Host the Perfect Kids’ Birthday Party (Free Party Checklists)

What an Exciting time! A Birthday Party is the opportunity to celebrate someone and show them how much you love and care for them! Trust me, I know how hard it can be to not go overboard. I am the mother of three Children with Birthdays in December, January and February, and there have been times i have had to get really creative. With Birthdays right there at Christmas and right after, you have to be resourceful and really plan things out. From the Venue to the budget, these things can be a challenge any time but all the more so around the holidays. I wanted to help anyone else who might be struggling to put everything together, so I put together a list of suggestions when planning a Child’s Birthday Party.

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Planning a party can be a daunting task, but with a little preparation, it can be a fun and enjoyable experience. Here are a few tips to help you plan a successful party that you and your guests can enjoy.

Determine your Budget

The first step in planning your party is to set a budget. This will help you prioritize your spending and ensure that you stay within your means. Decide how much you want to spend and allocate amounts to each area of the party. This will help you determine what is important and what you can do without.

Guest List

Once you have a good handle on your budget, it’s time to make a guest list. This will help you determine where to host your event and how much food or cake you will need to provide for everyone. Knowing the number of guests will also help you determine how much space you’ll need.

Date and Venue

Before anything else, make sure to secure a place to have your party. Depending on the venue, you may have to be flexible with your exact party date. Usually, the weekend before or after the actual birthdate is acceptable. Some people have their parties at home, in that case, the date will be completely up to you. Keep in mind that you may need to pay a down payment to hold your venue. You can’t move forward with planning or invites until you know where and when your party will be.

Theme

Choosing a theme will set the tone for everything else you will decide on. Head over to Pinterest.com for some ideas or hire a party planner who can take care of everything for you. If you decide not to go with a party planner, then you may need to put in a bit more effort. You can find Party theme Suggestions in my Party planning E-book here.

Invitations

Gone are the days of only receiving paper invitations via snailmail. Nowdays, there are many options available to send invitations digitally. If you’re looking for a free option, there are now apps available on your phone where you can send invites via text or email. For example, Punchbowl: Invitations and Cards is a free app available in the Apple App store, that offers a trial period. With this app, you can create and send a link to your invitation via text or email. It’s quick, easy, and cute! You can also head on over to Canva to create one, or Etsy for one that is pre-made and editable.

Another free option is to use Facebook’s “Events” feature. You can create an event and invite your guests via Facebook. You can also make posts on the event page if someone requests gift ideas or if there is a last-minute change of plans. Keep in mind that some people may not use social media at all, so it’s best to call or visit those individuals to ensure they receive the invitation.

If you prefer to send traditional paper invitations, you can set aside a portion of your budget for this. Just remember to factor in the cost of postage. Whichever method you choose, the most important thing is to ensure that your guests receive the invitation and have all the necessary information about the party.

Cake/Food/Beverages

Once you have decided on your theme, it’s time to plan for food and cake based on the time of day and your budget. If your party is scheduled from 11-2, it’s customary to have a small food option available for your guests to snack on before the cake. For parties between 2-5, it’s appropriate to only serve cake or desserts. If your party is scheduled after 5, it’s more formal and guests will expect more than just cake, so you may want to consider catering or having the party at a restaurant where guests can order their own food. Alternatively, you can make your own food or cake with the help of a family member or friend. When I was a kid, my aunt used to make our cakes, which is something I really miss. These days, with the availability of tutorials on YouTube and Pinterest, DIYing your own party food and decorations has become so much easier. For instance, I made a glitter crown for my daughter’s first birthday photo shoot using a tutorial I found you can read all about that Here.

Entertainment

When planning a party for young children, it’s important to keep in mind their short attention spans and need for entertainment. Consider hiring some type of entertainment or activity to keep them occupied until it’s time for cake and gifts. Some suggestions include renting a bouncy house, hiring a clown or princess, doing painting or crafts, karaoke, dress-up, or even a nerf gun fight with an obstacle course. You could also consider having the party at a venue where entertainment is included, such as a skating rink or bowling alley. Party games are another option but be sure to designate someone you trust to oversee them, as you’ll likely be busy with other tasks. There’s a lot that goes into planning a party, so it’s important to have free hands to tend to your little one and make sure everything runs smoothly.

Photography

Having someone to take pictures is so important to capture all the special moments and memories of the day, however you do not have to hire someone if it’s not in your budget. It’s a good idea to designate someone, whether it’s a family member or friend, to be in charge of taking pictures so that you can focus on enjoying the party and being present with your child. It’s also a great idea to take a few pictures before the party starts, to capture the decorations and all the details before they get messy or destroyed during the party.

Decorations/ Party Favors

When planning decorations for your party, think about the venue and theme. Balloons are a classic and versatile decoration that can be used in many ways. Consider creating centerpieces with items related to your theme. Party favors are a great way to thank your guests and can be incorporated into the entertainment. Remember to keep it simple and focus on impactful elements. With a little creativity and DIY spirit, you can create a memorable party without breaking the bank. We created these Candy Bouquets for my Baby Girls First Birthday party which was a candy theme.

A Photo Area & A Clever Hashtag

This is a newer concept but always goes over really well! You know what they say, “If you don’t post it, it didn’t happen” SO you MUST have an area for Selfies/Pictures! A photo booth or DIY photo area can add a lot of fun to the party and create some great memories. Make sure you have a Personal Hashtag, so you can easily find all the Selfies and Pictures from the day on Instagram. Try and Post your Hashtag where it can be seen easily, you can even have it close enough to the photo area so it can be captured in the photos! Be Creative Here and have Fun with it!

The Idea of Planning a Party can be Daunting, but this list will give you a pretty good starting point. Remember, the point of a Child’s Birthday Party is to have FUN! Don’t forget to relax and Enjoy the Big Day! ❤

I tried my best to cover as much about the planning Process in this post, but if you need more, Please Grab the Free checklist before you go. If you are still wanting a more in-depth Guide, scroll to the bottom of the page and take advantage of the sale we have going on right now on The Ultimate guide to Planning a child’s Birthday party and Our Brand-new Printable Party Planner! Purchase once and use these resources over and over and over again. Whether this is your first ever Party OR you are seasoned at this whole planning thing, this can help you tremendously to stay organized and on track with your Budget and you’re planning process.