How to Plan the Perfect Birthday Party: The Ultimate Guide

You’re in charge of planning the event of the season - a birthday party. Whether it’s for someone near and dear, or someone you hardly know, it’s an exciting task, but it might also be feeling like an overwhelming one. We’ve put together a comprehensive guide on how to plan a birthday party to help you out.

Especially without a roadmap. But don’t worry, we’ve got just the thing to make your birthday party planning stresses a thing of the past. Our ultimate guide to planning the perfect party will cover everything from food to decor, and answer any questions you have.

From the first step to the moment they blow out the candles, we’re here to walk you through the process with this birthday party checklist.

Ready to begin? 

What is the Best Way to Plan a Birthday Party? 

If you’re wondering how to organise your birthday party, then we’ve got everything you need right here.

Decide on a date and time, and who to invite

Picking the Perfect Date and Time

One of the first steps to planning a party is picking the perfect date and time.

Take into consideration the age of the person you’re throwing a birthday party for. Kids parties are generally best held during the morning or early afternoon, but for adults, an evening or weekend soiree might suit the guests better.

If you can, select a few different dates and check in with key guests to make sure they’ll be available. This is especially important during busy times like summer holidays or the festive season, as people tend to book up their diaries in advance. 

Try to give ample notice for the event. The best time to let people know will vary depending on a few different factors, like if they will need to travel or stay over at the location, whether there’s a specific dress code or if the guests are required to bring anything.

In general, at least a month’s notice will ensure guests can make their necessary arrangements to celebrate with you.

If you have a specific idea for the party already, and it involves being outside, make sure you keep an eye on the weather and time of year. You might have your heart set on a barbeque in the garden, but it won’t be very enjoyable in the middle of November. 

Equally, planning an indoor dinner party is a great idea in theory, but your guests might be disappointed if you’ve planned it for the sunniest mid-summer day.

Creating the Perfect Guest List

Creating the perfect guest list for your party doesn’t need to be difficult. 

Start by writing down a list of everyone you can think of - friends, family, colleagues - don’t forget to add the guest of honour, and yourself if you’ll be attending. 

It’s best to systematically go through the list to make sure you’ve not forgotten anyone. Think about brothers and sisters, aunts and uncles, work colleagues, childhood friends. Looking at the birthday person’s social media can jog your memory about who they spend time with. 

And of course, if the party isn’t a surprise, you can always ask the birthday person for their help.

Once you’ve got the list, take into consideration your party budget. What do you want to spend, and will you be able to cover the costs for this many people?

If your heart is set on inviting the full list, there are a lot of ways to stretch the budget, but it’s worth taking into account at this stage, especially if you’ve got grand plans.

Decide on a budget

Next, you’ll need to decide how much you want to spend on your birthday in total. 

It’s vital that you pinpoint your budget before choosing the finer details like your venue and catering, as otherwise you could be left spending way more than you want to.

According to a study by VoucherCodes, the average cost of a party marking a special birthday in the UK is £382. However, you could spend less by choosing to do a laid-back party at home, or more by hosting a formal do in a swanky venue.

Pick a Venue

Choosing your Venue

Picking the perfect venue is a crucial factor when it comes to giving the party a good atmosphere, and making sure your guests are comfortable. 

Choose somewhere that will be the right fit for your guest list - a huge venue for a 20-person event could feel awkward, but you don’t want people to feel cramped in a venue that’s too small either.

If you’d like to feature a DJ, specialist lighting or a caterer, then ask ahead to make sure your venue has the relevant amenities you’ll need.

To avoid disappointment, the earlier you can book your venue, the better. But always remember to read your contract and cancellation policy carefully first - just in case. 

If you’re choosing a personal venue like your own house or garden, then you don’t need to worry too much about picking your venue just yet.

Here are a few ideas:

• Sports club

• Pub or bar

• Museum

• Village hall

• Restaurant

• Ballroom

• Boat

• Cinema

• Gallery

• Auditorium

• Hotel

Choose Your Party Theme

Your party doesn’t have to have a theme, but it can add an extra wow-factor, and help you to tie together the different elements to make for a really special occasion.

When it comes to picking your party theme, there’s two options. 

1: Their Interests

Tailor the theme to your guest of honour’s interests. Pick something that they love, a theme that fits their hobbies, or a theme that fits their aesthetic. For kids, that could mean a favourite superhero or tv show, and for adults, it might be their favourite decade of music, or the iconic movie they always quote.

