Chances are you’ve had that moment a week, or maybe a day, before your child’s party is happening when you realized you forgot something significant.
While it’s completely understandable, this is not a time you want a disappointed child, or a frantic mom who’s trying to run around and fix things.
At KidsPartyCharacters.com we’ve put together a checklist that covers everything you need to do to pull off a successful party, as well as gives you a timeline for when to do it.
Follow this list and you’ll avoid any “oops” moments and ensure that things are all smiles at your child’s next birthday party.
Six to Eight Weeks Before Your Child’s Birthday
- Set a date and time for your party
Get it on your calendar now, and maybe even a back up date, so you’ll have a little flexibility if needed.
- Decide on a theme for the party
Work with your child to settle on a theme. Best to start this now, as it may be something that changes a few times before your child is ready to commit.
See our advice on how to choose a theme right here on the KidsPartyCharacters.com blog.
- Write out the guest list and confirm availability
This is another thing that may be a challenge for your child, especially if the guest list is limited.
There’s certain to be a person or two that your child “must have” at her party. Confirm availability with this person so you can get a firm date on the calendar.
- Contact KidsPartyCharacters.com and any other entertainment
Visit the KidsPartyCharacters.com website and choose your character(s), along with face painting, balloon twisting, cotton candy, and any other fun you want to add into the party
Call KidsPartyCharacters.com to book your character(s) and choose the package you want.
Also reserve the DJ, or any other entertainment you may want at your child’s party.
Four Weeks Before the Party
- Send out the invitations
For everything you need to consider when it comes to invitations, check out our advice on the blog here.
- Make out a food menu
Work with your child to decide what food to offer, and whether it will be snacks or lunch, depending on the timing of the party.
Again, get all the advice you need on menu planning right here on the KidsPartyCharacters.com blog.
- Decide what activities you want to do
You’ll already have worked out most of the details here because KidsPartyCharacters.com does this for you, but discuss with your child anything he “must do” at his party and put together a list of all the games you’ll play and other fun you’ll have.
- Make a master shopping list for food and supplies
Create a master list for food and supplies you’ll need for games and activities. This is a list you can add to as you and your child finalize party details.
Three Weeks Before the Party
- Decide on party favors and any prizes you want to give away for games
You may want to do some shopping around at local party stores, or just look online.
Find creative advice on choosing your party favors right here on the KidsPartyCharacters.com blog.
- Determine whether you’ll need any help at the party
Go through the party in your head. Remember you are just one person, and it'd be nice if you could actually enjoy the party too.
Do you need to ask a few parents to stay and give a hand? Maybe parents are staying anyway. Either way, don’t hesitate to give some small jobs to other parents, they’re happy to do it.
You can also hire a local teenager or even professional help if there’s really a lot going on, but usually the parents can provide all the help you’ll need. And, with KidsPartyCharacters.com putting on the show, we’ll take most of the burden off you anyway.
Two Weeks Before the Party
- Purchase all non-perishable supplies
Go to your master list and purchase everything you can. Make this a cutoff date for any changes or additions.
Going to the store and locating the things you need is time-consuming and something you’ll want to avoid scrambling to do when you try to accommodate last minute changes.
- Pick out the cake
Pick out the cake before you actually need to order it, or buy the supplies to make it.
Again, this is something your child may change her mind about a time or two. It should be easier since you have your theme down, but if you’ll start pressing for a cake choice a week before you need to order it, it will avoid any pressure or drama about changes.
- Check on RSVPs and follow up if needed
A lot of people struggle to get in a timely RSVP. Follow up now so you know how much of everything you’ll need and avoid that last minute shopping trip.
One Week Before the Party
- Order the cake
Finalize the cake order or go purchase everything you’ll need to make the cake.
- Clean the house
Do a good clean now, while you still have a little time and aren’t rushed with last minute details.
- Prepare the outside area
If the party will be outside, make sure there aren’t any dangerous spots in the yard, the swing set is wiped down, and any outside toys like trampolines or zip lines are in good working order.
- Confirm the details with KidsPartyCharacters.com
You’ll be getting a call from us to confirm all the details. Make sure we connect just to double check that everyone’s on the same page.
Two or Three Days Before the Party
- Go grocery shopping
Again, make this the cut off date for any changes or additions to the menu.
- Prepare the goody bags
Work with your child to put together the goody bags a few days in advance. The less you have to do the night before the party, the better.
And remember, they’re also getting a goody bag from KidsPartyCharacters.com, which we’ll bring when we come!
- Order balloons
Kids love balloons, and it’s another thing we often think of last minute. You really can’t get them until the day of the party, but ordering them early can speed up the process.
- Double check that you have all supplies
Take inventory of everything you have, and make one final trip if necessary.
One Day Before the Party
- Finish as much of the cooking as you can
You want to enjoy the party too, not be in the kitchen. Resist the urge to say, “I can do that tomorrow,” and if it’s possible to get it done the day before, do it.
- Clean up the house
You’ll be glad you’ve already done a deep clean. Today, just spot clean and pick up.
- Set up the decorations
Put everything out that you can. Prepare tables for food, arrange furniture the way you’ll need it set up for the party.
- Pick up the cake
Don’t forget the cake! Or get to making it if you’re bold enough and talented enough to go that route.
- Make a list for tomorrow
What you’ll need to do the day of the party will be very specialized to you. If you’ve followed this checklist, you’ll have a pleasantly short list of things to do on party day.
For your peace of mind, make a list the night before of every little thing that needs to be done the day of the party and have a plan for how you or someone you designate it going to make sure it gets done both before and during the party.
Having the list will avoid chaos and keep you from that dreaded “What am I forgetting?” feeling.
Two to Five Days After the Party
- Send out thank you notes
For the best advice on sending thank you notes, check out our article on the KidsPartyCharacters.com blog.
- Share your feedback with KidsPartyCharacters.com
We want to make sure you, your child, and her guests are 100% satisfied. Let us know how much your child enjoyed the party, and what her most special moments were.
Putting on a party is usually harder than it looks. If you’ll follow this checklist, being organized, and having KidsPartyCharacters.com as your party hosting partner, will take the stress out and add more fun in.
If you need ideas and inspiration for your next party, check us out on Facebook to see how we’re turning children’s parties into magic every week.
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