How to Plan the Perfect Birthday Party: 9 Simple Steps

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Planning a kids birthday party can be overwhelming. How do you know where to start and how make sure nothing is forgotten? Don't worry, I've got you covered. Below are the 9 steps I follow when planning a my kids' birthday parties, I've also included a free bonus tips to help make your party planning as easy as possible.

1. Choose a Theme

The first step for any party is to choose a theme. Start searching for and pinning party ideas on Pinterest. I always create a Pinterest board to organize all decor, activities, and recipe ideas that way I can always come back to them later. I typically decide on a theme months in advance, however, you really only need to decide about a month or so before the party so you can continue planning and ordering invitations. If you need a starting point, check out our Pinterest boards HERE.

Here are a few theme ideas to get you started:

2. Make a Guest List

The next step is to determine who to invite to your party. This can increase your budget dramatically if not done strategically. Ask yourself the following questions.

Who are your key guests?

I always start with family and decide who the absolute individuals should be included. This is usually parts, siblings, grandparents, etc.

What is your budget?

Ask yourself how many guests can you afford to have at the party. How much food will you need to provide? How large of a cake will you need? These types of questions impact how much you spend on the party. Be sure to think about everything you need for each guest and factor that into the cost and you can start to see how costs can get out of control as you increase the guest list.

How big or small do you prefer the party to be?

Do you want a large or small party? Do you prefer a more intimate party or a large busy party?

Friends, Family, or Both?

From there you need to decide if you are going to include your kids friends as well as family or keep it to just family.

One thing my parents always did growing up was have a simple low-cost party with just family and then do a separate party with just friends. I think this is a great idea as it can be difficult to keep two different groups of guests entertained and happy at the same time. This also has the bonus of allowing kids to focus on having fun with their friends and then have special time with their family.

Another thing we always did was alternate kids' friend parties between an at-home party and a venue party each year or for milestone birthdays such as Sweet 16. This allowed us to alternate high and low-budget parties each year to control costs.

3. Choose a Location

Do you want to throw the party at your home or book a venue? Whether you decide to have the party at your house or another venue the below factors should be considered.

• Guest count and size of space needed

• Time of year and expected weather

• Budget / Cost

Guest List

Your guest list will play a role in selecting a location for your party. Depending on the number of guests and size of your home, the easiest option is usually to have the party at your house. If you choose your house for the party location, make sure you decide where you want to have guests gather together for activities such as blowing out birthday candles, opening gifts, or playing party games. You will likely need a space large enough to have all guests together for these types of activities.

Time of Year

Another factor to consider is the time of year, If the party is going to be held during a Midwest winter, you might want to choose an indoor location. The same is true for spring where rain can be frequent. If you do choose an outdoor venue, be sure to have a backup plan in case of inclement weather.

Budget / Cost

Party venues come in a wide variety of costs so it is important to know what your budget is to easily eliminate options outside of your budget. I typically start with getting a couple of venue options and call or check pricing online so I know how much each costs and can adjust from there.

Additional Considerations

Is the venue public or private?

Another thing you might want to consider in selecting a location is if the selected venue is public or private. Public venues can make it easier for kids to get separated from the party group and there can potentially be other parties or events happening at the same time.

Does the venue have entertainment or activities available?

Some venues such as zoos, parks, laser tag, etc have entertainment and activities for guests that you don't need to set up or plan for. This makes it easy in that you have to focus on food, decor, and party-specific activities instead of planning games and entertainment. The venue takes care of that. The downside is there is usually a higher cost for these activities.

Food Prep & Clean Up

Some venues such as restaurants provide the food (for a cost) and clean up. This means all you have to do is show up, decorate, pay, and then leave at the end of the party. You don't have to worry about much cleaning up and you don't have to bring or prep food (usually the exception is the cake, though you can order that as well). Again this is usually more pricey but decreases the amount of work for you, the party planner.

4. Select and Send Invitations to Guests

Do you want to mail physical invitations or share electronic invites (e-vites) via email, Facebook Event, etc?

I prefer to do a combination of both. I almost always send physical invitations as well as create a Facebook Event to share with friends and family digitally. This works great for guests that you don't have an address for as well as guests that don't have email or social media. (Yes, I know. Shocking, but there are some people out there that don't). I'll provide another guide on how to create the perfect Facebook Event at another time. For now, let's talk about invitation types.

Store Bought

Store-bought invitations are easy to find and can be picked up last minute if needed. However you are limited in options and depending on the uniqueness of your theme, you may not be able to find the right fit. Typically these invites are available in current popular themes or more generic colors and patterns. They also can come in large quantities often with included envelopes for cheaper than custom printed options. If you choose to have evites as well, you will need to select a separate more custom digital invitation in addition to your selected store-bought invitations.

