The Ultimate Birthday Party – Planning Timeline

You have an excellent event coming up and you realize you ought to be party arranging … however, where do you begin?

What you really want is a party arranging guide. The most effective method to design a birthday celebration can be a piece overpowering, yet when you split it up into more modest errands, it turns into a piece of cake. Indeed, that is a quip.

In the event that you’re confronting party anticipating a Big-O birthday and it has you in tangles, dread not! Follow these moves toward charm your visitors and feel your pressure liquefy away quicker than the Fairy Godmother kitted out Cinderella for the ball.

Also you read The Ultimate Birthday Party – Planning Timeline

The Ultimate Birthday Party

3 Months and Counting …

Begin early! On the off chance that you’re new to party arranging, or the occasion is a doozy with many individuals and exercises, slide the clock back a couple of months to permit yourself additional time.

Remember this while booking scenes also. A few bigger, more well known scenes might should be reserved significantly sooner on.

1. Pick a Party Theme

Do you truly require a topic? The short response is yes! Occasion subjects aren’t only for your niece’s birthday celebrations, grown-up parties need them as well. A subject resembles the spine of an occasion that all that pivots off, for example,

  1. Scene
  2. Style
  3. Exercises
  4. Cooking
  5. Clothing standard
  6. Realizing that you really want a subject, and having the option to pick one are two unique things. The choices are unending however to assist you with choosing, think about these perspectives:
  1. Formal or casual?
  2. What does the birthday individual cherish most?
  3. Is your subject brightening, or will it channel through to exercises?
  4. What season is the party occurring ready?
  5. Do you have an action at the top of the priority list that could direct the subject?
  6. Here are some pleasant occasion subject plans to consider.

2. Decide On Your Budget

The following large thing is to conclude the amount you need to spend on the event. The sum you’re willing to save for your party spending plan is totally dependent upon you.

An effective party doesn’t rely upon how much cash tossed at it. A very much arranged party on a shoelace can be one of the most significant. At the same time, having a piece extra to spend on exceptional contacts can make for a memorable night.

Whenever you’ve worked out on sum, put it into a calculation sheet and track it constantly. Gatherings can be cash gobblers, yet keeping steady over your spending will assist you with deciding. (Do you truly require those charming jewel beat twizzle sticks? Checking your figures will go with that choice for you!)

3. Choose a Date and Time

Start with a few dates that would work for you. Have some backup dates picked out before you book the venue in case the venue isn’t available on your ideal date. If you’re collaborating on the party planning, run the dates by the rest of your team, in case there’s an obvious clash that you’re not thinking of.

4. Book A Venue

On the off chance that you don’t have a scene as a primary concern, the web is an extraordinary spot to begin. As you’re looking over, make a point to peruse surveys that clients have composed. You’ll rapidly figure out the spot.

At the point when you contact settings, remember this rundown of inquiries:

  1. What number of individuals could the scene at any point oblige?
  2. Does the scene suit the style of your occasion?
  3. What administrations are accommodated the rental you’re paying?
  4. Is there an incredible view?
  5. Does the setting permit outside merchants?
  6. Is there a base spend per individual prerequisite? (NB! This could blow your financial plan!)
  7. Is there enough parking spot?
  8. Track down a setting that suits your subject. Whether it’s bowling, sailing or hiking up a little mountain for a la mode outing, the right scene establishes a vibe for your party.

5. Guest List

Who are your party individuals? Pop them on the rundown!

Matching your list of attendees to the spending plan and setting is a tad of a shuffling act. Begin wide and make the rundown as comprehensive as could be expected. Permit those on the periphery to drop off in the event that you really want to adapt to financial plan or setting reasons.

Convey electronic save-the-dates or early so that individuals can book out that time quite a bit early. This is particularly significant assuming that you’re welcoming individuals from away who might have to make travel and convenience game plans.

6. Book Entertainment

If you have your heart set on live music, choose and book your favourite band early as they get snaffled up quickly. Not sure what type of birthday party band to choose?

50 Guests

For a smaller soirée, you want a vibe that is a little more intimate. The warm combination of voice and guitar of an acoustic duo delivers just the right level of vibrancy, without over-powering the gathering.

100 – 150 Guests

A bigger crowd will benefit from the larger sound of a contemporary party band. Known to bring the party with them, these musos fill the dance floor with their songs and inject life into an occasion.

Summery Outside Events

For larger events that take place outdoors, nothing beats the full-body sound of a jazz band or string quartet. Fill the marquee with lyrical riffs to delight your guests and make it a night to remember.

Other Entertainment

In addition to live music, adult party ideas can include all sorts of games and activities that help the guests get to know each other and make everyone feel more comfortable.

