase costume, if one is required.
• Line up party helpers, e.g., favorite baby sitter, friends, relatives, etc. to assist with set-up and clean-up, food preparation and serving, and games and activities.
• Inventory your tables, chairs, coolers, serving dishes, and tableware. Reserve needed items with party rental company.

• Order cake unless you plan to make one.
• Order balloons.
• Call anyone who hasn't RSVP'd so you will have final count.
• Confirm entertainment reservation, if any.
• Confirm location reservation, if any.
• Pick-up any tables, chairs, serving dishes, coolers, etc. that you are borrowing.
• Gather music to be used at party and be sure CD player works properly.
• Do a dry-run of any party games or activities that you are unfamiliar with or unsure about how to play.
• Prepare any food that can be made ahead and frozen.
• Buy nonperishable food, drinks, and garbage bags.

• Do heavy cleaning.
• Make sure camera and camcorder batteries are fully charged and that equipment works.
• Complete grocery shopping.
• If necessary, get cash to pay helpers, entertainers, etc.
• Prepare favor bags.
• If possible, set-up any crafts or activities.

• Clean bathrooms and party area.
• Hang decorations except for balloons and outdoor decorations.
• Put away anything you don't want little fingers touching or that might present a hazard to guests.
• Bake cookies and treats and prepare any food that can be made ahead of time.
• Make cake if you didn't order one.
• Pick-up equipment rentals if possible day before party.
• Set-up party room(s).
• Thaw frozen party foods the day before party.
• If ordering food, e.g., pizza or Chinese, call to place order and arrange delivery time.

• Set out serving pieces and set table.
• Coordinate any last minute arrangements with caterers.
• Pick-up cake and ice.
• Pick-up balloons and/or inflate them and place in party room.
• Pick-up equipment rentals if not previously done.
• Confirm food order.
• Decorate outdoor areas.

• For an outside party, if bugs or mosquitoes are a problem, spray yard several hours before party.
• For an outside party burn citronella candles and have mosquito spray available.
• Set out party favors.
• Place crafts, supplies, and prizes near activity locations.
• Set-up games.
• Complete food preparation.
• Check bathrooms, touch-up, and ensure sufficiently supplied.

• Place trash containers around party room. Clearly mark recycle containers.
• Put birthday candles and lighter by cake.
• Put paper and pen near gift station to record giver of each gift for thank you's.
• Put pets in area away from party.
• Get yourself and birthday child ready for party.
• Set-up food.
• Tie balloons on mailbox and hang outside banners.

• Pay helpers, entertainment, etc.
• Clean-up and put everything away.
• Return any rental equipment.
• Develop film or download photos and send one with thank you's.
• Have child prepare thank you's to guests, helpers, entertainers, etc.