Kids Birthday Party Checklist

One list, top to bottom, so you do not reach the morning wondering what you have missed. It works the same whether the party is at home, in a hall, or somewhere that does it all for you.

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1. Before you buy anything

Date, start time and finish time
Where it is happening
Guest list, at a number you can keep an eye on
Rough budget
Theme, or just a colour

Everything below is easier once those five exist. Deadlines for each are in the countdown.

2. Invitations

Out about four weeks ahead
Start and finish time both on there
Address, and whether parents are staying or dropping off
A way to reply, and a date to reply by
Allergy question asked here, not on the day
Your phone number, for the parent who is lost

3. Food and drink

Keep it to things they can eat standing up, and decide the menu now so the shop is one trip.

Allergy list written down, not remembered
Packaging kept so other parents can check
Something for the adults if they are staying
More bin bags than you think

How much food and drink per guest is the one people get wrong, and there are food ideas here if you are stuck for what to make.

4. Cake and candles

Cake ordered, made, or out of the freezer in time
Candles, and a spare packet
Matches or a lighter, somewhere findable
A knife and something to serve onto
Somebody told to film it, because you will be holding the cake

5. Decorations and balloons

Concentrate on where people look: the party table, the cake table and the entrance. The rest of the room can stay as it is.

Number balloon for the age
Banner or garland for the main table
Balloons in the theme colours
Matching tableware
Tape or hooks, checked against what the hall allows

How much tableware do I need will stop you buying for thirty when twelve are coming.

6. Games and prizes

Three or four games, each under ten minutes
Music, and something to play it on
Pass the parcel wrapped, if you are doing it
Small prizes, enough that nobody goes home empty handed
One spare game for if you run early

Ideas by age in kids party games.

7. Party bags

One each, plus two spares
Age-appropriate fillers, nothing small for under-threes
Made up the week before
Stacked by the door

Party bag filling ideas if you are stuck.

8. The bits people forget on the day

The countdown covers the morning itself. These are the ones that get missed wherever you are holding it.

Somewhere designated for coats, shoes and presents
Running order somewhere you can see it
Bin bags out ready
A pen, for labelling whose coat is whose

Questions people ask

What do people forget most?

Candles, matches, bin bags and spare party bags. None of them cost much and all four cause a problem at the wrong moment.

How much should a party bag cost?

Whatever you are comfortable with. No other parent is comparing, and the whole thing gets tipped onto a bedroom floor within the hour.

Do I need a theme?

No, a colour does the same job. It tells you which tableware, balloons and bags to buy so you are not deciding each one from scratch.

What if more turn up than replied?

It happens. Two spare bags and a bit more food covers it and nobody notices.

More planning help in the Kids Party Hub: how long it should last, where to hold it and the countdown.

For the party itself: games, food, themes by age and party bags.