2: A Popular Theme 

The themes that are tried and tested are popular for a reason, and can be a great option if you want to find ideas for decor, food and music that all fit together well.

Some of our favourite popular party themes are: 

• A Masquerade ball

• Tropical Luau 

• Carnival

• Camping 

• Casino

• Under the Sea 

• Superheroes

Decorations and Party Favours

So you’ve chosen a theme for the party - now it’s time to embrace it, in the form of decorations, activities and party favours.

Decorations

There really is no limit to how far you can go with theme-based decor. Think about how you’ll style any tables, wall displays, cups and tableware, and other fun accessories. Balloons are a classic addition to any party, whatever the age group.

Okay, perhaps there is one limit - the budget. Make sure you take the overall budget into account and avoid overspending, which can be easily done when there are so many options out there.

Party Favours

For kids parties, favours that match the theme are always welcome, and often expected. If you’re hosting a birthday for an adult, this is a step that you can easily skip. However, personalised gifts or practical keepsakes definitely offer a sweet surprise for your party guests.

Choose your entertainment

When we say ‘entertainment,’ we certainly don’t mean that you have to invest in circus performers or fireworks (although if that sounds up your street, by all means go for it!). Think about what vibe you’re going for and brainstorm some ways to keep your guests entertained that fit.

Entertainment can be as simple as creating a Spotify playlist, enlisting a DJ or putting out some garden games!

Plan the menu - and don’t forget drinks!

When hosting a birthday party, the food and drinks can often be an afterthought, but they will be the thing that your guests rave about if you get right, and could spell disaster if you get them wrong.

The Menu

This is going to vary widely, based on who you’re inviting and what time of day your event is.

Try to offer healthy options, and vegetarian or gluten free food so no one goes hungry. You might even want to add this to the invitation, so you can plan accordingly and avoid waste.

For kids, items like pizza and hot dogs go down a treat, or a DIY food station gives an option for picky eaters.

If you’re throwing an adult bash, then a buffet, charcuterie board or canapes usually go down a treat, but you might even want to provide a sit down meal. 

For events with alcohol, it’s usually a good idea to provide some kind of snack, to soak up the booze.

Drink Selection

For kids parties, make sure you offer a sugar-free option, as many parents prefer their children not to drink fizzy drinks. If parents will also be invited, remember to provide a few adult-friendly options, like soda or juice. 

You’ll need to decide if you’ll have alcohol available at the event, and let people know ahead of time if you require them to bring their own drinks. Make sure you also offer non-alcoholic alternatives and provide plenty of soft drinks too. 

You could even provide a signature cocktail for the event, taking inspiration from the guest of honour - perhaps their favourite tipple?

Using a Caterer

Take the stress out of food prep by hiring a caterer. Lots of venues will provide one for you at an extra charge, or can point you in the direction of someone they recommend. Whether you’re in the market for light bites or a full three course meal, there’s someone who can provide something delicious for you.

The Birthday Cake

No birthday party is complete without a birthday cake. This is your moment to get creative and inject a bit of the birthday person’s personality into the day.

Choosing the Perfect Cake

If your guest of honour has a sweet tooth, then you might already know their favourite flavour. And if not, don’t be afraid to ask. If you’re not sure, then classic vanilla sponge or chocolate are usually a safe bet.

When it comes to cake decoration, this is where you can get really creative - injecting the theme of the party into the shape and design. For kids parties, this is often one of the most memorable parts of the day, especially if you get inspired by one of their favourite superheroes, characters or activities.

For home-bakers, you can absolutely create the cake at home, but you might want to invest in a professional if you have some grand plans.

Dietary Considerations

It’s nice if everyone can get involved in sharing the birthday cake, so take note of gluten or dairy free guests, and try to make accommodations if you can. Some people opt for a smaller, dairy-free or vegan cake, or cupcakes, so that there’s a sweet treat for everyone.

Create a birthday wishlist

Before you send out your invites, make sure to create a birthday wishlist.

Your guests will all want to get you a birthday present. Putting together a birthday gift wishlist will save them the trouble of guessing what you want. And it will ensure that you receive birthday gifts that aren’t going to get stashed away in a drawer gathering dust.

You can make a birthday wishlist for free on Moonsift. Simply set your collection to ‘gift registry’ mode and your friends and family will be able to tick items off your list without any risk of getting two of the same thing. You can even choose to keep what they get you a surprise until the big day (or, you can sneak a quick peek if you’re feeling impatient!).

