Kids' party planning checklist and timeline

Updated October 4, 2026

Venue parties take a lot of work off your hands, but bookings, invitations and waivers still need planning. Use this timeline as a checklist. It assumes a venue party on a Saturday afternoon.

6–8 weeks before

• Set a budget, including food, cake and goody bags.
• Pick a date and two backup dates.
• Shortlist 3 venues and check their party pages for ages, headcount and price.
• Draft the guest list (see our guide on how many kids to invite).

4–6 weeks before

• Call or email the venues with our question list.
• Book the venue and pay the deposit; save the confirmation.
• Note the cancellation and reschedule policy.
• Order or design invitations.

3–4 weeks before

• Send invitations with an RSVP date about 10 days before the party.
• Ask the venue about waivers and send the link to parents with the invitation.
• Order the cake, or confirm the venue allows outside cake.

1–2 weeks before

• Chase missing RSVPs.
• Confirm final headcount, food choices and allergies with the venue.
• Buy goody bags or favours, candles, a lighter and a cake knife if not provided.

2–3 days before

• Reconfirm the time, arrival instructions and parking.
• Check every guest has completed a waiver if one is required.
• Pack: cake, candles, lighter, bags, grip socks if needed, cash or card for extras, wipes.

On the day

• Arrive 15–20 minutes early.
• Bring a list of guests and parents’ phone numbers.
• Take photos of your own child only, or ask parents first.
• Note gifts and who gave them as they are opened.

After the party

• Pay any balance and collect anything left behind.
• Send thank-you notes within two weeks.

Worked example: a party on Saturday 14 March

Next: questions to ask a venue before you book.