Planning a Children's Birthday Party: Party Planning Timeline

6 to 8 Weeks Before the Birthday Party

1. Select a date, time and location for the party.
2. If you are booking an entertainer, such as a clown, magician, or in-home activity party host, call to comfirm your desired date and time are available and make your reservation.  Make a deposit (if required) and ask for a receipt!
3. Decide on the number of guests and develop a guest list.
4. Develop a theme for the party, including your child in this process if he or she is old enough to participate.
5. If you want personalized invitations, place the order so that they arrive at least 3 weeks before the party.

3 to 4 Weeks Before the Party

1. Prepare invitations and mail or hand-deliver them.
2. Put your guest list near the phone so you can easily record responses as invitees call to RSVP.
3. Shop for party supplies.
4. Ask a favorite babysitter, friend or relative to help out at the party.

2 to 3 Weeks Before the Party

1. If you are not having a vendor provide entertainment, select 3 - 6 activities to entertain children at the party.
2. Purchase any supplies needed for the activities you selected.
3. If serving a meal, decide on the menu.
4. Order a cake (unless you plan to bake one).

1 Week Ahead

1. Call any invitees who have not responded.
2. Decide on the agenda for the party, including the order of the activities you selected, what time you want to serve food and/or cake, when the birthday boy or girl will open presents, etc.  If you are having outside entertainment, be sure to incorporate the time they will entertain at the party into your schedule.

2 to 3 Days Ahead

1. Purchase groceries or any pre-prepared food you plan to serve.
2. Call your entertainment vendor to confirm your party details. Make sure they have your correct address, contact phone number, and party time.
3. Put the favor bags together.
4. Charge your video camera and/or put fresh batteries in your regular or digital camera.
5. Prepare (copy, cut out, etc.) any crafts that can be set up ahead of time.
6. Bake any cookies or treats that can be made ahead.

The Day Before the Party

1. Clean the party area. Put away items that may be dangerous or distracting.
2. Call your entertainment vendor to confirm your party details. Make sure they have your correct address, contact phone number, and party time.
3. Bake or pick up the cake. Make sure you have candles and matches or a lighter and a cake cutter.
4. If ordering food such as pizza, call to arrange a delivery time.
5. If necessary, confirm with any helpers who you've asked to attend.
6. Sit down with your child and discuss his or her expectations for the next day.

4 to 5 Hours Ahead

1. Set the table and decorate.
2. Put the candles on the cake and place the matches or lighter nearby.
3. Pick up balloons or fill balloons. If you are decorating outside with balloons on a hot day, wait until 1 or 2 hours before the guests are arriving to put the balloons outside.
4. If you're having the party at home, tie some balloons to the mailbox or the front porch to help mark the party location.
5. Prepare activity or entertainment area if you are having an entertainer attend your party. If not, prepare the location for your own games and activities.
6. Locate paper and a pencil for recording gifts (for thank-you notes).

1 to 2 Hours Ahead

1. Consider putting your pets in an area away from guests.
2. Get the birthday boy or girl and all siblings dressed for the party.
3. Set up the food.
4. Assign a helper to write down each gift and the name of the guest who brought each gift as your child opens presents.
5. If your party is at home, assess the parking situation outside and make any necessary accomodations (move your own cars elsewhere, ask a neighbor if your guests can park at their house). 

Have a Great Party!

Reprinted from Birthday In A Box, copyright 2007