  • DIY pizza stations
  • Themed photo booth
  • Trivia quizzes
  • Party games
  • Karaoke
  • Bandeoke (What is Bandeoke?)

The best party entertainment should involve everybody to the extent that they’re comfortable participating. It’s a bonus if the activities lead to lots of laughs. If you’re stuck for ideas, think through some of the kid’s party games and figure out how you can upgrade them for adults.

7. Book a Photographer

Photographic artists are a standard piece of wedding festivities, however why not catch the minutes at a birthday festivity as well? While Aunty Daisy’s hazy camera snaps make for a decent memory, an expert picture taker will convey shots that can be outlined and held tight your walls.

An assortment of impeccable party photographs can be utilized to create a composition that can be shipped off all visitors with a card to say thanks after the party.

8. DIY Party Decor

If you’re the hands-on type of party planner who loves to dive right in to make the party look gorgeous, now is the time to stock up on your supplies. this gives you plenty of time to nail all those hand-made elements that will make the party special.

1 Month and Counting …

You’ve set up the framework, now it’s time to start filling in all the details. Don’t let stress or worry steal your joy. Take a few moments to soak in the feeling of creating something wonderful. There, that’s better. Now back onto planning.

1. Send Out Invitations

You can go the traditional route of sending printed invitations through snail-mail. The nice part of sending out something physical is knowing that your event will likely take centre stage on the fridge as a reminder! Factor in printing and postage time when you send these out.

Going green is becoming more popular too. There are online invitation services available that will let you design and send invitations, track the RSVP’s for you, and even send out reminders. Your event won’t be up on the fridge, but it will show up on their phone which is also effective.

2. Place Catering Orders

Put in your orders for drinks and non-perishables. As your RSVP’s come in, you can continuously change your last request if fundamental.

Check with the pastry kitchen on how long early you need to put orders for heated products.

Have you considered recruiting a culinary specialist? This is a hot pattern that is consistently on the ascent that will take all the cooking heat off you. Pick a culinary specialist that comes energetically suggested and you can have confidence that your visitors will be very much taken care of and will eat in style!

3. Finalise Decor

If you’re DIY’ing, now’s the time to finish up. You don’t want to be hot-glueing hessian on the night before the big ‘do’! If you’re buying decor, hit the shops and get what you need. This gives the shop time to order anything they may have run short on. A third option is to borrow decor from another event and simply style it to suit the mood and feel you want to create for the party.

4. Plan Activities

This step will flow naturally from your theme and the planning you’ve already done. At this point, you can start gathering all the things you need for the activities.

5. Gather a Team

Whether you rope in volunteers from your friends, enlist family, or hire event staff for the evening, make sure that you have enough help for:

  1. Setting up on the day
  2. Helping throughout the event
  3. Cleaning up afterwards

For special occasions, it is a great idea to hire in help to give everyone time to be together, without fussing over washing dirty dishes. At the same time, if you’ve got a group that works together well, setting up and cleaning up can be a fantastically social time.

Just a note re hiring: Make sure you get a quote in writing that specifies how many hours they’re available for and at what rate. You don’t want to be caught out by staff that leave early, leaving you up to your elbows in soapy water.

1 Week and Counting …

Nearly there! Try and do as much as you can during this week to free up some breathing space on the actual day of the party. You want to leave a bit of room on the day for being in the moment, making memories and letting your hair down too.

1. Check on RSVPs

Follow up with any guests who haven’t RSVP’d yet. Once your guest list is complete, it can go to caterers and anyone else that is involved with the party organising.

2. Place Bakery and Catering Orders

If the bakery didn’t require a longer ordering time, now is the time to place your cake, tarts, cupcakes, or pie orders. Using your confirmed guest list, you’ll have accurate numbers for ordering.

For fast-food catering such as pizza or sandwiches, find out now how far in advance they need bookings to be done by.

3. Party Hashtag Time

Create your party hashtag and start sharing it around. What’s the point of a party hashtag? A unique party hashtag is a great way of getting to see all the photos posted by guests on social media. You’ll get to see the party through other eyes and relive the special occasion in glorious technicolour.

The Day Before

Only one more sleep! And one more day to get the last few things organised.

1. Shop and Collect

Go grocery shopping for what you need. You can also make use of a delivery service if that’s easier.

Pick up your bakery order. Take a moment while you’re still in the shop to check on what’s in the boxes to make sure it’s what you ordered. You may feel too rushed to take time for this, but it’s worth doing while you’re still at the bakery just in case they’ve muddled things up.

2. Tip Envelopes

Get tip envelopes ready for party entertainers, staff, and the chef if you hired one.

3. Catering

Place fast-food orders, unless you were advised to do this earlier by the company.

Prepare any non-perishable food items.

