A practical checklist for organising a children's party

A children’s party is easier to run when the decisions are made in the right order. Start with the theme, programme and guest list, then confirm registrations, dietary requirements and parent contacts before booking activities or ordering the cake. In the final week, check materials and shopping; on the day, set up the space, food, drinks and game stations before guests arrive. This checklist keeps the small but time-sensitive jobs from being left until the last hour.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Determine Theme and Program
Compile the guest list
Send invitations
Process registrations
Collect dietary requirements
Check parent contacts
Reserve activities
Order cake
Check the shopping list
Do the shopping
2 people
Pick up cake and chilled items
Check activity materials
2 people
Prepare game rules
Create a music playlist
Clean up the space
2 people
Fill coolers
Set up tables and chairs
2 people
Set up party tent
3 people
Hang decorations
2 people
Set up game stations
2 people
Set Dining Tables
2 people
Prepare snacks
2 people
Chill drinks
Set up the reception desk

Event

Welcome guests
2 people
Collect gifts
Serve welcome drinks
2 people
Lead the birthday game
2 people
Serve snacks
2 people
Refill drinks
Supervise outdoor games
3 people
Hand out snack breaks
2 people
Supervise the evening game
3 people
Cut the cake
2 people
Serve fries and snacks
3 people
Coordinate music and dancing
2 people
Oversee gift unwrapping
Arrange pickup for children
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clear away food and drinks
2 people
Clear tables and chairs
2 people
Take down the party tent
3 people
Clean the room
2 people
Sort activity materials
2 people
Return borrowed items

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tent
Foldable tablesqty 4
Children's chairsqty 24
Adult chairsqty 8
Gift table
Buffet tableqty 2

Tableware

Reusable cupsqty 40
Children's platesqty 30
Adult platesqty 12
Cutlery setsqty 40
Serving plattersqty 8
Cake platesqty 30
Cake knife

Decorations

Balloonsqty 100
Balloon arch
Buntingqty 6
Tableclothsqty 6
Party hatsqty 25
Gift bagsqty 25
Gift stickersqty 30

Equipment

Bluetooth speaker
Extension cordsqty 2
Power stripsqty 2
Coolersqty 3
Thermos flasksqty 2

Kitchen

Cutting boardsqty 2
Chef's knife
Measuring cupsqty 2
Kitchen tongsqty 2
Ice cube traysqty 4

Sports equipment

Footballsqty 2
Soft play ballsqty 6
Hoopsqty 6
Conesqty 20
Skipping ropesqty 8
Water gunsqty 20
Treasure chest
Treasure Map Cardsqty 25
Prize cupsqty 25

Lighting

String lightsqty 3
Outdoor lightsqty 2

Cleaning

Waste binsqty 4
Bucketsqty 2
Broom
Dustpan and brush
Mop

Catering

Groceries

Tips

Send invitations early enough to process replies and collect dietary requirements before ordering food. A useful deadline is 7–10 days before the party, with parent contact details checked at the same time.
Book activities and prepare the game rules before the final week. Keep each activity’s materials together and allow at least 10 minutes between planned games for transitions, drinks or unexpected delays.
Order the cake only after you know the final guest count and any dietary needs. Plan to collect the cake and chilled items on the day, rather than leaving both jobs until the party has already started.
Set up the practical layout before adding decorations: reception desk, gift table, dining tables, chairs and game stations first. Leave a clear route for children and keep adult chairs near the areas where supervision is needed.
Chill drinks and fill the coolers before guests arrive, then put out reusable cups, children’s plates, cake plates and serving utensils separately. Test the Bluetooth speaker, extension cords and power strips before the music or activities depend on them.

Frequently asked questions

How far in advance should I organise a children's party?: Start planning 3–4 weeks ahead. Send invitations early in that period, set an RSVP deadline 7–10 days before the party, and use the final week to confirm food, cake, activities and materials.
When should I order the cake for a children's party?: Order the cake once registrations have closed, usually 7–10 days before the party. Confirm the number of servings and dietary requirements, then arrange collection of the cake and chilled items on the day.
How long before the party should I start setting up?: Allow at least 2 hours for setup, especially if you are assembling a party tent, arranging tables and chairs, hanging decorations and creating game stations. Finish food and drink setup shortly before guests arrive.
How many drinks do I need for a children's party?: Plan around 2–3 drinks per child for the first 2 hours, plus water available throughout. Chill them in advance and keep extra cups ready so serving does not interrupt the activities.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.