Birthday Party Checklist
Having seven kids means I’ve planned a lot of birthday parties over the years.
Some were bigger than others, some were very simple, and many landed somewhere in between. What I’ve learned—after years of celebrating—is that the parties that stay with us the longest aren’t necessarily the ones with the most effort behind them, but the ones that feel thoughtful and personal.
One of my son’s favorite birthday parties was a Greatest Showman–themed party. It happened during Christmas, so instead of taking the tree down or rearranging our entire house, we worked with what was already there. We added a few fun details—some themed decorations, a sign that read “The Greatest Show,” and a few small touches that made it feel special to him.
It wasn’t bare or thrown together. It was intentional—but it didn’t require starting from scratch.
That party has stuck with us because it felt meaningful and manageable, not overwhelming.
This birthday party checklist is built from experiences like that. It’s designed to help you plan a celebration that feels special without feeling like you have to pause your life to make it happen.
Whether you’re planning a kids’ birthday party at home or hosting something a little bigger, this guide focuses on what actually matters and lets go of the rest.
A Simple Birthday Party Planning Timeline
Instead of trying to do everything at once, this checklist spreads party planning out over a few weeks. That way, you can make progress without feeling like party prep has taken over your life.
🎉 Birthday Party Checklist
Plan the perfect celebration!
3–4 Weeks Before the Party
This is the foundation stage—just getting the big pieces in place.
- Set the date and time
- Choose the venue (home or an outside location)
- Create a guest list
- Send invitations
Once these decisions are made, the rest tends to fall into place much more easily.
2 Weeks Before
Now it’s time to think through the details, keeping everything simple.
- Decide on a simple party theme (or skip one altogether)
- Order the birthday cake
- Plan the food and menu
- Book entertainment, if needed
At this stage, you’re planning—not executing.
1 Week Before
This is when party prep starts to feel more tangible.
- Buy decorations
- Purchase party supplies (plates, cups, napkins)
- Buy party favors
- Plan games and activities
- Confirm RSVPs
Try to keep activities minimal. One or two simple options are usually more than enough.
2–3 Days Before
A little preparation here makes the party day much smoother.
- Shop for food and drinks
- Prepare a playlist or music
- Clean the party area
- Charge your phone or camera
This is also a good time to glance over the checklist and see what’s left.
Day Before the Party
This is about setting yourself up for a calm party day.
- Prep food that can be made ahead
- Set up decorations
- Confirm cake pickup time
You don’t need everything perfect—just ready.
Party Day
This is the part you’ve been planning for.
- Pick up the cake
- Finish food preparation
- Set up tables and chairs
- Add final decoration touches
- Set out party favors
- Enjoy the celebration
Try to stay present. The moments matter more than the details.
Printable Birthday Party Checklist
To make this even easier, I’ve put everything into a simple, colorful, one-page printable you can use year after year.
Grab the FREE PDF Below!
👉 Download the Simple Birthday Party Checklist!
It’s designed to be helpful without being overwhelming—something you can glance at, check off, and move on.
A Final Thought
Birthday parties don’t need to be elaborate to be meaningful.
With a clear plan and a simple checklist, you can create space for what really matters—celebrating the people you love and enjoying the day together.
Happy Party Planning!