Tips from a Savvy Party Planner

Parties: You either love them or dread them. And not because they’re not a blast—but sometimes the planning process can get overwhelming. If you’re about to embark on your little one’s party-planning journey, have no fear—we’ll help you make it a success.

The best way to ensure low-stress planning is to make a good list. It sounds simple, but a real solid, thorough to-do list goes a long way. If you’re like me, you may have a constant fear of forgetting or letting an important detail fall through the cracks. If you begin this process early, you’ll enjoy, not dread, party day.

You may start your list on your phone (using your notes app, for example), but be sure to have a physical list visibly handy so you can glance at it throughout the day. Type it up, print it out, maybe even laminate it, so you can write on it with a dry erase marker.

Take a look at our best advice, tips and tricks to kickstart your kiddo’s big day, so you can begin tackling that checklist.

Choose a party theme

Start by choosing your theme. Maybe your party theme is inspired by your child’s favorite TV show or Disney character. Do your kids favor princesses or super heroes? Dinosaurs or robots? Soccer or ballet? Make a list of ideas before choosing and be sure to run it by your kiddos. They may already have their hearts set on a theme.

Establish your budget

Choose your ideal amount to spend on the party and try to stick to that. Decide what you can make and what you can buy. Figure out what you’d like to cook and what you would rather order ahead. If you have friends and family willing to help out, delegate small financial duties to each of them.

Create your guest list

Once you decide which family members and friends to include, you’ll really be able to start crossing off the rest of the tasks on your to-do list. Ask your kiddo (unless he’s only turning 1 or can’t tell you yet), which of his best friends he’d like to see there. Decide whether you want the celebration to be a kids-only party or with parents too. Invite a few of your own friends, as well as grandparents, aunts, uncles and cousins. The size of the party will help determine your venue.

Set a date and choose your venue

After you’ve brainstormed a guest list, you can begin choosing dates and selecting the perfect venue. If your guest list is short, you may consider hosting the party at your house. If you find your list growing, an outside venue may be a better choice. Your child may want to go to Sky Zone with all his friends, for example. Or the zoo. Start calling potential venues to see what dates they’d have available and accommodations they can make.

Send invites

Your guest list is complete, a venue has been chosen, and you figured out a date that seems to work around almost everyone’s busy schedule. Now you can send out those invitations. You can either make them (including your kiddo in the process) or custom order, depending on what you have the time for.

Shop for supplies and decor 

Once you have an idea of the theme, number of guests and venue, shopping for supplies and decor should be easy. Remember to stick to your budget as much as you can. If you’re wanting to include party favors or goodie bags, this is the time to shop for those as well.

Order or bake the cake

If you’re a star baker or your child has allergies or food sensitivities, you may opt to bake a cake or cupcakes yourself. Otherwise, go ahead and order a cake from your favorite bakery or local grocery store. Be sure to call a few weeks in advance and schedule a pickup time prior to the party.

Make food arrangements

If you’re having food, drinks and snacks catered, make arrangements with your caterer. Otherwise, go ahead and buy supplies for snacks you’ll be making ahead of time or the day of.

Try not to procrastinate

I’ve learned this the hard way many times, but the best way to set yourself up for success is to check as many boxes off your to-do list as early as possible. When you’ve picked out an invitation design, order it immediately. When you settle on the perfect venue, book it. Order that cake. You’ll thank yourself later.

Don’t go overboard

Finally, remind yourself not to get too carried away with small details. Your child will appreciate the effort you’ve put into her day, and chances are the simplest aspects will make her smile. Commit to what you can, setting realistic goals you can meet without overdoing it. At the end of the day, your birthday boy or girl will feel special and loved, and that’s all that matters. 

Tips & tricks:

• Open presents after the party. This way, the other kids won’t feel left out, and parents won’t feel guilty for spending too much or too little.
• Ask parents ahead of time whether their children have any food allergies or sensitivities and maybe give them a heads-up about foods you will be serving.
• Forget the goodie bags and have the kids make their own craft to take home (beaded necklaces or keychains).
• Let your kids design the party decorations instead of purchasing them.
• If all of your chosen venue ideas are booked (or over budget), opt to host the party at a public park. Just be sure to have an alternate plan in case of rain.

Pro Tip: 

Don’t worry about hiring a professional photographer. Instead, designate one of your fellow mom friends to take photos during the party. You’ll have enough on your plate running the party, along with just trying to soak up the time and enjoy every moment. Having someone else shoot photos of your child’s birthday will eliminate any extra pressure.

Emily Morrison is a freelance writer, former copy editor, full-time mommy and Disney fanatic who lives in Independence with her husband, 5-year old son and dog.