Ready, Set, Party! Your Essential Kids Party Checklist
Planning a kids’ party can be an exciting yet a quickly overwhelming task.
With child number one, pregnant with number two, I made the mistake of forgoing the backup weather plan. As to be expected, it bucketed down both before and after the party, just narrowly escaping a complete party disaster!!!☔
If you’re fairly new to the kids party game and you have no idea where to start and want to debunk some of the etiquette around the, start with our Mastering Kids Birthday Party Etiquette article.
Organising a memorable kids’ party requires meticulous planning. If you’re on the lookout for a comprehensive ‘kids party checklist’ to ensure every detail is covered, you’re in the right place. This expertly curated guide is for you.
So, let’s get the sparks flying with our essential checklist, inspired by some near-miss moments, and breeze through your child’s party planning with fun and flair.
CHECKLIST
- Choose Party Theme + Date
- Create Guest List + Invitations + RSVP Follow-Up
- Select Venue + Decorations
- Plan or Book Entertainment and Activities
- Food + Cake
- Party Supplies and Favors
- Safety + Supervision
- Runsheet + Itinerary
- Capture Moments
- Party Favors + Thank-You Cards
- Backup Plan for Weather
- Budget Management
- Cleanup + Post-Party Tasks
1. Choose Party Theme + Date
Brainstorming and Decision Making
Sit down with your child to brainstorm theme ideas. Consider their interests, favorite movies, books, or activities. If your child is unsure, present a few theme options for them to choose from.
Date Selection
Align the party date with your schedule, family members, and your child’s friends. Avoid clashes with long weekends, public holidays, and significant local events. Timing and Duration Factor in the age group attending, activity types, and the weather when determining the best time of day. Keep the party duration between 1.5 to 3 hours, depending on the age group and activities planned.
2. Create Guest List + Invitations + RSVP Follow-Up
Guest List
Draft a list of invitees, including friends, classmates, and family members.
Invitations
Choose or design invitations that match the party theme. Include essential details: date, time, location, RSVP deadline, and any special instructions. For a smaller event you may like to create a fun design from one of the many templates available on Canva.
Try a digital invite like the beautifully designed ones available from Paperless Post with a range of kids invites from spaceships to unicorns your kids will love. These are not just a digital invite, Paperless Post allows you to track RSVPs, ask guests questions, and share your link directly how you like to.
RSVP Follow-Up
Set a deadline for RSVPs.
Follow up with guests who haven’t responded a week before the party to finalize numbers.
3. Select Venue + Decorations
Venue Selection
Choose a venue that aligns with your theme and accommodates the number of guests.
If you are set on your date, you often need to book three (3) to six (6) months in advance to secure this with many venues. There are many free options like home, parks and community centres. You will need to do a little more work to setup the venue and also clean up.
Alternatively choose from a venue who specialize in kids’ birthday parties like one of the many you’ll find in our Parties directory.
Decorations
Plan decorations according to the selected theme. Include balloons, banners, tableware, centerpieces, and other decorative elements. We love Partyora makes party theming a breeze with their eco party shop.
4. Plan or Book Entertainment, Activities & Games
Hire entertainers like magicians, clowns, or face painters if desired. Organize age-appropriate games, activities, or DIY craft stations.
5. Food + Cake
Decide on a menu that caters to kids and adults. Order or bake a themed cake or cupcakes. Consider dietary restrictions and allergies when planning the menu.
If you’re like us and not the everyday Martha Stewart making our own Sprinkle Cake (30 Kid-Friendly Birthday Cake Recipes) and eager to delegate some of the tasks then try your local bakery, finding a local cake maker via your local Facebook group, or look to one of the professionals with some like Happy Cake Day who have a delicious and beautifully presented range of kids cakes delivered to your location for those within the Brisbane region.
6. Party Supplies and Favors
Purchase party supplies such as plates, cups, napkins, and utensils. Prepare party favors or goody bags for guests to take home.
7. Safety + Supervision
Ensure the party area is safe and free from hazards. Assign responsible adults to supervise activities and monitor children for any incidents.
8. Runsheet + Itinerary
Create a detailed schedule outlining the party activities, including time slots for games, food, cake cutting, and other events. Consider also delegating tasks to family members who play a special role in your little one’s life, think aunties, uncles, grandparents and close friends by asking them to coordinate a game or bring the cake. This a wonderful opportunity to elevate them and give them an opportunity to be more engaged in this special occasion.
9. Capture Moments
Assign a photographer or designate someone to capture candid moments throughout the party. Consider setting up a photo booth with props for guests to enjoy.
10. Party Favors + Thank-You Cards
Distribute party favors to guests as a token of appreciation. Send thank-you cards post-party to express gratitude for attendance and gifts. These can be easily created in the same theme as your invitations using Canva or even Word. Take a look at Partyora for eco-friendly favour ideas.
11. Backup Plan for Weather
Have a contingency plan in case of inclement weather, such as a rain plan for outdoor parties.
12. Budget Management
Establish a budget for the party and track expenses to stay within your financial limits.
13. Cleanup + Post-Party Tasks
Schedule time for cleanup post-party, including disposing of decorations and cleaning the venue.
Send out thank-you notes, share photos with guests, and reflect on the party’s success.
By following this checklist, you’ll be well-equipped to plan a fun, safe, and memorable party for your child and their friends. Happy planning!
Ready to add a splash of colour to your inbox? SIGN UP here and unlock 10% OFF your first booking. You’ll receive weekly inspiration, exclusive offers and be the first to know about things to do, party experiences, giveaways, and special events for your kids + family. 
