How to plan a birthday party in 20 steps: the ultimate birthday party checklist

Birthday parties should be as fun as they are memorable. If you’re throwing a bash to celebrate and figuring out how to plan a birthday party without feeling overwhelmed, follow our straightforward step-by-step guide. Download the birthday party checklist to keep yourself organized as you work through the party-planning steps. But don’t stop there — researching ideas as you plan can provide the inspiration you need to plan a birthday party you’ll remember for all the right reasons.

Table of contents

• Step 1: Decide on the theme and main activity
• Step 2: Approximate guest list and budget
• Step 3: Contact venues and vendors
• Step 4: Choose a provisional date
• Step 5: Plan for contingencies, like weather issues
• Step 6: Book the venue and vendors
• Step 7: Finalize the guest list
• Step 8: Order and send out invitations
• Step 9: Order decor
• Step 10: Follow up on RSVPs
• Step 11: Order or purchase food
• Step 12: Buy serving dishes, utensils and paper goods
• Step 13: Finalize details and set up times with vendors
• Step 14: Make a playlist or discuss music with the DJ
• Step 15: Order the cake
• Step 16: Set up decor
• Step 17: Buy ice and other perishables
• Step 18: Check in with the vendors
• Step 19: Party!
• Step 20: Send thank you cards

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Step 1: Decide on the theme and main activity

Start with the initial planning stage at least two months before the party. As the host and guest of honor, the party’s focus is your call. What do you like best? Brainstorm an activity that you and your guests will enjoy, whether that’s a focused, structured activity like a murder mystery or a more open-ended idea like a themed cocktail party.

The activity will also help inform the dress code, which you should clearly state on the invitations. Get creative and nostalgic — perhaps the fashion of the era you were born or a cultural reference from your youth. If you’ve decided to celebrate by going on a birthday trip with friends, you could even get custom t-shirts made for the group.

If you’ve chosen a specific activity, this will drive the theme, otherwise, you’ve got room to craft a fun theme that doesn’t rely on the activity. Instead of an evening barbecue, make it a ‘70s-themed barbecue under the stars. Instead of simply karaoke, tell each guest to come dressed as their favorite singer.

Or, if your birthday falls during a significant time of year, consider incorporating it into your theme. For example, throw a Halloween party for an October birthday or a Valentine’s party if you were born in February.

Step 2: Approximate guest list and budget

Next, determine approximately how many people you’ll invite to the birthday party. This can (and should) be done in conjunction with deciding your party budget because a larger guest list means you need a larger budget.

Source: Birthday party via Depositphotos

Step 3: Contact venues and vendors

With an approximate budget and guest list decided, research and contact potential venues that:

• Suit your chosen theme and activity
• Can accommodate your guest list
• Align with your budget

At this stage, you’re likely still working out exactly how much you’ll spend and how many people you’ll invite, so use information from conversations with venue owners to guide these decisions.

Step 4: Choose a provisional date

Just like you may need to adjust your guest list or budget based on your chosen venue, you may need to be flexible with your party date to secure the venue you want. Narrow the date down to a few options and choose a venue that’s available when you need it.

Step 5: Plan for contingencies, like weather issues

Depending on the time of year you’re planning to host your party, you may have to contend with weather challenges like snow, soaring temperatures, rain or storms. In this case, plan for contingencies. Book marquees for outdoor parties or plan alternate activities.

Step 6: Book the venue and vendors

About one month before the party and with your theme, budget, venue and date decided, it’s time to finalize and book your chosen venue and any vendors you’d like, like a DJ or caterer. This will likely involve paying deposits, so have some money set aside for those.

Step 7: Finalize the guest list

Take another look at your guest list and make any last-minute adjustments. Depending on the venue and activity, you may need to be fairly strict about the size of your guest list and the RSVP deadline.

If you’re having a joint birthday party or joint celebration, make sure the guest list is a fair split of guests attending for each guest or reason for attending.

