Planning a child’s birthday party should feel exciting, not overwhelming. But when you're juggling daily life, it can quickly become another stressful task on your never-ending to-do list.

From themes to party bags and everything in between, this checklist will help you stay organised, calm, and totally on top of the planning — whether you’re hosting at home, booking a venue, or handing it off (hint: we can help with that too).

1. Choose a Date, Time, and Guest List

Check availability with your child’s close friends or family
Decide on your preferred day and time
Set a realistic guest number based on your space and budget

🎯 Tip: Weekends are popular, but an after-school party can be just as fun — and often easier to manage.

2. Pick a Theme (If You Want One)

Let your child help choose something they love
Match the theme to decor, invitations, and activities

🎈 Popular ideas:
Unicorns, football, jungle, science, fairies, LEGO, or a colour-based theme

3. Book the Venue (or Set the Scene at Home)

Home
Local hall or soft play centre
Garden or park
Café or kid-friendly restaurant
Hire a party entertainer or activity provider (if needed)

4. Send Invitations

Use digital invites (like Paperless Post or Canva) or paper ones
Include date, time, location, RSVP details, and allergy info
Send out 3–4 weeks in advance

5. Plan the Food

Keep it simple kids usually want to play, not sit for long meals
Mini pizzas, fruit skewers, sandwiches, or a snack table work well
Don’t forget drinks and any allergy-friendly options

And of course… the birthday cake.

6. Organise Games and Activities

Choose 2–3 easy games
Craft station, bouncy castle, or a mini disco are great add-ons
Plan a quiet area for shy kids or younger guests

7. Prepare Party Bags

Think small but thoughtful: stickers, crayons, snacks, a mini toy
Add name labels for easy handouts
Keep extras for last-minute guest changes

8. Make a Plan for the Day

Write a simple timeline (set-up, arrivals, games, food, cake, goodbyes)
Ask for help with hosting, taking photos, and tidying up
Pack a small emergency kit (wipes, bin bags, scissors, candles)
✨Want to skip this part? Our Virtual Event Planning service takes care of it all.

**Bonus: A Few Things You Don’t Need**

Personalised everything
Overly packed schedules
Pressure to entertain everyone
Remember — it’s about celebrating your child, not perfection.

Need Help Planning Your Child’s Birthday?

At Life in Balance Concierge, we help parents plan thoughtful, creative children’s parties without the stress. Whether it’s choosing a theme, sourcing decor, or building a full event plan from start to finish, we’re here to make the process smooth and fun.