Birthday Celebrations

Birthday Party Planning Checklist

Everything you need to plan a celebration — from setting the budget to party day.

Step One

Start With the Budget

Before booking anything, decide what you can comfortably spend.

Budget Setup

Set your total party budgetDecide who is helping payDetermine the amount they are contributingCalculate your portion of the budgetDecide whether contributions are gifts or need to be repaidLeave 10–15% of your budget uncommitted for last-minute expenses

A Realistic Birthday Party Budget

Costs can vary tremendously depending on the number of guests, venue and entertainment. A simple party at home may be a few hundred dollars, while a venue-based party with entertainment can easily reach $1,000 or more.

Expense	Planned	Actual
Venue
Food & Drinks
Cake/Desserts
Entertainment/Activities
Decorations
Invitations
Photographer
Party Favors
Birthday Outfit
Rentals
Yard Sign/Birthday Sign
Tips & Service Fees
Taxes/Delivery Fees
Miscellaneous
TOTAL	$0.00	$0.00

Helpful rule: Price the big three first — venue, food and entertainment. Those choices will tell you how much is really left for everything else.

Your Timeline

Party Planning Timeline

6–8 Weeks Before

Choose the date and timeSet the budgetDetermine who is helping payCreate the guest listChoose a theme or general party styleReserve the venueBook entertainment or activitiesBook photographer, rentals or other vendorsAsk about deposits and cancellation policiesStart a list of payment due datesConsider a rain plan for outdoor parties

3–4 Weeks Before

Send invitationsOrder the cake or dessertsPlan food and drinksOrder decorationsReserve tables, chairs, tents or inflatables if neededOrder a birthday yard sign or special signagePlan games and activitiesPurchase or order party favorsConfirm parking and accessibilityAsk guests about allergies or dietary needs

1–2 Weeks Before

Follow up on RSVPsConfirm final guest countConfirm all vendorsCheck remaining balances and due datesCreate a party-day timelineBuy nonperishable food and drinksGather serving pieces, coolers and suppliesPurchase candles and a lighterPrepare decorations that can be assembled earlyDecide who will take photos and videoAssign family/friends specific jobs

1–2 Days Before

Buy fresh food, ice and beveragesPick up cake if neededCharge phones, cameras and speakersPrepare party favor bagsPack decorations and suppliesDouble-check weather for outdoor partiesConfirm arrival times with vendorsHave cash available for tips if appropriateClean/prep the party areaGet some rest!

Party Day

Set up earlyPut candles and lighter somewhere easy to findSet out trash and recycling containersDesignate a spot for giftsKeep food at safe temperaturesTake a photo before guests arriveMake sure the birthday person gets to enjoy the partyTake group photos before anyone leavesPay any remaining vendor balancesCollect personal items before leaving the venue

Don't Forget the "Little" Expenses

These are often what push a party over budget: ice, delivery fees, taxes, gratuities, paper products, serving utensils, balloons, candles, last-minute food, extra guests, parking, gas, venue cleanup fees and forgotten decorations.

Ready to Celebrate?

Find Local Birthday Vendors

Browse venues, caterers, entertainment, photographers and more throughout Moore, Lee, Richmond, Hoke and Montgomery Counties.

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