How to plan a birthday party: four essential steps

So you’re the lucky person that it’s fallen on to plan a birthday party! It shouldn’t be so hard, right? Well, that all depends on a few key factors. Luckily for you, this blog post has everything to help you plan a perfect party with minimal stress. 

Whether you’re planning a kid’s birthday party or a 40th birthday bash, you’ll soon know what to focus on to ensure the big day goes off without a hitch — and you get to have fun, too! 

Keep reading to find out everything you need to know about how to plan a birthday party! 

Step 1: Decide when, who, and how much

The first step’s the hardest. Let’s talk about numbers. The best place to start is your budget. If you’re relatively new to throwing parties, keep a budget in mind, but also have a hard limit for the most you’re willing to spend. That will help you keep your spending in control, even if you go slightly over budget. Check out this useful guide on how much food and drink you need per person, or try out this food calculator.

Birthday parties are a lot of fun, and it’s understandable if you want to invite everyone you know. That’s no big deal if you’re having a low-budget backyard bash, but it will quickly run up your tab the more your headcount rises. 

Also, keep in mind what kind of “vibe” you want. Big parties can be fun, but they’re also stressful and impersonal, especially if many people don’t know each other. 

Smaller, more intimate birthday parties can be just as fun, with much less expense and stress! So, settle on the number of guests beforehand, and add a hard limit, just like with your budget. And don’t feel bad if you can’t invite everyone. There’s always next time!

Finally, don’t forget to pick a date. Depending on the guest list, you’ll want to set a date anywhere from a few weeks to a few months ahead. That will give you time to plan and send out birthday party invitations with plenty more left for RSVPs. 

Step 2: Research birthday party venues

Your budget will tell you where to start. If you’re going economical, you’ll want to plan to have the party at home or maybe at a nearby park. But if you’ve got a bit more to spend, you can expand your options (while being mindful of your headcount). 

Consider the type of guests and the activities you’re planning. If you’re having a kid’s birthday party, a party at a local brewery or upscale tea room simply doesn’t make sense. 

Remember that finding the right birthday party venue isn’t like planning a wedding. You can likely take care of most of your research process entirely online. But don’t forget to check out reviews and read the fine print before putting any money down!

Step 3: Collect those birthday party ideas

Now that you’ve got your birthday party budget, your birthday party guest list, and your birthday party venue, you can get to the fun part! 

While being mindful of your budget and venue, you can start to assemble some birthday party ideas. This includes everything from birthday cake ideas, to birthday party decorations, to birthday balloons. 

Remember — everyone loves a theme! And as a final tip, know when to stop brainstorming and start planning. You’ll want to leave plenty of time for sending out birthday party invitations, which leads us to our next step.

Step 4: Send out birthday party invitations

Your birthday party invitation should give guests all the information they need about your party. In addition to the date, time and place, you may want to include other details: whether or not they should bring gifts, plus ones, and/or a bathing suit. 

Even the look and medium will set the tone for your party: a quick e-vite or Facebook event will tell your friends it’s more casual, while an expensive invitation with hand-written calligraphy will tell your guests you’ve got big — possibly Gatsby-esque plans. 

These details may seem unnecessary, but they’ll give your guests extra help planning everything from their outfits to birthday gift ideas. 

The birthday party planner’s secret weapon: Bolt Market

No matter how many lists you make or how many times you double-check said lists, the hard truth is it’s inevitable you’ll forget or run out of something. Whether it’s ice cubes or, even more tragic… the bubbly, there’s no need to stress because you’ve got Bolt Market. 

Bolt Market is a service designed to help you get all your essentials (including birthday party essentials) delivered quickly and conveniently through our easy-to-use Bolt Food app. Read more about the supermarket on your phone.

Bolt Market carries all your birthday party essentials, from straws to a cake! Deliveries are made in minutes to a location of your choice. From your home to the beach and from a function room to a city centre aquarium, we’ve got you covered.

If you’d like to bake your own cake, check out these six easy cake recipes anyone can make!

And if you don’t feel like cooking, the Bolt Food app can help you with catering. You’ll find a wide range of the best restaurants and get your favourite dishes delivered wherever your party may be.

Make your birthday party disaster-proof: download the Bolt Food app today!