How to Plan a Birthday Party: The Ultimate Checklist

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Planning a children’s birthday party should be exciting, not overwhelming. But between choosing a theme, picking the right venue, and sending out invitations, it can get stressful fast. At ECHOage, we’ve worked with thousands of parents who want to celebrate their child while also doing something meaningful. That’s why we’ve created this complete Kids' Birthday Party Checklist to help you stay organised every step of the way. From first ideas to the final slice of cake, here’s everything you need to know.

Two Months Before the Party

Choose the Date and Book the Venue

Start by checking your calendar. Find a date that’s convenient and avoids congested times or busy family weekends. Booking your party venue early is key, the most popular ones get snapped up quickly. Whether you're hiring a community centre or hosting at home, the earlier you book, the better. We highly recommend our partners at Active Kids Zone and The Creative Child as some of the best kids birthday party venues in Toronto!

Pick a Party Theme

Talk to your child and see what they're currently interested in. Whether it’s superheroes, science experiments, or rainbows and fairies, choosing a theme early helps guide the rest of your planning. Keep it simple and easy to pull together. The best themes bring joy without stress.

Secure Entertainment

If you plan to book a magician, balloon artist or any kids’ entertainer, now is the time. Many entertainers get booked months ahead, especially on weekends. Some venues include entertainment in their packages, so always check what’s covered before you book extras.

What to Tick Off:

• Confirm your ideal date works for close family
• Book the venue early
• Choose a simple, fun theme with your child
• Research and secure entertainment
• Start brainstorming activities that match your theme, such as a superhero obstacle course, fairy wand-making, or a mini science lab

Don’t leave bookings until the last minute, venues and entertainers go quickly. It's a headache you don’t want, and scrambling the week before isn’t anyone’s idea of fun.

One Month Before the Party

Send Out Invitations

This is the perfect time to send e-invitations. ECHOage makes this part super simple, you can invite guests, manage RSVPs, and enable contributions toward a group gift and a charitable donation all in one place. It’s fast, eco-friendly and meaningful. If your child has a large class, be mindful of school etiquette and consider inviting discreetly unless everyone’s included.

Plan Food and Drinks

Finger foods work best for kids. Think sandwiches, chopped fruit, crackers and easy-to-handle snacks. Include juice, water and allergy-friendly options. Ask parents early on about any dietary restrictions. You don’t really need a full meal unless the party falls over lunch or dinner.

Buy or Order Decorations

Once the theme is chosen, start sourcing matching decorations like balloons, tableware, bunting and banners. Planning this early helps you spread out expenses and avoid last-minute stress. You don’t need to buy everything brand new, reuse, recycle and DIY where you can.

What to Tick Off:

• Send your ECHOage invitations
• Track RSVPs as they come in
• Finalise a snack-friendly food plan
• Order or prepare themed decorations
• Shortlist a few simple activity ideas like DIY party hats, treasure hunts, or freeze dance

Don’t wait until the week of to send invites or ask about allergies, it’ll just stress you out and limit your options. Get ahead of it while you still have time.

Two Weeks Before the Party

Finalise the Guest List

Follow up with anyone who hasn’t RSVP’d. This can easily be done on ECHOage’s RSVP tracker! Knowing your final numbers helps with food orders, party bags and seating. If you’re using a venue or caterer, they’ll also need a confirmed headcount.

Plan Games and Activities

Match your activities to your theme and the age group. Classic games like pass the parcel, scavenger hunts and musical statues are always a hit. If the weather allows, outdoor games are great. Have a few backup indoor options just in case. Don’t forget a rough activity schedule to keep things on track without overplanning.

Organise Party Bags

Keep party favours simple and eco-conscious. Include a small toy, a sweet treat and maybe a colouring activity. Some ECHOage families skip party bags altogether and send thank-you cards with details about the gift and charity donation instead. It’s meaningful and reduces waste.

