Children’s party checklist

Plan the party in stages so the details do not pile up in the final week. Start with the theme, guest list and programme, then confirm registrations, dietary requirements and parents’ contact details. Closer to the day, organise the cake, balloons, food, decorations and game stations. This checklist also covers practical jobs such as chilling drinks, testing the music, preparing treat bags and collecting chilled items.

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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

Define the theme and program
Compile the guest list
Send invitations
Process registrations
Collect dietary requirements
Check parents' contact details
Choose activities and games
2 people
Check supplies
Order cake
Order helium balloons
Check the weather forecast
Check the shopping list
Do the shopping
2 people
Pick up cake and chilled items
Set out game materials
2 people
Distribute prizes and treats
Clean the venue
2 people
Set up tables and chairs
2 people
Hang decorations
2 people
Set up game stations
2 people
Chill drinks
Prepare snacks
2 people
Fill candy bags
2 people
Set the cake table
Test the music and playlist
Set up the reception desk

Event

Welcome children
3 people
Collect gifts
Serve welcome drinks
2 people
Explain the first game
2 people
Facilitating games
3 people
Refill drinks
Serve snacks
2 people
Supervise the break and free play
3 people
Cut and serve cake
2 people
Birthday Song and Photo
Hand out gift bags
2 people
Inform parents about pickup
Hand children back to their parents
2 people

Aftercare

Pack leftovers safely
2 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
2 people
Remove decorations
2 people
Clean the venue
2 people
Return borrowed items

What to bring

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

Furniture

Children’s tablesqty 3
Children's chairsqty 24
Adult chairsqty 6
Gift table

Tableware

Reusable cupsqty 30
Children's platesqty 30
Cutlery setsqty 30
Cake platesqty 30
Serving plattersqty 6
Serving spoonsqty 4
Cake knife

Decorations

Balloonsqty 80
Balloon arch
Buntingqty 6
Tableclothsqty 4
Party hatsqty 24
Gift ribbonqty 2
Tapeqty 4
Ropeqty 2

Equipment

Bluetooth speaker
Extension cordqty 2
Coolersqty 2

Kitchen

Cutting boardsqty 2
Kitchen knivesqty 2
Measuring cupsqty 2

Game materials

Conesqty 20
Hoopsqty 6
Soft ballsqty 8
Sjoelbak
Treasure chest
Colored pencilsqty 24
Coloring pagesqty 30
Markersqty 12

Cleaning

Waste binsqty 3
Trash bag holderqty 2

Catering

Groceries

Tips

Send invitations early enough to process replies and follow up with families whose registrations or contact details are incomplete. Keep dietary requirements with the guest list rather than checking them again while serving food.
Choose the games before buying or checking supplies. For a programme with several activity stations, prepare the materials, prizes and instructions separately so one missing item does not stop the party.
Order the cake and helium balloons ahead of the event, then schedule cake and chilled-item collection for the same day or the day before. A cake knife, cake plates and serving spoons are easy to overlook.
Check the weather forecast before finalising the layout. Even for an indoor party, allow time to move tables, chairs, decorations and game stations if the planned activity needs more space.
Finish the room setup before guests arrive: chill drinks, prepare snacks, fill candy bags, set the cake table and test the playlist. Leave a clear place for gifts and keep prizes ready to distribute.

Frequently asked questions

How far in advance should I send children’s party invitations?: Send them about 3 to 4 weeks before the party. That gives parents time to reply, share dietary requirements and provide or confirm their contact details.
When should I order a birthday cake for a children’s party?: Order the cake at least 1 to 2 weeks ahead, or earlier if the design needs special preparation. Arrange collection close enough to the party that the cake and other chilled items stay fresh.
How many activities should I plan for a children’s party?: Plan one main activity for every 20 to 30 minutes, plus a short arrival period and time for cake. For a two-hour party, prepare roughly 4 to 6 activities, including a backup game in case one finishes quickly.
When should I set up decorations and game stations?: Set up tables, chairs, decorations and game stations on the day of the party, ideally 1 to 2 hours before guests arrive. Chill drinks and prepare snacks during the same window, then test the music before the first child arrives.

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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.