A checklist to plan a kids' birthday party

This kids birthday party checklist splits the party into five moments: 30 days before, 15 days before, the week of, the night before and the big day. Each stage comes as a list ready to paste into Experto and share with the family, including the birthday kid.

Throwing a party for Children's Day, which is October 12 in Brazil, or is the birthday coming up? Start with whatever needs booking: the venue, the cake and the invitations.

Four decisions before the list

Four answers shape the rest of the party, and they're worth making together.

• Date and time: morning, afternoon or early evening, with the kids' ages in mind.
• Place: at home, in the building's party room, at a park or at a party venue.
• Budget: how much you can spend, counting the cake, food and party favors.
• Guests: how many kids and how many adults.

The theme is up to the birthday kid. Once you have the four answers, the rest is a list.

Kids birthday party checklist, from invitations to the cake

Every block below becomes a task list in Experto in a few clicks. Create a list called Party, click Copy list on the block and paste it into the New item field, or press ⌘V (Ctrl+V on Windows) with the list open.

The Create several items preview shows everything before it's created. Due dates and the other rules are in the guide on how to paste multiple tasks at once.

30 days before

Book the party venue
Finalize the guest list
Order the cake
 Flavor, size and pickup day
Hire entertainment or plan the games
Choose the theme with the birthday kid
Send the invitations

15 days before

Confirm who's coming
Buy the decorations
Order snacks and sweets
Choose the party favors
Make the playlist
Pick the birthday kid's outfit

The week of the party

Do the party shopping
 Drinks, disposable plates and cups, candles and trash bags
Confirm the cake and snack delivery
Put together the party favors
Estimate: 2 hours
Charge your phone for photos
Arrange who helps on the day

For the shopping, the grocery list template is ready to paste too.

The night before

Set up the decorations
Estimate: 3 hours
Chill the drinks
Set aside plates, cups, napkins and candles
Get the cake table ready
Set up the play corner

On the day

Pick up the cake
Receive the snacks and check the order
Put food out a little at a time
Sing happy birthday
Hand out party favors as guests leave
Put the leftovers in the fridge

Food outside the fridge has a time limit: Anvisa, Brazil's health regulator, advises against leaving cooked food at room temperature for more than two hours. Refill the snacks a little at a time and put the leftovers away right after the cake.

Share the tasks with the family

With a shared list, everyone takes a part and checks it off when it's done. Nobody buys the candles twice, and everyone sees what's still missing.

Bring in whoever is planning with you: in Administration › People, click Invite. Then click the three dots next to the list name and, under Sharing, choose Specific people and Everyone can edit.

The birthday kid can help too! Add your kids as guests, at no cost: each one signs in with their own email, sees only their own tasks and checks them off when they're done. You're notified right away.

Choose the party theme
Make the list of friends
Help put together the party favors
Tidy up the bedroom before the party

After the party, the same access works for homework and for a study plan. The personal organization page shows how it works with kids.

Heading off on a long-weekend trip after the party? The travel checklist follows the same idea.

Frequently asked questions

How do I plan a kids' party in less than a month?

Merge the 30-day and 15-day blocks into one list and start with what depends on other people: the venue, the cake and the invitations. The rest fits in the week of the party.

What can't be missing from a kids' birthday party?

Cake and candles, food and drinks, plates and cups, trash bags and a corner for games. The rest depends on the theme and the budget.

Do kids have to pay to use Experto?

No. Guests are free, unlimited and don't take a seat, on every plan. For whoever is organizing, Experto is free forever for up to 2 members, and prices for more people are on the pricing page.

Ready for the cake? Create your free account, paste the kids birthday party checklist and share the party with your family.