How to Plan a Birthday Party in 30 Days

To plan a birthday party in 30 days, start by locking in your date, theme, and budget (days 30--25), then handle invitations, menu, and activities (days 24--18), shop for supplies (days 17--11), confirm everything (days 10--4), and do final prep (days 3--1). That's the whole framework. The rest of this guide is me telling you exactly what to do each week so nothing falls through the cracks.

Look, I've helped plan more birthday parties than I can count. I've also been the parent standing in the kitchen at 11 PM the night before, frosting a lopsided cake while frantically Googling "easy party games for 7 year olds." Both of those things can be true at the same time.

Here's what I know for certain: thirty days is plenty of time to plan a birthday party — if you do the right things in the right order. The problem isn't that parents don't work hard enough. It's that most birthday party planning timelines treat every task as equally urgent, and they're not. Some decisions need to happen in week one or they'll cascade into chaos. Others can wait until the night before and be totally fine.

This is the step by step party planning guide I wish someone had handed me before my oldest turned four and I somehow forgot to buy candles, plates, AND ice — all in the same party.

What Does a 30-Day Party Planning Timeline Look Like?

Before we dive into the details, here's the whole birthday party planning timeline in one place. Bookmark this — you'll come back to it.

Days Out	Phase	What You're Doing	The Vibe
30--25	Foundation	Date, theme, budget, venue	Big decisions, zero stress
24--18	Details	Guest list, invites, menu, activities	Getting specific
17--11	Shopping	Decorations, cake, supplies, favors	Action mode
10--4	Confirm	RSVPs, vendor calls, day-of timeline	Tying up loose ends
3--1	Final prep	Groceries, baking, setup	Almost there
Day of	Party time	Setup, enjoy, breathe	You did it

Now let's break this down week by week — with the real talk that most party planning checklists leave out.

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What Should You Do 30-25 Days Before the Party?

This is the week most parents try to rush through. Don't. These decisions are the load-bearing walls of your entire party. Get them right and everything else clicks into place. Get them wrong and you'll be scrambling for the next three weeks.

Pick Your Date and Time First

Before you even think about themes or decorations, nail down the date. I know that sounds obvious, but I've watched parents spend two weeks picking the perfect dinosaur party theme only to realize their venue isn't available on the one Saturday that works.

A few things most guides won't tell you:

• Saturday at 2 PM is the hunger games of party scheduling. Every kid in your child's class has a party that slot. Consider Sunday mornings, Friday evenings, or Saturday at 10 AM. Less competition for venues, more RSVPs.
• Morning parties are a secret weapon for kids under 6. Kids are at their best before noon. By 3 PM, you're managing tiny sleep-deprived humans who cry because their balloon is the wrong shade of blue.
• Text three or four parents from your child's friend group before committing to a date. A two-minute group text saves you from picking the same weekend as your kid's best friend's party.

Choose a Theme (But Don't Overthink It)

Here's the thing about themes — they're a decision-making framework, not a design mandate. A good theme means you can walk into a store and immediately know what to grab. A space party theme means dark blue tablecloths, star stickers, and "rocket fuel" juice boxes. Done. No standing in the party aisle for 40 minutes debating color palettes.

Ask your kid. Their answer might surprise you. My nephew once insisted on a "construction and butterflies" party, and honestly? It was the most creative one I've ever seen.

Not sure where to start? Browse our party theme ideas for over 100 options with curated activities, menus, and decorations for every age group.

Set a Real Budget

Write down what you can actually spend — not what Pinterest makes you think you should spend. A wonderful party can happen at $50 or $500. The kids genuinely do not care whether the plates are from the dollar store or a boutique party supplier. I promise.

Here's a rough breakdown that works:

• Venue: 0--40% (zero if you're hosting at home — which I recommend for most parties)
• Food and drinks: 25--30%
• Decorations: 10--15%
• Activities and entertainment: 10--20%
• Party favors: 5--10%
• The stuff you'll forget: 5--10% (candles, tape, extra bags, ice)

That last line matters. Build in a buffer. You will forget something, and it's much less stressful when the money for it is already accounted for. If you're working with a tight budget, our guide to budget birthday party ideas under $100 has a ton of ideas that don't feel cheap.

Book Your Venue (Or Commit to Home)

If you're hosting at home, congratulations — you just saved a serious chunk of budget and gained total flexibility. Your backyard, living room, or garage can become anything with the right decorations.

For external venues, book now. Popular spots fill up 3--4 weeks out, especially on weekends. When you call, ask:

• Setup and cleanup windows (some give you only 30 minutes — that's not enough)
• What's included versus what you need to bring
• Outside food policies
• Capacity limits and parking

Hot take: Parks are underrated. Free, tons of space, kids can run wild. Bring a portable speaker, some blankets, and a folding table. Just have an indoor backup plan in case of weather.

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What Should You Plan 24-18 Days Before the Party?

With the big decisions behind you, this week is where your party starts to take shape. Every choice you make now is easier because your theme and budget are already set.

Build Your Guest List

The classic formula is your child's age plus one — so a 5-year-old gets six guests. But honestly, use whatever number makes sense for your space, budget, and sanity.

