The Complete Kids Birthday Party Planning Timeline
Planning a kids birthday party can feel overwhelming — decorations, food, games, invitations, and keeping children entertained at the same time! The secret to a smooth and stress-free celebration is simple: follow a timeline. When you organise tasks step-by-step, nothing gets forgotten and the party actually becomes enjoyable for parents too. Here’s the perfect party planning schedule to follow. 4–5 Weeks Before the Party – Choose the Basics Start with the big decisions first. ● Decide your budget ● Ask your child what theme they want (superhero, princess, jungle, cartoon, etc.) ● Pick a party date and time ● Create the guest list
● Choose the venue (home, park, indoor play centre)
This is also the best time to contact a professional planner if you want help organising everything. Many parents now prefer services like Boujee By Ashtons because they handle styling, setup and entertainment while parents relax. 3 Weeks Before – Book & Order Everything Now it’s time to secure the important things before they get booked out. ● Order decorations & balloons ● Book entertainment (magician, soft play, mascot, face painting) ● Arrange tables, chairs and party hire items ● Order birthday cake ● Send invitations (digital invites are fastest)
Tip: Send invites early — parents need time to plan around school schedules and activities. 2 Weeks Before – Plan Activities & Food This step keeps kids happy and prevents chaos during the party. Plan 4–6 simple activities: ● Musical chairs ● Treasure hunt ● Craft table ● Dance time ● Pin the tail game
Also confirm your food menu: ● Pizza or mini burgers ● Juice boxes ● Fruit cups ● Cupcakes ● Allergy-friendly options
Create a rough party schedule so there’s always something happening. 1 Week Before – Confirm & Prepare Now double-check everything. ● Confirm RSVPs ● Buy return gifts / party favors ● Prepare playlist ● Confirm vendor bookings ● Buy candles, knife, matches & serving plates
If decorations are elaborate, organise setup help so you’re not stressed on the day. 1 Day Before – Setup Prep This is the calm-before-the-storm stage. ● Inflate balloons (or keep ready for morning) ● Clean the venue area
● Prepare party bags ● Pick up the cake (or confirm delivery time) ● Charge camera/phone
Try to sleep early — the next day will be busy! Party Day – Enjoy the Moment Follow your schedule but stay flexible. Kids enjoy fun energy more than perfection. Simple flow: 1. Welcome & free play 2. Games 3. Cake cutting 4. Food 5. Dance / activities 6. Return gifts
Take photos, laugh, and don’t worry about small messes — those become memories later. Final Thoughts A well-planned timeline turns party planning from stressful to exciting. When tasks are spread across weeks, you avoid last-minute panic and can actually enjoy your child’s special day. With preparation, organisation, and the right support, a birthday party becomes less about managing chaos and more about celebrating childhood joy.
