Children’s party checklist

A children’s party runs more smoothly when the practical details are settled before the decorations go up. Start with invitations, registrations and dietary information, then organise the theme, games, cake and supplies. In the final days, confirm the attendance list and parents’ contact details, check the weather and collect chilled items. On the day, allow time for tables, food, game areas, music and a separate gift table before the first children arrive.

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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

Send invitations
Process registrations
Collect dietary requirements
Create the attendance list
Record parents' contact details
Choose the party theme
2 people
Select games
2 people
Collect game materials
2 people
Order cake
Purchase party supplies
Check the shopping list
Do the shopping
2 people
Pick up cake and chilled items
Chill drinks
Prepare snacks
2 people
Clear the gift table
Check the weather forecast
Clean up the indoor space
2 people
Check the outdoor area
2 people
Set up tables and chairs
3 people
Hang decorations
2 people
Set up game corners
2 people
Set up music
Set up the gift table
Set buffet table
2 people
Set out snacks
2 people
Set out drinks
Lay out name badges

Event

Welcome the children
3 people
Accept coats and gifts
2 people
Serve welcome drinks
2 people
Guide the first game round
3 people
Refill drinks
Serve snacks
2 people
Guide the second round of the game
3 people
Cut the cake
2 people
Serve cake and ice cream
3 people
Guide the gifts
2 people
Supervise free play
2 people
Serve dinner
3 people
Oversee children's departure
3 people
Collect lost items
2 people

Aftercare

Clear away food and drinks
2 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Remove decorations
2 people
Clean rooms
2 people
Check game materials
Return borrowed items
Store leftover items

What to bring

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

Furniture

Children's chairsqty 20
Tablesqty 4
Buffet table
Gift table
Coat rack

Tableware

Children's platesqty 24
Children's cupsqty 24
Coffee cupsqty 12
Forksqty 24
Knivesqty 24
Spoonsqty 24
Serving plattersqty 8
Cake platesqty 24
Cake knife
Serving spoonsqty 4

Decorations

Balloonsqty 80
Balloon pump
Buntingqty 6
Tableclothsqty 5
Confetti-free table decorqty 4
Name badgesqty 24
Wrapping paperqty 2
Ribbonqty 2

Equipment

Bluetooth speaker
Extension cordsqty 2
Coolersqty 2
Thermos flasksqty 2

Sports equipment

Soft ballsqty 6
Hoopsqty 6
Skipping ropesqty 6
Conesqty 12
Treasure chest
Playing cardsqty 2
Colored pencilsqty 24
Markersqty 24
Coloring pagesqty 30
Craft apronsqty 20

Kitchen

Cutting boardsqty 2
Kitchen knivesqty 2
Pliersqty 2
Serving plattersqty 4

Cleaning

Waste binsqty 3
Cleaning bucketsqty 2
Litter picker
Hand brush and dustpanqty 2
Mopqty 2
Microfiber clothsqty 12
Toilet brush

Lighting

String lightsqty 3
Battery lanternsqty 2

Safety

First aid kit
Non-slip matsqty 3

Catering

Groceries

Tips

Send invitations early enough to collect registrations, dietary requirements and parents’ contact details before you finalise the attendance list. Set a clear reply deadline rather than relying on last-minute messages.
Choose the games and check their materials at least 3 days before the party. Prepare more than one activity area so children can move on without waiting for a single game to finish.
Order the cake with enough notice to confirm the collection time, then pick it up together with chilled items on the day or the day before. Keep the cake protected until it is time to serve it.
Check the weather forecast 1–2 days beforehand and inspect both the indoor space and outdoor area. This gives you time to move games inside instead of improvising when guests arrive.
Set up the buffet table, gift table, coat rack, chairs and game corners before decorating. Chill drinks in advance and test the Bluetooth speaker, extension cords and music before the party starts.

Frequently asked questions

How far in advance should I send children’s party invitations?: Send them about 3–4 weeks before the party, with a reply deadline at least 7 days beforehand. That leaves time to record dietary requirements, parent contact details and the final attendance list.
When should I order a birthday cake for a children’s party?: Order the cake at least 7 days before the party, or earlier if you need a specific design or collection time. Confirm when it should be picked up and keep chilled items cold until serving.
How much food and drink do I need for a children’s party?: Plan around 2–3 small snacks per child for the first hour, plus cake, and offer drinks throughout the party. Buy extra portions for adults and allow roughly 2–3 drinks per person during the first hour.
How early should I start setting up a children’s party?: Start the main setup 60–90 minutes before guests arrive. Put out tables and chairs, prepare the buffet and gift tables, create game corners, check the music and finish decorations before children come in.

Start this plan in Lizzt

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