The real question nobody talks about: do parents stay or drop off? For kids under 5 or 6, parents almost always stay. That doubles your headcount for food and seating. For ages 7 and up, most parents are thrilled to drop off and have two hours of freedom. Make your expectation clear on the invitation so there's no awkward lingering at the door.

Send Invitations Two to Three Weeks Out

Digital invitations are the move. They're free, they track RSVPs automatically, and they can't get lost in the bottom of a backpack — which is where approximately 100% of paper invitations end up.

Include on every invite:

• Child's name and age
• Date, start AND end time (parents need that end time)
• Address with parking notes
• Theme and any costume details
• RSVP deadline — set it for 10 days before the party
• Allergy/dietary restriction question
• Your phone number

Set that RSVP deadline and mean it. You need a headcount for food, favors, and seating. Following up isn't rude — it's necessary.

Plan Your Menu (Keep It Simple)

Most parents overthink food. Kids at a party are running on pure adrenaline and cake. They're not evaluating your charcuterie board.

For a 2-hour party, you need:

• One main thing (pizza, sandwiches, hot dogs, pasta)
• Two sides (fruit, veggie sticks, chips, popcorn)
• Cake or cupcakes
• Juice boxes and water

That's it. Seriously. If you want to theme it up, just rename things. "Dinosaur claws" (chicken strips), "fairy dust popcorn" (popcorn with sprinkles), "pirate's treasure" (goldfish crackers in a little chest). The labels do 90% of the work.

The number one thing parents forget? Ice. Every single time. Write it in all caps on your shopping list. And buy twice as much as you think you need if the party is outdoors.

When RSVPs come in, note any allergies. Having one safe option for every kid — like fruit or plain popcorn — means nobody feels left out.

Plan Activities (But Not Too Many)

Here's where I'm going to go against most party planning guides: don't schedule every minute. Kids need unstructured time or they melt down. I've seen beautifully planned parties go sideways because the parents were herding overstimulated 6-year-olds from one activity to the next with zero breathing room.

A solid 2-hour party flow:

1. Arrival activity (15 min) — Something low-key that kids can join as they trickle in. Coloring, sticker station, building blocks.
2. One big group activity (20--25 min) — A craft, treasure hunt, relay race, or organized game. This is your centerpiece.
3. Free play (15--20 min) — Let them run. Let them be loud. This is not wasted time.
4. Food and cake (25--30 min) — Including the singing and candle moment.
5. Wind-down activity (10 min) — Something calm before parents arrive. A short story, watching what they made, opening a group photo.

Always have one backup activity in your pocket. A freeze dance contest or Simon Says requires zero supplies and saves you when the craft takes five minutes instead of twenty.

For indoor party ideas that work rain or shine, check out our indoor birthday party ideas guide.

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What Should You Shop for 17-11 Days Before the Party?

Week 3 is when the panic usually sets in. You'll be at Target thinking "do I need 24 plates or 30?" and the answer is always 30. Always. Buy a little extra of everything — the worst case is you have leftover napkins, and the best case is you're not sprinting back to the store the day before.

Decoration Shopping

Your theme makes this easy. Make a list organized by zone:

• Entrance: Welcome sign, balloon cluster, banner
• Tables: Themed tablecloths, plates, cups, napkins, centerpiece
• Activity area: Any themed props or signage
• Photo spot: A simple backdrop — even a solid-color tablecloth on the wall works

Where to shop, ranked by value:

1. Dollar stores — goldmine for basics (balloons, streamers, solid-color tableware)
2. Amazon — themed items, usually arrives in 2 days
3. DIY — honestly, a hand-painted banner means more than a store-bought one
4. Party supply stores — good for specialty items, but pricier

Order or Plan the Cake

Ordering from a bakery? Place the order this week. Most need 7--10 days' notice, and the good ones book up fast. Bring a reference photo and confirm the pickup time.

Making it yourself? Choose a recipe you've made before. The night before a party is not the time to attempt your first fondant. Sheet cakes with themed toppers look great and are dead simple. Cupcakes are even easier — no cutting, no plates, no arguments about who got the bigger slice.

Gather All Activity Supplies

Go through your activity plan and list everything you need. Every single thing. Scissors, glue sticks, markers, tape, stickers, game prizes, a speaker for music, batteries. Check what you already own first — I've bought more glue sticks than any human should because I didn't check the craft drawer.

Assemble Party Favors

Keep favors simple and skip the junk-drawer-filler approach. For birthday party ideas for specific ages, our guide covers what works for every age group. The best favors are things kids will actually use:

• A small toy tied to the theme
• Playdough, bubbles, or sidewalk chalk
• A craft they made during the party — this is genius because it doubles as an activity
• A bag of treats
• Stickers and a mini activity pad

For a detailed shopping list broken down by category, our birthday party planning checklist covers everything you might need.

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What Should You Confirm 10-4 Days Before the Party?

The party is getting close and this is the week where good planning pays off. You're not scrambling — you're confirming.