Store Bought Invitation Examples:

• Birthday Invitations on Amazon

• Birthday Invitations at Target

Custom

Custom invitations can be a bit more expensive, but you can get an invitation with the exact themes, designs, and colors that you want. You can create custom invitations on several different invitation-making websites including VistaPrint, Shutterfly, Office Depot, etc. Many will also allow you to download an image of the invitation to use for e-vites or you can create evites on websites such as Canva or Evite. You can also search for the exact theme and style you want and purchase from various other online retailers including Mae Digital Designs. We offer a few themed invites you can customize and print at home, locally, or via an online printer. If you have an idea for an invitation and are unable to find what you are looking for or create on your own, please Contact Us for help.

Examples from Creatively Mae:

DIY

If you are extra crafty, you can also choose to make your invitations. DIY invites can be very cute and can give you exactly what you envision. You can also create DIY invites digitally on your computer in Microsoft Word, Canva, or other design tools. Just determine the size and create a blank document or template to start. I create all my invitations in Canva or Adobe Create Suite. DIY invitations can be time-consuming, but can also be fun to create.

Envelopes

Lastly don't forget to order or pick up envelopes if you are sending out physical invitations. Matching address labels for either mailing or return addresses takes it up a notch to create a well-rounded theme from the start of the party. You can always print addresses directly on envelopes, purchase an addressing and mailing service (a common option when ordering invitations online from printing companies), or good old-fashioned written addresses also work.

Optional: Thank You Cards In addition to invitations, be sure to look into getting matching thank-you cards for guests who bring or send gifts. Alternatively, if your children are old enough, you can have them make personalized thank you cards for an extra special touch.

5. Decide on and Order Food

Now, on to the ever-important food. First, you need to determine if you are providing a full meal at the party or snacks and appetizers. The time of our party will determine what guests will expect. If you schedule a party between 11 am and 1 pm, you should plan to serve lunch. The same is true for parties during dinner time. I prefer to schedule parties that are not milestone parties between 1 pm and 4 pm that way we can just do snacks and appetizers. This can save money as guests will likely have already had a full meal and will just be snacking so you won't need as much food and don't have to worry about cooking during the party.

Next, you need to decide where you are going to order food or if you are going to make the food yourself. Depending on the time of the party and how much time I have for preparing food. I will either make appetizers myself or order from a local grocery store. Many stores have meat and cheese, veggies, fruit, and other trays available to order and pick up before the party. Always order food in advance and make sure you schedule pick up or delivery for your food close to the party time but give yourself plenty of time to set it up if needed. I will order food to be picked up about 30 minutes to an hour before the party unless it is something that needs to be warm in which case I'll have my husband pick it up or have it delivered closer to the start of party time. 15 minutes before the party is when you can expect guests to start showing up, so be sure to have some appetizers ready then.

Lastly, you can't forget the CAKE! Decide if you are going to make cake, cupcakes, or dessert yourself or if you are going to order from a local bakery. I always prefer to bake and decorate cakes myself as it is something I greatly enjoy doing and can do well. However, baking and decorating a cake yourself is A LOT of work and requires advanced planning and usually baking a day or more before the party. DO NOT plan to bake a cake on the same day of the party. It's messy and will for certain take longer than you plan. Trust me, don't do it

6. Plan Party Decorations and Party Favors

Another fun part is planning the party decorations. I buy all my party decorations on Amazon or Party City. I chose Party City for most balloons because I can have them filled and schedule a pickup time to get the filled balloons. If you don't have balloons filled, be sure to get a helium tank.

I'm not one to DIY party decorations, but if you are, be sure to give yourself plenty of time to plan and create your decorations. Cost-wise I believe buying decorations and creating your own is usually not too different as the cost of supplies is probably about the same as buying finished products. Do you and choose whichever is best for your party.

Party Decoration List:

• Balloons (Specialty Balloons, Standard Balloons, and/or Number Balloons)

• Streamers

• Tablecloths

• Centerpieces

• Birthday Banner(s)

• Food Label Cards

• Party Favors and Favor Bags

7. Plan Party Activities and Collect Supplies if Needed

You'll want to make sure you keep your guests entertained, especially children. So make sure to plan some activities whether it be party games, crafts, or toy party favors. As mentioned previously, some venues come with their own activities your guests can participate in to stay entertained.

When planning party games, make sure you choose something that is age-appropriate for your guests. Games for younger children should be shorter and easy to follow with few instructions or complexity. Games for teenagers can be more complex and longer like board games. Make sure any games you choose work for the number of guests you have so no one is left out. If your party is outdoors, choose from fun outdoor games like cornhole and ring toss. You can also include bubbles, chalk, or small toys as party favors to play with during the party.

8. Create a Checklist and Schedule Time to Get Everything Ready

As the party date nears, create a checklist and put together a plan to prepare for party time. Here are some items to make sure you include in your checklist:

• Confirm the expected guest count

• Prepare or pick up food

• Set up decorations

• Prep games

• Gather party favors

If you are preparing anything yourself such as baking a cake or making decorations, be sure to schedule time in the day or two before to complete those items.

9. Relax and Enjoy!

Now it is time for the party! Relax, have fun, and enjoy. You deserve it!