How to organise a children's party

Start by fixing the party format before you buy anything: choose the theme, set the activity programme and decide how many children you can comfortably host. Send invitations early enough to collect registrations, dietary requirements and reliable parent contact details. Then book activities, order the cake and use the guest count to plan food, seating, drinks and gift bags. On the day, finish setup before guests arrive, keep the first activity ready to start, and leave a clear place for gifts and coats.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

1
Determine Theme and Program
2
Compile the guest list
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Check parent contacts
7
Reserve activities
8
Order cake
9
Check the shopping list
10
Do the shopping
2 people
11
Pick up cake and chilled items
12
Check activity materials
2 people
13
Prepare game rules
14
Create a music playlist
15
Clean up the space
2 people
16
Fill coolers
17
Set up tables and chairs
2 people
18
Set up party tent
3 people
19
Hang decorations
2 people
20
Set up game stations
2 people
21
Set Dining Tables
2 people
22
Prepare snacks
2 people
23
Chill drinks
24
Set up the reception desk

Event

25
Welcome guests
2 people
26
Collect gifts
27
Serve welcome drinks
2 people
28
Lead the birthday game
2 people
29
Serve snacks
2 people
30
Refill drinks
31
Supervise outdoor games
3 people
32
Hand out snack breaks
2 people
33
Supervise the evening game
3 people
34
Cut the cake
2 people
35
Serve fries and snacks
3 people
36
Coordinate music and dancing
2 people
37
Oversee gift unwrapping
38
Arrange pickup for children
2 people

Aftercare

39
Collect waste
2 people
40
Wash dishes
2 people
41
Clear away food and drinks
2 people
42
Clear tables and chairs
2 people
43
Take down the party tent
3 people
44
Clean the room
2 people
45
Sort activity materials
2 people
46
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

Set the guest deadline before ordering the cake or buying food. Use the final number of children, plus any adults staying, to decide how many chairs, plates, cups and portions you need.
Plan the programme in time blocks and prepare the game rules before the party. Have the first activity ready at the welcome desk so children are not waiting while you finish setting up.
Check dietary requirements as registrations come in, then label suitable snacks and cake portions. Keep chilled items in coolers until serving and use separate serving utensils where needed.
Complete the practical setup before decorating: place the tables and chairs, create the buffet and gift areas, test the Bluetooth speaker, and secure extension cords and power strips away from walkways.
Prepare a weather backup if the party uses a tent or outdoor games. Check the tent, activity materials and music setup the day before, and schedule cake pickup and chilled-item collection close to serving time.

Frequently asked questions

How far in advance should I plan a children's party?: Start planning four to six weeks ahead. Send invitations around three weeks before the party, set an RSVP deadline at least seven days before it, and confirm the cake and activities once you know the final numbers.
How many activities do I need for a children's party?: Plan two or three structured activities for a two-hour party, with each lasting about 20 to 30 minutes. Keep one short backup game ready in case an activity finishes early or does not suit the group.
When should I order and collect the birthday cake?: Order the cake as soon as the date, guest count and dietary requirements are clear, usually two to three weeks ahead. Collect it on the party day or the day before, depending on how it must be stored, and keep it chilled until serving.
How early should I set up a children's party?: Allow at least 90 minutes for setup, or two hours if you are using a party tent, balloon arch and several game stations. Finish tables, seating, decorations, drinks and activity materials before the first guests arrive.

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.