Chase Down RSVPs

Your deadline hits this week. Anyone who hasn't responded gets a friendly text: "Hey! Just finalizing headcount for Mia's party on Saturday — are you guys able to make it?" That's not pushy. That's planning.

You need a firm number for food quantities, favor bags, and seating. Don't wing it.

Confirm Every Vendor

Call or message everyone involved:

• Venue (if external) — confirm your time slot and what's provided
• Bakery — confirm order details and pickup time
• Any entertainers or performers — confirm arrival time and what they need from you
• Food delivery or catering — confirm order and delivery window

Build Your Day-of Timeline

This is the single most important document you'll create. Write out the party day hour by hour:

• When you start setup
• When helpers arrive (and what each person is doing)
• When each activity starts and ends
• When you bring out the cake
• When the party ends
• When cleanup happens

Share this with everyone helping. Text it to your partner, your friend who's coming early, your parents. When the day gets hectic — and it will — this timeline keeps everyone moving in the same direction.

Start Prepping

Some things can be done early:

• Build a party playlist — Background music sets the mood. Even a random Spotify kids playlist works.
• Charge everything — Phone, camera, portable speaker.
• Prep food that stores well — Wash and cut veggies, portion snack bags, make dip.
• Inflate air-filled balloons — These last several days. Save helium balloons for the night before or morning of.

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What Do You Need to Do 3 Days Before the Party?

You're almost there. Everything is planned, everything is purchased. These last days are just assembly.

Three Days Before

• Grocery shop for all food and drinks. Buy more than you think you need — especially drinks and ice.
• Test your activities — Do the craft once to make sure it works and you have enough supplies. Run through treasure hunt clues to check they make sense.
• Check the weather if you're hosting outdoors. Don't just hope for the best — have a real backup plan.
• Prep a small first-aid kit — Band-aids, antiseptic wipes, ice packs. One kid will need a band-aid. It's basically a law.

Two Days Before

• Bake the cake if you're making one (frost it tomorrow).
• Assemble favor bags.
• Clean the party areas and bathrooms if hosting at home. Don't deep clean the whole house — nobody's inspecting your bedroom closet.
• Charge all devices — camera, phone, speaker, anything with a battery.

The Day Before

• Pick up the bakery cake or frost your homemade one.
• Set up everything you can — Table settings, decorations, activity stations. Anything that won't be disturbed overnight.
• Prep food that keeps — assemble sandwiches, cut fruit, portion snacks.
• Lay out all serving dishes, utensils, and napkins so you're not digging through drawers tomorrow.
• Do a final walkthrough — Go through your day-of timeline item by item. Is every supply ready for every activity? Is the lighter for the candles somewhere you can find it?
• Go to bed at a reasonable hour. Tomorrow is going to be great, and you're going to want the energy to enjoy it.

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What Should You Do on Party Day?

Everything you've done for the past month comes together today. The planning is over. Now you get to watch your kid's face light up.

Setup (2--3 Hours Before)

• Start setup early. Give yourself more time than you think you need.
• Delegate immediately — one person on decorations, one on food, one on activity prep. Don't try to do it all yourself.
• Put up the welcome sign and balloons at the entrance first — it sets the mood for you too.
• Set up the photo backdrop early.
• Walk through the space like a guest — Is the entrance clear? Can parents find the bathroom? Is there somewhere to put gifts?

During the Party

• Greet every child by name at the door. Have a clear plan for where parents sit or drop off.
• Follow your timeline but stay flexible. If kids are in the middle of an epic imaginary game, let it run a few extra minutes. The schedule serves you, not the other way around.
• Assign a photographer — Ask a friend or family member to take photos so you can actually be present. The candid shots of your kid laughing with their friends are the ones you'll treasure, not the perfectly posed group shot.
• When something goes wrong — and something will — stay calm. The cake slides off the plate? Laugh about it. A game falls flat? Pivot to free play. Kids are remarkably adaptable. They won't remember the hiccup. They'll remember that you smiled through it.
• For the cake moment: Have candles, a lighter, and the camera ready before you bring the cake out. Dim the lights if you can. This is the memory.

After the Party

• Send kids home with favors and a thank-you at the door.
• Do a quick cleanup — trash, perishables, anything that'll attract ants. The deep clean can wait until tomorrow.
• Save a piece of cake for your kid. They were probably too excited to eat much during the party.
• Send a thank-you text to parents within a day or two. A photo from the party is a nice touch — "Thanks for coming! Here's Liam building his rocket with Ethan."
• Celebrate yourself. You planned and pulled off an entire birthday party. That deserves at least a glass of wine and a long sit on the couch.

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How to Plan a Birthday Party Without the Spreadsheet

If you've read this far and thought, "This is incredibly helpful but also I would love to not manage all of this myself" — yeah, I hear you.

Party Genius AI creates a complete, personalized 30 day party plan in minutes. You tell it your child's age, theme, budget, and guest count, and it generates a detailed checklist, timeline, themed menu, activity ideas, shopping list, playlist, treasure hunt clues, and more — all tailored to your specific party.

No spreadsheets. No 47 open browser tabs. No forgetting the ice.

Start planning your party and see how a birthday party planning timeline can basically run itself.