Week-by-Week Planning for 10 to 100+ Guests

Birthday Party Planning Timeline

The #1 party planning mistake? Starting too late. A 20-kid home party needs 3-4 weeks. A 50+ guest venue party needs 8-10. Here's the exact week-by-week breakdown so nothing falls through the cracks.

3-12 Week Plans

10-100+ Guests

50+ Tasks Covered

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Quick Answer

Party Genius data shows you should start planning 3–4 weeks ahead for small parties (10–20 guests) and 8–12 weeks ahead for large events (50–100+). Book venues 2–3 months in advance. Send invitations 3–4 weeks before the party. Use the free checklist generator below for a personalized week-by-week countdown.

3–4: weeks for small
8–12: weeks for large
3 wks: invite lead time
2 hrs: setup buffer

Last updated: February 2026

Quick Planning Timeline by Party Size

Choose your party size for a detailed week-by-week breakdown

🏠

Small Party

10-20 guests

3-4 weeks

🎈

Medium Party

20-50 guests

4-6 weeks

🎪

Large Party

50-100 guests

8-10 weeks

👑

Grand Party

100+ guests

10-12 weeks

🏠

Small Party Timeline (10-20 Guests)

3-4 weeks of planning • Budget: $200-$500

Week 1 (3-4 weeks out)

Set budget ($200-$500 for this size)
Choose a date and confirm guest of honor availability
Pick a theme or party style
Draft guest list (10-20 people)
Book venue if not hosting at home

Week 2 (2-3 weeks out)

Send invitations (digital or paper)
Plan menu — finger foods, drinks, cake
Order or plan decorations
Plan 2-3 activities or games
Create a playlist

Week 3 (1-2 weeks out)

Follow up on RSVPs
Finalize guest count for food planning
Shop for non-perishable supplies
Confirm any helpers or volunteers
Order cake if not making it

Final Week

Buy perishable food and drinks
Prepare any make-ahead food
Set up decorations (night before or morning of)
Charge camera/phone, clear storage
Review day-of timeline

Generate your small party checklist

🎈

Medium Party Timeline (20-50 Guests)

4-6 weeks of planning • Budget: $400-$800

Weeks 1-2 (5-6 weeks out)

Set budget ($400-$800 for this size)
Choose date, confirm guest of honor
Book venue — restaurants, parks, or event spaces
Pick a theme and color scheme
Draft guest list (20-50 people)
Research entertainment options (DJ, photo booth)

Weeks 3 (4 weeks out)

Send invitations with RSVP deadline
Book entertainment or activities
Plan detailed menu (consider dietary needs)
Order custom decorations or signage
Plan party favors

Week 4 (2-3 weeks out)

Follow up on RSVPs
Finalize catering or food order
Create seating plan if needed
Prepare any speeches, slideshows, or tributes
Confirm all vendor bookings

Week 5 (1 week out)

Final headcount to venue/caterer
Shop for remaining supplies
Prepare party favors
Brief helpers on their roles
Do a walkthrough of the venue

Final Days

Pick up cake, flowers, last-minute items
Set up decorations
Prepare day-of emergency kit (tape, scissors, stain remover)
Review timeline with all helpers
Relax and enjoy!

Plan your medium party with AI

🎪

Large Party Timeline (50-100 Guests)

8-10 weeks of planning • Budget: $600-$1,500

Weeks 1-2 (9-10 weeks out)

Set budget ($600-$1,500 for this size)
Choose date — check for conflicts
Book venue that accommodates 50-100 guests
Choose a theme and overall vision
Start guest list — aim for 60-120 invites (expect 70-80% attendance)
Research and shortlist caterers

Weeks 3-4 (7-8 weeks out)

Book caterer with menu tasting
Book entertainment (DJ, band, photo booth)
Hire photographer if desired
Order custom decorations, signage, and lighting
Plan special moments — speeches, tributes, videos
Send save-the-dates for out-of-town guests

Weeks 5-6 (5-6 weeks out)

Send formal invitations with RSVP deadline
Plan detailed party flow and activities
Order party favors and gift bags
Coordinate parking and transportation
Plan a signature cocktail or drink menu
Book any rental items (tables, chairs, linens)

Weeks 7-8 (3-4 weeks out)

Follow up on outstanding RSVPs
Create seating chart
Finalize menu with caterer
Schedule setup and breakdown times with venue
Prepare tribute video or slideshow
Budget check — adjust if needed

Week 9 (1-2 weeks out)

Final headcount to all vendors
Confirm all bookings in writing
Prepare day-of timeline (hour by hour)
Assign specific roles to helpers
Pack emergency kit and supplies

Final Days

Venue walkthrough with key helpers
Set up decorations (day before if possible)
Confirm delivery times for all vendors
Charge all devices, test sound system
Get a good night of sleep!

