Six to ten weeks before
- Ask the parents what they want, including games and gift opening
- Set the total budget: 40 to 50 percent food and drink, 15 to 20 percent venue or rentals
- Draft the guest list with the parents’ approval
- Choose the date, keeping it four to eight weeks before the due date
- Book the venue, or confirm the home setup and seating
- Order rentals or catering that need long lead times
Three to four weeks before
- Create and send the invitation with the RSVP deadline two weeks before
- Choose the menu and confirm dietary needs
- Decide on one or two activities and buy supplies
- Confirm the registry links with the parents
- Check accessibility, parking, and the bathroom path
One week before
- Follow up with missing RSVPs by phone or text
- Confirm the final headcount for food and seating
- Buy food, drinks, and paper goods
- Write the day-of timeline, including setup and cake time
- Assign helpers for setup, food refills, and cleanup
- Wrap small game prizes and pack activity supplies
On the day
- Put signs at confusing entrances
- Set out water and drinks first
- Keep gifts in one defined place with someone recording who gave what
- Take one group photo early, while everyone is fresh
- Run one or two activities between food and cake
- Pack food for the parents before cleanup starts
Sources
Safety and platform facts come from the sources above; planning suggestions are PartyWelcome’s own.