How to Plan a Birthday Party: Steps to Becoming a Pro Party Planner
How to Plan a Birthday Party: Steps to Becoming a Pro Party Planner
Planning a birthday party should be exciting, not overwhelming. If you found yourself on this page, it’s probably because you want to live out your dreams of putting together a party that your guests won’t stop talking about! Whether you’re planning a birthday party for a child, teen, adult, or even yourself, having a plan helps guarantee that everything runs smoothly and everyone has an unforgettable time. Here’s a simple guide that will help you plan a memorable birthday party without the stress.
1. Set a Budget
The first step in planning any kind of event is to decide how much you want to spend. A birthday party budget could range anywhere from a small amount of change for a simple birthday party with a budget that covers food and a few decorations to a large-scale party with a budget that covers a fancy venue, catering, etc. Your budget will guide decisions about the venue, food, entertainment, and decorations. Here’s a list of possible expenses:
- Invitations: Make a free (and easy) electronic invitation using apps such as Evite or Paperless Post, go all out with a DIY invitation, or buy/order an invitation template (don’t forget stamps if you’ll be sending them by mail!)
- Venue Rental (Optional): I absolutely love a birthday party hosted at home, but if you feel that you want to rent a space to make the event more magical, it will require some extra money from the budget.
- Food and Drinks: No party can happen without feeding your guests! Will you opt for homemade appetizers and dinner, or will you choose a vendor that will make your mouth water?
- Decorations: This is what will bring your party to life- and how your guests will know the theme! Need ideas for DIY decorations or ideas for easy and affordable decor? Follow this link
- Entertainment or Activities: This is where all the fun comes into play! Will you have a karaoke set up, bounce house, themed character visit, yard game challenges, DIY spa stations, or something else totally awesome?
2. Choose a Theme
A theme is what creates the vision for a party. Once you choose a theme, you can start to get an idea for the vibe and structure of your party. A theme can be anything your heart desires- whether it be as simple as a color scheme or more specific like a hobby or interest! Need birthday party themes?
- Read: “
Need quick inspiration? Here’s a short list:
- Favorite Colors: Pink, Hot Pink, and White
- Favorite Character: Moana
- Favorite Hobby: Painting Party
- Other: Spa Party, Luau, Superhero, ‘70’s, etc.
3. Pick a Date and Venue
Open your calendar and choose a date that works for the guest of honor and important people you plan to invite. If it’s a kids’ party, weekends tend to work best. For adults, evenings or brunches may be ideal. For the venue, some ideas might be:
- Home (anyone can turn their home into the perfect party!)
- Restaurants (good for adult birthday goers looking for a good meal and quality time)
- Parks (good if you want an outdoor vibe without worrying about transforming your home)
- Party Locations (roller skating rink, bowling alley, community pool, arcade, etc)
Tip: Book early if you’re renting a space, and choose a theme first so that you know which venue will be a good fit!
4. Create the Guest List and Send Invitations
A party isn’t a party without the party people! Figure out how many people you can comfortably host based on your location and budget. Then choose your ideal type of invitation:
- Printed (use a template or DIY your own, great for formal parties)
- Digital (create and send through your device, ie; Evite, Paperless Post)
- Group Texts (more casual, just send a group text to all the people you want coming)
When making an invitation, make sure you include the date, time, location, RSVP details, and any additional info (like “bring a swimsuit” or “costumes encouraged”).
Want a detailed guide on how to create an invitation? Read “
5. Create the Menu
Let’s be honest, a lot of people come to a party for the food, so this is important! When planning the menu, consider the time of day that your party is going to be. Will you be providing breakfast, brunch, dinner, or late night snacks? Also use your theme to pick out certain snacks, appetizers, and main dishes that you wish to incorporate. Here’s some ideas:
- Kids Dino Party: Dino nuggets, pizza, fruit skewers, lava cupcakes (the arrangement that you serve your food in is a great way to incorporate the theme!)
- Luau Teen Party: Hawaiian meatballs, pineapple salsa, piña colada dessert
Don’t forget drinks, napkins, plates and cups (I like to add this in with the decor) and I suggest finding out any allergies so that you can plan accordingly!
6. Plan Entertainment and Activities
Activities are one of my favorite parts to plan for a party! When choosing entertainment and activities, consider the age of the guests and what their interests might be. Here’s some ideas:
- Kids Party: Games (relay race, obstacle course, etc), bounce house, themed crafts
- Adult Party: Games (trivia, minute-to-win-it), karaoke, music/dancing
Need some party game ideas? Read “
7. Time to Decorate
Bring your vision to life by picking out decorations that fit into your theme and transform your party location! Decorations can be done DIY style by repurposing items around your house or you can go to your favorite party store or the famous Amazon. Some common party decorations include:
- Banners, balloons/balloon arches, tablecloths, streamers, table signs, and more!
- Don’t be afraid to DIY some decor, it adds a personal touch to every party 🙂
8. Prepare Party Favors
You don’t have to hand out party favors, but if you do decide to hand out a small gift to thank guests for coming, this is a fun way to do so! Party favors can be based on the theme and should take the guests interests and age into consideration. Here’s some ideas:
- Kids Party Favor: Small treat, stickers, small toys, noise maker, bubbles
- Adult Party Favor: Cups, lotion, candies, lip balm
Tip: While it might be fun to put together a goodie bag, consider whether or not the guests will actually use/keep the items you gift them. No one wants to waste money on things that will unfortunately be thrown away or wind collecting dust.
9. Prepare for the Big Day
Once you plan all the previous details for your party, the time will come to set up and execute the event! Executing your party can be made easy by following a simple checklist and timeline for the day of the party:
- Prepare the decorations: Purchase your decorations at least a couple weeks before the party so that you don’t have to worry about not being able to find everything you need in one store. Also get any DIYing done so that you aren’t rushing last minute.
- Grocery shop and meal prep: Plan out how much food you will need based on the number of guests who RSVPed. Prep as much food the day before or the morning of so that it can be set up and ready by the time guests arrive. Set up food and drinks
- Organize games or activities: Gather any supplies you might need for your activities and get a good idea of how to play so that explaining the rules to your guests is simple and easy.
- Pick photo person: Hosting a party is a busy task, and sometimes everything happens so quickly that you don’t get a chance to take a picture of all the fun happening! If you want to make sure photos are taken, ask a friend or family member to be in charge of documenting this amazing celebration!
- Make a clean up plan: Once your party concludes, all of your guests will go home, but the party will still need you to put it away. If the party is at your house, make sure you prepare yourself to pack away any leftover food and have a place to store decorations or gifts from the event. If the party is somewhere else, I recommend bringing everything in bins or bags that can also be used to bring everything home with as well.
Tip: Never be afraid to ask for help! This party you planned is so fun and you will want to enjoy it too! Helping hands take away from your to do list and gives you the freedom to enjoy the yummy food and exciting games you put together!
Concluding Thought
Birthday parties are about celebrating someone you love and creating joyful memories. With thoughtful planning and by unleashing your creativity, you can throw a party that every guest, including the birthday boy or girl, will love and cherish until next year when you please the crowd once more 🙂