Pro tip for 100+ guests: Add 2 extra weeks to this timeline. Send save-the-dates at week 1 and formal invitations at week 6. Budget $1,000-$3,000+ and assign at least 4 helpers for the day-of.

Track all tasks in one dashboard

Milestone Birthday Timeline Adjustments

Milestone birthdays need extra planning time for special touches

30th Birthday

+ 1 week

Surprise party coordination

Extra time for coordinating the cover story, recruiting a "bring-them-there" person, and managing a secret group chat.

View 30th ideas

40th Birthday

+ 2 weeks

Decade retrospective prep

Time to collect photos from 4 decades, create a memory wall or tribute video, and source specialty "Fabulous at 40" decor.

View 40th ideas

50th Birthday

+ 3 weeks

Golden celebration sourcing

Gold-themed decor takes longer to source. Coordinating guests from all life chapters (childhood, college, career) needs extra lead time.

View 50th ideas

60th Birthday

+ 3 weeks

Multi-generational planning

Accommodating guests ages 5-85+ requires accessibility planning, varied food options, and earlier party times. Diamond-themed decor also needs sourcing.

View 60th ideas

Day-Of Timeline Template

Hour-by-hour schedule for a typical 3-hour party

T-2 hoursSetup begins — decorations, table settings, food prep area

T-1 hourFood and drinks arranged, music started, final walkthrough

T-30 minHelpers in position, photographer arrives

StartGuests arrive — welcome drinks, mingling, music

+30 minAll guests arrived — group welcome or toast

+45 minActivities, games, or entertainment begins

+1.5 hrsFood service — buffet opens or plated dinner served

+2 hrsCake ceremony — singing, candles, photos

+2.25 hrsSpeeches, tributes, or special moments

+2.5 hrsDancing, open socializing, dessert

+3 hrsParty favors distributed, thank-yous begin

+3.25 hrsGuests depart, cleanup begins

Get an Interactive Checklist

Our free checklist generator creates a personalized, interactive planning checklist based on your party size, date, and theme. Track progress, assign tasks, and never miss a detail.

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Party Planning Timeline FAQs

How far in advance should I plan a birthday party?

Start planning 3-4 weeks ahead for small parties (10-20 guests), 4-6 weeks for medium parties (20-50 guests), 8-10 weeks for large parties (50-100 guests), and 10-12 weeks for grand celebrations (100+ guests). Popular venues should be booked 2-3 months ahead.

What should I do first when planning a birthday party?

The first three steps are: (1) Set your budget, (2) Choose a date and confirm the guest of honor is available, (3) Book the venue. These decisions drive every other planning choice. Start a guest list draft in the first week too.

How do I plan a birthday party for 100 guests?

Start 10-12 weeks ahead. Book a venue that seats 100+ (budget $500-$2,000). Send save-the-dates at 10 weeks, formal invitations at 6 weeks. Book catering and entertainment by week 8. Confirm RSVPs by week 3. Create a detailed day-of timeline with assigned helpers.

When should I send birthday party invitations?

Send invitations 3-4 weeks before the party for casual gatherings and 4-6 weeks ahead for formal or large events. For milestone birthdays with guests traveling from out of town, send save-the-dates 8-10 weeks ahead.

What should a party day-of timeline look like?

A typical 3-hour party: Setup (2 hours before), Guest arrivals and mingling (30 min), Activities/games (45 min), Food service (30 min), Cake and singing (15 min), More socializing (30 min), Party favors and farewells (15 min), Cleanup (30 min after).

How long does it take to plan a milestone birthday party?

Add extra time for milestone birthdays: 30th parties need 1 extra week for surprise coordination, 40th parties need 2 extra weeks for decade retrospective prep, and 50th+ parties need 3 extra weeks for golden/diamond decor sourcing and multi-generational planning.