The Ultimate Party Planning Checklist: Stress-Free Celebrations Made Easy
Planning a party should be exciting, not overwhelming! Whether it’s a birthday, baby shower, or special celebration, having a clear plan makes all the difference. Here’s your ultimate checklist to make party planning simple and stress-free.
Step 1: Set the Date and Budget
The first step to a successful event is locking in the date and deciding on how much you’re comfortable spending. This will guide all your decisions, from the venue to food and decorations. Consider peak seasons, availability of venues, and any important holidays that might affect guest attendance. Your budget should cover decorations, food, entertainment, and any extras to ensure a smooth event.
🔥 Hot Tip: Avoid special occasions (like Mother's day etc.) and big local events to give guests the best chance of showing up!
Step 2: Choose a Theme or Colour Palette
Themes help tie everything together, from invites to decorations and even food. Whether it’s dinosaurs, disco, or a dreamy pastel palette, having a theme makes decisions easier.
🔥 Hot Tip: Ask your child (if it’s their party!) for input — they’ll love being involved and it helps build excitement.
Step 3: Lock in Your Venue
Book early if you’re hosting at a popular location playcentres and community halls can fill up fast. If you're hosting at home, think about your space and wet season backup options.
🔥 Hot Tip: If you're in Darwin, indoor venues with air con are gold during the wet season! Check out our blog here on the best wet season party spots.
Step 4: Send Invitations
Send digital invites 3–4 weeks ahead or paper invites even earlier if the date falls during school holidays. Include all the must-know info: date, time, location, RSVP and any special instructions (like bringing swimmers!).
🔥 Hot Tip: Keep a screenshot or email trail of RSVPs so you can easily follow up closer to the date.
Step 5: Plan the Decorations and Setup
Decorations bring your theme to life! Think balloons, backdrops and table settings. If you are in a hired venue make sure you check their rules in regard to balloons and hanging decorations!
🔥 Hot Tip: Rather than just putting your plates in a pile on the corner of the food table, set up a party table - it doubles as decorations and will make your event look polished!
Step 6: Organise Food and Drinks
Choose crowd-pleasers that are easy to prep or order in. Think finger foods, grazing platters or themed snacks. Having a mix of sweet and savoury options, and a fruit platter is a must.
🔥 Hot Tip: If you have family/close friends coming ask them to bring a plate even if it's just a fruit platter, fairy bread or some sausage rolls. It gives you one less thing to worry about!
Step 7: Organise the Entertainment or Activities
Book entertainers early if you're using one, or plan 1–2 simple games or crafts. For little kids, less is more — they’ll be thrilled with bubbles and dancing!
🔥 Hot Tip: Choose an activity that doubles as a party favour — like DIY cupcakes or slime-making.
Step 8: Party Favours and Final Touches
Choose practical and fun items that won’t just end up in the bin. Think mini craft kits, bubbles, books, or edible treats.
🔥 Hot Tip: Skip the plastic bits and go for one quality item – it’s easier for parents and more memorable for kids.
Step 9: Final checks
Confirm RSVPs, check your supplies, and write a basic party timeline (when to serve food, cut the cake, etc). This helps keep things on track on the day.
🔥 Hot Tip: Pack a “party box” with scissors, sticky tape, matches/lighter, wipes, napkins and a spare bin bag. Trust us!
Step 10: Enjoy the day
Take photos, join in the fun, and don’t sweat the small stuff. The best parties are the ones where you’re present and having a good time too.
🔥 Hot Tip: Ask a friend or family member to take photos so you can soak up the moments without constantly holding your phone.
With this checklist in hand, your event is set to be a success!
Need help with decorations or party supplies? BAM Party and Events has everything you need to bring your vision to life.
Download our free printable checklist here.