Birthday Party Planning Checklist For Busy Parents in Dallas
We know you want your child’s next birthday party to be one they remember. But we also know how busy you are. Below is a checklist Dallas parents use to take the stress out of birthday party planning.
#1 Select a Party Theme
Let’s start with the fun before we dive into the more detailed aspects of party planning. The theme! There’s no need to go this one alone. Ask your kids what kind of theme they want. Or mentally scroll through their favorite movies, cartoons, toys, and games. You’ll have their theme in no time.Popular themes include:
- Carnival
- Circus
- Dinosaurs
- Disney/Disney princess
- Faries
- Movie and TV characters
- Pajama
- Pirates
- Safari
- Sports/sports teams
- Superhero
- Trains
- Unicorn
#2 Date and Time
Most birthday parties will need to be hosted the weekend before or after your child’s birthday. In some cases, a couple of weeks before or after. For example, if your child’s birthday falls near a holiday or school event.You may have 2 parties, a smaller gathering with family and a larger gathering with their friends. Check essential calendars to confirm at least 2 dates and times before you set the date.
#3 Guest List
Now it’s time to determine who you want to invite to your child’s party. Between school and extracurricular activities, kids are busier than ever. This makes creating the guest list a challenging part of birthday party planning. You don’t want teammates or classmates to be left out, but you must be mindful of space and budget.
#4 Set Your Budget
Next up, set a budget. Be mindful that you may need more than one birthday cake. Maybe one for the family party, one for the kids, and cupcakes for school. There are sure to be a few unexpected expenses, so leaves some wiggle room.Budget for:
- Venue
- Balloons and decorations
- Invitations
- Party favors
- Party rentals
- Party accessories—tables, chairs, bouncy house generator, etc.
- New games and toys
- Food, drinks, and snacks
- Birthday cake
#5 Venue
One of the reasons for choosing at least a few dates and times is to have some flexibility with the venue. For ultimate flexibility, host the party in your backyard. This provides convenience and cost-savings and gets the kids unplugged at least part of the party.
Don’t have a large backyard?
Consider renting a local Park Pavillion. Prices start at $30 per hour with a minimum 2 to 4 hour rental depending on the park and type of site being rented. Many parks allow you to set up tents, bouncy house rentals, and other outdoor games and activities.You can also host at a child’s activity center.
#6 Invitations
After the venue is confirmed, it’s time to send out the invitations. You want to send invitations 3 to 4 weeks prior to the party. For preschoolers and elementary school students, many parents send both paper and digital invitations. This is because you may not have the email addresses of all parents. Whichever you prefer, request text messages or emailed RSVPs to keep things organized. Or use evite software. Be sure to check your spam, as new email addresses might go straight to spam.The older kids get, the more likely they are to text or DM their invitations.
#7 Plan Party Activities and Entertainment
Another fun part of birthday party planning is determining the activities and entertainment. Your party activities may be aligned with the party theme but can also include a tailored range of games and activities. If you’re hosting at an activity center, the activities are taken care of. If it’s a slumber party, you’ll need some evening activities too.Check what group games and activities you have at home and consider what you can borrow from family and friends. Also, consider renting party games and activities. DFW Party Rental has activities for toddlers, elementary school-aged students, and teenagers.
This includes:
- Arcade games
- Ball pits
- Basketball hoops
- Blow-up obstacle courses
- Bounce houses
- Carnival games
- Dunk tanks
- Face painting
- Foam and bubbles
- Human foosball
- Inflatable water slides
- Interactive cones
- Kid and adult tricycle racetrack
- Soccer darts
- And more!
#8 Plan the Menu
The menu is next on your birthday party planning checklist. The menu may be harder than meets the eye. With the rise in food allergies, you must ensure you have nut-free, gluten-free, dairy-free, and even low-sugar options. Maybe even vegetarian and vegan options. So, decide if you want all food to meet the most restrictive needs. If you have both options, for example, cake that is gluten-free and cake that isn’t gluten-free, determine how to differentiate the two.Thankfully, many bakeries and delis have delicious gluten-free, dairy-free, and diet/allergy-friendly options.
Don’t forget food for the parents at backyard parties, as some will drop off and some may stay as guests.
#9 Delegate
If you haven’t yet, reach out to your partner, parents, siblings, and friends for help planning and help the day of. This will lighten your load, reduce your stress, and minimize the risk of something falling through the cracks.#10 Source Decorations and Party Favors
Amazon, Party City, and online and local party supply stores have endless options for decorations. From balloons to hats, streamers, and theme-relevant accessories. Don’t forget party favors!#11 RSVP Follow-Up
Follow-up with parents who haven’t RSVP’d about a week prior. Also, send out a reminder to those who have RSVP’d “yes” 4 to 7 days prior. This should include reminders of what to bring (sleeping bag and pillow) and what to wear (activity-friendly clothing and at least 1 change of clothing).DFW Party Rental Makes Birthday Party Planning in Dallas Easy!
The checklist above helps you stay organized and on schedule. It can be personalized with anything extra you want to plan. When it comes to games and activities, DFW Party Rental can help you create the perfect party package for outdoor parties.Reach out to learn more!