Weekend Birthday Checklist

A weekend birthday needs more than food and a cake. You need to coordinate guest replies, dietary requirements, reservations, seating, drinks, lighting and the barbecue without leaving everything until the final hour. Start with the guest list and schedule, then confirm equipment and supplies before shopping. On the day, set up the practical areas first so welcoming guests, serving food and keeping drinks cold run smoothly.

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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
Set the schedule and times
Make reservations
Check the weather forecast
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Picking up the cake
Prepare snacks
2 people
Prepare salads
2 people
Prepare barbecue
2 people
Set up tables
2 people
Set up chairs
2 people
Set out tableware
Set up the buffet
2 people
Hang decorations
2 people
Set up music
Hang lighting
2 people
Check restroom
Set up waste stations

Event

Welcome guests
2 people
Serve drinks
2 people
Serve snacks
2 people
Light the barbecue
Serve barbecue dishes
3 people
Refill drinks
Refill buffet
2 people
Cut the cake
2 people
Serve coffee and tea
2 people
Operate the music
See off guests
2 people

Aftercare

Keep food leftovers
2 people
Collect waste
2 people
Wash dishes
2 people
Clean the kitchen
2 people
Clean the restrooms
Clear tables and chairs
2 people
Remove decorations
2 people
Clean equipment
2 people
Return borrowed items
Store leftover items

What to bring

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

Furniture

Tablesqty 5
Chairsqty 32
Buffet tableqty 2
Bar stoolsqty 4
Party tent

Tableware

Platesqty 40
Dessert platesqty 40
Cutlery setsqty 40
Drinking glassesqty 40
Wine glassesqty 24
Coffee cupsqty 20
Serving spoonsqty 8
Serving plattersqty 8
Serving traysqty 5

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 4
Barbecue tongsqty 3
Coolersqty 3
Thermos flasksqty 3
Cake server

Equipment

Barbecue
Bluetooth speaker
Extension cordsqty 2
Power stripsqty 2

Decorations

Balloonsqty 50
Buntingqty 6
Tableclothsqty 5
Napkin holdersqty 6

Lighting

String lightsqty 3
LED lampsqty 4

Cleaning

Waste binsqty 3

Catering

Groceries

Tips

Send invitations early enough to collect registrations and dietary requirements before you make food quantities or reservations. Use the final guest count to plan seating, tableware and drinks.
Set the schedule before shopping. Include fixed times for arrivals, the meal, the cake and coffee, and allow at least 30 minutes before guests arrive for final setup.
Chill drinks several hours before serving, using coolers if the refrigerator cannot hold everything. Keep separate supplies for water, soft drinks, alcoholic drinks and coffee.
Prepare the buffet, barbecue and serving equipment in separate areas. Put serving platters, spoons, trays, cutting boards and knives where they are needed instead of searching for them during the meal.
Check weather, power and lighting on the day before. A party tent, extension cords, power strips, string lights and LED lamps should be ready before tables and chairs are arranged.

Frequently asked questions

How far in advance should I send weekend birthday invitations?: Send invitations about 4 to 6 weeks before the weekend. Set an RSVP deadline at least 10 to 14 days before the event so you can confirm food, seating and reservations.
When should I buy food and drinks for a weekend birthday?: Do the main shopping 1 to 2 days beforehand, after checking registrations and dietary requirements. Buy fresh salads and collect the cake on the day or the day before, depending on storage.
How many glasses and plates do I need for a weekend birthday?: Allow at least 2 drinking glasses per guest, plus wine glasses if wine is served. Plan one dinner plate and one dessert plate per guest, with 10 to 15% extra for breakage or replacements.
When should I start setting up for a weekend birthday?: Begin physical setup 2 to 3 hours before guests arrive. Put out tables, chairs, tableware, buffet equipment and decorations first; leave drinks, snacks and final food preparation for the last hour.

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.