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Birthday Party Checklist

  • Three weeks to a month in advance:

    • Guests. Write down your guestlist.

    • Budget. Create your budget. Be realistic, but leave flexibility for last-minute problems or ideas.

    • Theme. If you want to have a theme birthday, choose it now. It'll affect the decoration, the invitations and the cake.

    • Rental. If you need to rent anything that you don't own, go to your party store and make the reservations now.

    • Food. Write down a tentative menu, and include beverages.

    • Shopping list. From the menu, write a grocery shopping list for the weeks to come. You can buy any non-perishables at this point.

    • Activities. Choose the games and activities for the guests. If children are involved, make two sets of activities: one for the kids and one for the adults.

    • Invitations. Write down and send your invitations. Mailing invitations is very formal; nowadays an email is sufficient. You can even use Facebook and other social networks to manage your guestlist, but don't neglect those who are not on these websites.

    • Entertainment. Look up local entertainers if you plan on hiring one for a few hours. Internet business databases are good for reviews of such services. Book one that has a good reputation.

  • Two to three weeks in advance:

    • Favours. If you plan on giving party favours, order or put them together now. You can involve your children in this activity by turning it into a crafts afternoon.

    • Games. If any of the games require buying boards and items, go to the toy store.

    • Balloons. If you want balloons to your party, go to your party supplies store and place your order.

    • Help. If you need help with the decoration and the cooking, ask some of your guests for their assistance. Many will be more than happy to participate.

    • Inventory. Make an inventory of the party supplies you do own and put them together at the same place. Make of list of anything missing and buy what you need.

    • Rental. Confirm your reservation with the rental store.

    • Candy. If you plan on having a pinata party, go buy the pinata and the candy to fill it.

  • One week in advance:

    • Cleaning. Do the heavy cleaning: floors, windows, carpets, upholstery.

    • Cake. Go to your bakery and order the cake. If you are making it yourself, bake it and freeze it, without frosting.

    • Flowers. Go to your florist and order the flowers.

    • Food. If you didn't do so earlier, go to your grocery store for non-perishable food items, and anything that can be kept in the freezer.

    • Timeline. Make a schedule for the activities. Be prepared to be flexible as some games might be more popular than others.

    • Guestlist. Call or email anyone who has not responded to your invitation yet.

  • Two days in advance:

    • Batteries. Buy or recharge the batteries for the photo and video cameras. Make sure you have extra.

    • Cleaning. Dust your tables and counters, and remove clutter from the party area.

    • Fridge. Make space in your fridge for all the food you will cook or receive from your guests.

    • Entertainment. Call your entertainer and confirm time and price.

    • Music. If having music, build your playlist or choose the CDs.

    • Pinata. Fill the pinata and put it in a safe place.

  • One day in advance:

    • Food. Defrost anything frozen in the fridge. It will keep until the next day. Don't forget the cake.

    • Cleaning. Clean your bathroom and anywhere else your guests will go if you haven't already.

    • Emergencies. Buy emergency supplies like bandages and peroxide. You never know when a scratch needs disinfecting.

    • Decoration. Decorate the area where the party will be held.

    • Childproof. Make sure you make the party area secure for children. Check the floor and other small spaces for potentially dangerous objects.

    • Games. Take out the games and put them in a corner of the party area.

    • Favours. Gather the party favours and set them in the party area.

    • Cooking. Cook anything that will keep in the fridge overnight.

  • Day of the party:

    • Orders. Pick up your cake, flower and balloon orders if they are not delivered.

    • Cake. Put the frosting and decorations on the cake, and keep it in the fridge.

    • Decoration. Decorate any other space left.

    • Games. Set the games up, ready for playing.

    • Service. Gather your plates, utensils and glasses.

    • Photo/video. Take our your cameras and have them ready to use.

    • Cooking. Prepare any food that needs to be fresh such as salads, veggie platters, etc.

    • Supplies. Confirm that you have enough bathroom supplies for the amount of guests. Make sure you have extra, just in case.

    • Party. As your guests arrive, smile and have fun!

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