Source: Housewarming and birthday party invitation by DesignBre! via 99designs by Vista

Step 8: Order and send out invitations

Once you have your final guest list, it’s time to design, order and send out your birthday party invitations. Use your invitations to:

• Share vital information like the party’s date, time and location
• Set the mood for the party’s theme
• Tell guests where, how and when to RSVP

Here’s how to craft the perfect birthday invitation message. You can design invitations yourself from scratch or use one of VistaPrint’s templates. Take a look at these examples:

Step 9: Order decor

The time has come to order your party decorations and other birthday supplies. Depending on your theme and venue, you might only need minimal decor or you can go all out with custom table runners, banners, seating plans, photo balloons, bottle labels, party favors and more! You can always rent decorations if they’re too expensive to buy outright.

If you want a professionally designed birthday banner, factor in more time for this. Or you can use VistaPrint’s customizable vinyl banner and foam board templates. Take a look at some examples:

Source: Birthday party foam board via VistaPrint

Step 10: Follow up on RSVPs

At least one week before the party, follow up with guests to determine exactly how many people will be attending. It’s important to get this final number right to ensure you have enough food and drink to go around.

Step 11: Order or purchase food

If you have a caterer, place your food orders at this point. Determine whether you or the caterer will be responsible for providing dishes, silverware and any other dining equipment.

Purchase any shelf-stable foods you plan on serving, like chips and pretzels, one week before the party. This is also the time to buy any alcohol or soft drinks you plan on serving.

Step 12: Buy serving dishes, utensils and paper goods

If your caterer isn’t providing serving dishes, utensils and related goods, buy them when you’re out shopping for shelf-stable foods.

Alternatively, you can order custom paper goods, like napkins and coasters, for your party. Be sure to leave enough time for your order to be printed and delivered by including them in your decor order. Here’s some party napkin design inspiration:

Step 13: Finalize details and set up times with vendors

Give each of your vendors a quick call or message the week before to finalize any outstanding details like load-in times, equipment and special requests. This allows you and them to ask any questions, ensuring everyone’s on the same page before the party.

Step 14: Make a playlist or discuss music with the DJ

If you have one, connect with your DJ or band to go over the music set. Otherwise, create a playlist, matching it to the event’s overall vibe or theme. You can also time the playlist to shift the mood accordingly throughout the party, like playing slower music when the food is served and then ramping up the energy as the night progresses and people take to the dancefloor.

Step 15: Order the cake

A birthday party needs a cake! And not just any cake — a creative custom cake that celebrates you as you enter the next year of your life. Because you can’t just pick up a custom cake at the store, order it at least a week ahead of time to be delivered the day before the party. Don’t feel like you need to stick with a traditional flavor or design, either.

Step 16: Set up decor

Set up the party decorations the day before the party or early on the day of the party. Think about factors like light sources, speakers and air conditioning/breezes as you plan your decor setup. If you haven’t already done so, this is also a good time to put together your party favors.

Source: Party favor idea by Valerina_W via 99designs by Vista

Step 17: Buy ice and other perishables

If you’re doing the catering yourself, take one last shopping trip to pick up anything frozen or that needs to stay refrigerated like ice and fresh fruit. Make sure to build in enough time to prepare and plate any food you’re serving.

Step 18: Check in with the vendors

Before the vendors arrive, check in to make sure they’ll arrive on schedule and to see if they have any last-minute requests. If you have live entertainment, make sure they know where all the power sockets are.

Step 19: Party!

You worked hard to plan this party, so have a ball! Take lots of pictures and videos so the memories last forever. Depending on your budget, you could even hire a photo booth or buy Polaroid cameras so that guests act as unofficial photographers.

Source: Party guests via VistaPrint

Step 20: Send thank you cards

Make it a priority to send out thank you cards within a week of the party to express gratitude and show your guests that you appreciate their kind gifts, even if their gift was simply being present at your party.

Source: Thank you card via VistaPrint

Time to order your invites

See? Planning is easy when you’ve got a birthday party checklist! Download yours here. Then the fun bit starts — shopping for all your birthday party essentials.

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