4. Check and Decorate the Venue

You may be able to get into the venue the day before to set up. If the venue has another booking, you’ll only be able to get in on the actual day of the party. Find out before the time so you can plan.

Check your contract to see who is responsible for cleaning before, during, and after the event. If the responsibility is yours, make sure you’ve lined up a team to do so.

Once you’re in the venue, check to make sure that the main area and the bathrooms are spotlessly clean. Then you can unleash your decor skills and transform the place.

Party Day Plans

You did it! You’ve made it to party day. Once you’ve covered these last few things, you can go off to get yourself ready knowing that everything is all ready for the guests to arrive.

1. Buy Ice

You can ask one of your team to do this. Just make sure there are containers for it, whether you use cooler boxes, metal tubs, or store the packets of ice in the deep freeze.

2. Final Decor Touches

If you’re using fresh cut flowers, you can set them out on the day. Put centrepieces on tables and any other final touches.

3. Outdoor Events

Check the weather and prepare accordingly. If you opt for an outdoor event, always have a backup plan in case the weather sours. Umbrellas, umbrella caddies, string lights and citronella candles add charm to an outdoor party.

4. Welcome Your Guests

With the scene set, you are ready to kick off your shoes and dance the night away! Or whatever else you’ve got planned.

Step back, take a moment to switch from planning mode and allow yourself to enjoy the occasion knowing that you’ve covered all the bases. Now is the time to make some memories!

5. Clean Up Afterwards

Once the party is all over and the happy guests have left, it’s time to clean up. Take down all your decor and get things ready to be returned. This is a good time to have a cleanup crew with you.

Party Planning Checklist at the Venue

Renting a venue for a party comes with its own set of things to be aware of. To help you, we’ve put together a venue checklist to make sure you’ve got it all covered. Here’s what to find out from the venue organisers.

Rental Times

What time will your party crew be allowed to come in and set up? Can you get in the day before, or only on the day?

What time will you need to be all packed up and out by on the day after the party? Find out if there’s an option to pick up items the following day.

Important Contact Numbers

Put the number of the venue manager on speed dial. In the case of an emergency, such as being locked out of the venue, it is useful to know exactly who to call. The venue manager is usually on standby when an event is running.


Get the lowdown on the venue’s parking protocol. Where is the parking, and is it free of charge? If it’s a paid parking lot, does the venue provide a valet, and who will be responsible for that cost?

Party Tech

Do you intend to run a slideshow to celebrate the birthday person? If so, does the venue provide the equipment you’ll need, or do you have to organise and bring it with you? Make sure you bring the electricity cables and the AV cables to connect the computer to the projector.

Who will put together the slideshow? Is it something you have the skill to do, or do you need to find someone who can? What do you want the content to be? Will you need to source old photos and snippets of memory-rich music?


Find out if the venue only works with a list of their preferred vendors. If not, you’re free to bring in your own choice of people. Find out if deliveries can be made directly to the venue, and if so, where they would be stored.

Other Things To Consider When Planning a Party

There is always more than one way to tackle any project. Planning a party is no different. As you take on the challenge, here are some other things to consider.

Solo Sally or Dream Team?

When it comes to organising, party planning, and making decisions, you might find it easier to plan by yourself. If you are confident in your admin abilities and are happy to take on the workload, this may be the right way to go. Just make sure that you bring in enough helpers when you need things to get done.

There’s an App for That

If you love bouncing ideas around and find the creativity of others inspiring, you will probably thrive on working in a team. If this is the route you decide on, there are handy collaboration apps that will help you as a team to communicate and share ideas. There are also party planning apps and websites that will help you track, and stay on top of all your planning.

All About The Cake

A birthday cake is in many cases the star of the party. This is one component that you can use to make a perfect visual impression of the party subject. A wonderfully planned and embellished birthday cake will be both an ice breaker and a sweet finish to the festivals.

Ensure you understand what the birthday individual’s #1 sort of cake is. There’s no restriction on what a birthday cake ought to be, so go ahead and get down to business while arranging this piece of a birthday celebration.

How To Plan A Birthday Party – Made Simple

Step by step instructions to design a birthday celebration isn’t hard. Step by step instructions to make it one that individuals will recollect and discuss into the indefinite future is another story.

Between all the sparkle and marvelousness, the scrumptious food and the temperament, what makes a party generally important? There are two fixings to otherworldly recollections … great organization and incredible music. It depends on you to gather together your closest companions and give the organization, yet we can assist with the music.

Anything that energy you’re needing to make, we have a band to coordinate. Reach us for melodic sorcery to make your party an important thing to keep in mind!

The Ultimate Birthday Party
The Ultimate Birthday Party

Leave a Comment