Party Planning Timeline

The key to planning a party smoothly is to organize and identify deadlines. Here's a good timeline that you can follow and then tweak to your needs.

6-8 Weeks Before the Party

• Most important is to select a date, time and location for the party.
• Ask your child what type of party they want to have. Discuss the theme possibilities.
• Decide on the number of guests and create a guest list.
• If you want, call to book an entertainer, such as a clown or magician, to occupy children at the party.
• If you want personalized invitations, place the order so that they arrive at least 3 weeks before the party for you to send out.

3-4 Weeks Before the Party

• Prepare your invitations and mail or hand-deliver them to friends and family.
• Put your guest list near the phone so you can easily record responses as invitees call to RSVP.
• Ask a favorite babysitter, friend or relative to help out at the party.
• Or, you can also ask older siblings to help out.

2-3 Weeks Before the Party

• Create, select, or find 3 - 6 activities that will entertain children at the party.
• Purchase any supplies needed for the activities you selected.
• If you're serving a meal, decide on the menu. Be sure to ask your child what food they'd prefer to eat.
• Order a cake (unless you plan to bake one). Be sure to take your kids to look at them, too!

1 Week Ahead

• Call any invitees who have not responded.
• Decide on the schedule for the party. This includes the order of your selected activities, the time you want to serve food and/or cake, and, if it's a birthday party, when the birthday boy or girl will open presents.
• Try testing out any games or activities that are new or unfamiliar to you. That way, you won't be in for any unwanted surprises when the game launches at the party.

2-3 Days Ahead

• Purchase any pre-prepared food or groceries you plan to serve.
• Put the party favor bags together. Enlist the help of your children, too.
• Put fresh batteries in your regular or digital camera and/or Charge your video camera.
• Prepare any crafts that can be set up ahead of time. Be sure to also buy any craft supplies that are needed, too (i.e. glue).
• Bake any cookies or treats that can be made ahead and stored until your party.

The Day Before the Party

• Clean the party area. Put away items that may be dangerous or distracting, and definitely be sure to put away anything that's valuable or breakable.
• Bake or pick up the cake.
• If you're ordering a large batch of food such as pizza, call to arrange your order ahead of time so that they can get it to you when you want it at the party.
• Confirm with the entertainer and/or any helpers who you've asked to attend to make sure they will arrive on time.
• Sit down with your child and discuss his or her expectations for the next day. Tell them to have fun, but still help out directing all their friends to new activities.
• Pick up party supplies.

4 to 5 Hours Ahead

• Set the table and decorate around your house.
• If you are planning a birthday party, put the candles on the cake and place matches nearby.
• Get balloons filled/pick up pre-filled latex or Mylar balloons from the local store.
• If you're having the party at home, tie some balloons to the mailbox or the front porch to help mark the party location.
• If you want to go the extra mile, go to the street corner and write a sign that says "Party This Way".
• Place crafts and prizes near the activity location(s).
• Locate paper and a pencil for recording gifts (for thank-you notes).

1 to 2 Hours Ahead

• Consider putting your pets in an area away from guests.
• Get the birthday boy or girl and all siblings dressed for the party.
• Set up the first activity.
• Set up the treats you've made on a buffet-style table, because we know there will be hungry children very soon.

Have a Great Party!