Here are some helpful tips to help make
that day a special one!
1 month before – Decision
• Pick a day on a weekend, close or
on actual birthday!
• Take the age of the birthday child into consideration
when picking an appropriate time to hold the party. The
earlier the better for babies and toddlers.
• Choose a theme. Always let the birthday child
• If you are hosting the party at home this is the
time to book an entertainer or decide what you will be
doing to entertain the children.
• If you are having it at an outside facility, make
a reservation and get a list from the party place to see
what is included in your package and what you are expected
3 Weeks Before – Invitations
• When deciding how many to invite
it is usually recommended to stay with the same number
of children as the birthday child is turning +1.
• Take into consideration where it will be held
(small family room or large party place).
• Send out invites either by mail or e-mail. Make
sure to include RSVP #, Location of party (map/directions),
and begin & end times.
• Decide on the menu for both adults and children
include healthy food choices. Platters of sandwiches,
veggies and fruits are always good!
• Book caterers. Will they be delivering? If not
ensure someone can pick up other than yourself!
• Make sure you will have enough adults attending
to help out, or hire a babysitter to be there to help,
someone that knows your child is always helpful.
2 Weeks Before – Details
• Purchase party wear, all themed
paper and plastic for easy clean up, décor, order
• Order cake and buy candles.
• Plan activities to keep children entertained if
you are doing it yourself. Music, crafts, games, etc.
• Purchase all supplies for the activities. Have
them all sorted and open, have them ready before the first
guest arrives so they can be busy while others are coming
• Call everyone who has not RSVP’d yet.
• When getting replies, keep a list of who is coming,
also record any food/latex allergies.
• Make or order Loot bags once you receive your
RSVPs – age and gender appropriate.
Day Before – Last Minute Details
• Have camera/s and film ready, don’t
forget to recharge the batteries!
• Confirm with those picking up food or balloons
the time and place.
• Shop for all groceries/drinks/ice, no time to
do this the day of!
• Confirm details with caterer and entertainer,
make sure they have a map/directions and a number you
can be reached at the time of the party.
• Clean, set-up party area, decorate, put out all
supplies for games, have a lighter and cake server up
high for when the cake comes out.
• Have garbage bags out for ease during party.
Big Day – Enjoy!
• Always good to mark the house for
• Final decorating touches – balloons, usually
a last minute thing!
• Have someone designated to do pictures and someone
else for video, you need to be free to enjoy the day and
• Follow an agenda loosely – just so you make
sure you don’t forget anything! General times for
things to take place in order to finish on time.
• Have yourself and birthday child at door to greet
guests. If it is a drop-off, make sure you have an emergency
contact number and find out about any allergies: epi-pen.
• Place all gifts in one area off to the side.
• If time permits you can open gifts (not necessary),
don’t forget to record them so that if you would
like to send thank you’s they can be personalized.
• Have yourself and birthday child hand out loot
bags when each child leaves. Not a good idea to do ahead
of time, stuff gets left behind!
After the Party – Relax!
• If you haven’t already done
so, sit down and open each gift one-by-one recording who
gave what, giving the child time to see what they received
• Send out Thank you’s within 2 weeks of the
• Don’t forget to develop your pictures and
put them in an album to cherish always!
We can do the planning for you – We
Make it … A Piece of Cake!
A Piece of Cake - Birthday Planning
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