Order the Birthday Cake

Whether you’re baking it yourself or ordering from a bakery, now’s the time to sort it out. The cake should match the theme, be suitable for all dietary needs, and be the right size for your guest list. If you’re not offering a full meal, the cake becomes a bigger focal point.

What to Tick Off:

• Confirm guest numbers and dietary needs
• Plan and prep 2–3 easy games or hands-on activities like pin the tail, slime-making or a cupcake station
• Buy or make party bags
• Order or bake the cake to try beforehand

Don’t panic if a few parents haven’t replied yet, give them a polite nudge, and try not to leave things hanging too long.

A Few Days Before the Party

Confirm All Bookings

Double-check everything, venue, entertainer, food order, and cake pickup. Confirm the time with guests and send a reminder if needed. Pack a party kit with essentials like bin bags, wet wipes, scissors, tape, and extra plates.

Charge Devices and Prep for Photos

Make sure your phone or camera is fully charged. If a friend or family member can help take pictures, ask them in advance. You’ll want to capture those candid moments without missing out on the fun yourself.

What to Tick Off:

• Call or email vendors and entertainers to confirm
• Send a reminder to guests with party time and address
• Prepare a party-day kit with essentials
• Organise supplies for games and activities so they’re all in one place, ready to go

Don’t assume everything’s sorted, give yourself peace of mind by checking. It only takes a few minutes and saves last-minute scrambles.

The Day of the Party

Arrive Early and Set Up Calmly

If you’re at a venue, arrive with time to decorate and organise. At home, try setting up the night before. Keep decorations simple but festive, and don’t worry about perfection. Kids remember the fun, not the perfect napkins.

Create a Relaxed, Fun Atmosphere

Once guests arrive, guide them through activities but don’t over-schedule. Kids enjoy free play just as much as structured games. Let the party flow naturally. Remember, you’re there to celebrate, not run a military operation!

Enjoy the Moment

You’ve done all the prep, now enjoy it. Your child will remember your smile, the laughter, and the special touches. Let go of the small stuff and focus on having fun.

What to Tick Off:

• Arrive early and check setup
• Greet guests and keep things relaxed
• Snap a few photos early before things get busy
• Keep water/snacks available for everyone
• Have activities or games ready to go (think playdough table, beanbag toss, or mini disco)

You don’t have to do everything yourself, ask for help, and remember that something unexpected always happens. Just go with it.

After the Party

Send Thank-You Notes

With ECHOage, you can easily send thank-you messages that include how much was raised, which gift was chosen, and what charity benefited. It teaches children gratitude and helps guests feel appreciated.

Reflect and Recycle

Once the party is over, take a moment to reflect. What worked well? What could be easier next time? Save decorations and leftover supplies for future parties, and recycle what you can.

What to Tick Off:

• Send thank-you notes through ECHOage
• Make a quick list of what to reuse or improve
• Recycle decorations where possible
• Jot down any standout activities or ideas for next time

Don’t just pack everything away and forget it ever happened. Give yourself a pat on the back, note what worked, and use it to make the next party even better.

Why ECHOage Makes Party Planning Easier

ECHOage turns every kids’ birthday party into a celebration with purpose. Our platform lets guests contribute to a group gift and a charity of your child’s choice, all through one digital invite. It’s easy, meaningful and teaches kids about generosity and gratitude.

Instead of scrambling to find 20 small presents, your child gets one meaningful gift they really want, and a portion of the money supports a cause that matters to your family. You get to simplify your planning, and your guests get an easy, clutter-free way to contribute.

Whether you're hosting five kids or fifty, this checklist gives you structure, direction and peace of mind. And with ECHOage, you’re not just throwing a party, you’re creating a moment your child will remember for all the right reasons.

Also, don’t worry if you think you’re going to forget everything in this article. We’ve made a printable checklist so you can tick off as you go along!

Start your celebration the easy way with ECHOage. Create your digital invitation today and plan a birthday party that gives back.