Send the Invitations

Creating Your Invitations

These days, a simple text or whatsapp message works well as an invitation, but if you’d like to go all out, you can send postal invites. 

It’s completely up to you whether you opt for paper, digital or social media invites. Whatever option you go for, you can still personalise the invitation and make sure it fits the theme of the event.

Make sure to include the:

• Date

• Time (and duration!)

• Venue and address

• Theme

• Dress code

• RSVP information

• Link to your birthday wishlist

Make sure you send invitations around two to four weeks before the party, so guests have ample time to RSVP and make any travel arrangements.

We’d also recommend putting a reminder in your calendar to chase up anyone who hasn’t RSVP’d by a certain date. That way, you won’t be left in the dark about how many people are planning to attend just days before the big day!

The Final Preparations 

Now you know how to plan a birthday party, you’re ready for the final considerations.

In the days coming up to the birthday party, most of your preparations should be complete, there’s just a few final things you’ll need to do. 

Confirm Details

Follow up any RSVP’s and finalise the guest count, so you know exactly how much food and drink you’ll need.

Check in with your vendors, the venue, caterers and anyone else who’s involved in making the big day special, to confirm they’re still going to be able to attend.

Setting up the Party

On the day of the event, arrive early to set up any decorations and make sure everything is in place, and ready for the celebrations.

A few hours before, drop your entertainment and vendors a message (if you haven’t heard from them), to make sure everything is running smoothly.

Enjoy the Celebration

Now comes the easy bit - you’ve done all the hard work, and it’s time to relax and enjoy the party. 

Remember, the goal is to have fun, so take a deep breath, grab a drink and pat yourself on the back - if you’ve followed our advice, you’ve just organised the birthday party of the season.

It’s time to soak it all in.

Why you should use a birthday party list maker

Hosting a party comes with lots of stuff – from food and drinks to decor, entertainment and, of course, your all-important party outfit!

Using a birthday party list maker like Moonsift will mean you can collate everything you need in one easy-to-manage place. With Moonsift’s universal ‘save’ button, you can simply add things to your list as you come across them while you’re browsing online – on both your laptop and phone. 

That way, you won’t end up with links floating around here, there and everywhere. And, when you come to purchase things for your party, it’ll be quick and easy.

What makes a birthday party successful? 

You can plan an incredible party, or everything can go horribly wrong, but at the end of the day, only one thing really matters: How much the guest of honour enjoys their party. If they’re having fun, then you’ve done your job well, so make sure that’s your main focus when planning your event.

How do you plan a house party for a birthday? 

Are you hosting your birthday party at home? 

A house party can offer a budget friendly solution, that’s fun and memorable for your guests. In general, you can plan a house party with the same guidelines as we gave you above, but just skip the part about finding a venue - you’ve already found one!

A house party tends to be more laid back than a party in an event space, so there’s no need to feel pressure to add a theme, or even provide food, but of course all of these are still welcome additions. 

How do you plan a simple party? 

Trying to figure out how to plan a birthday party on a budget? Our advice is to strip it back to the most important stuff. Here’s a few of our best tips: 

• Choose a free venue. Opt for your home or garden to cut costs and make party planning simple.

• Ask guests to bring food or drinks. Embrace a pot-luck, or ask your guests to bring their favourite tipple, and remove one of the biggest stressors from the day.

• Skip the paid entertainment. Go for a Spotify playlist, and your home speakers, and you’re bound to still have fun.

• Cut down the guest list. Get rid of second-cousins, old colleagues and people who you secretly don’t really like. With just your closest friends and family by your side, a party will be extra special (and far more simple).

• Don’t choose a theme. Themes add pressure, and a party without one can still be fun. Skip the extra faff, and just concentrate on having good old-fashioned fun.

How to plan a birthday party for a 16 year old

Birthday pllanning for a sweet 16 birthday party isn’t all that different from organising a party for another big birthday. You’ll still need to consider the theme, budget, venue, guestlist, food and entertainment. 

The only real difference is that the party will be for a load of 16 year olds! So, you’ll need to consider party themes and styles that will resonate. For instance, if you’re looking to do a low-key sweet 16 at home, you could opt for a slumber party, spa party, movie night or glamping party.

That said, if you’re looking to throw a bigger do, there are a few sweet 16 traditions that you could consider incorporating.

• The big entrance. The birthday girl or boy often arrives last for a sweet 16, and their arrival is announced (often by a DJ).

• Shoe and crowning ceremony. This is one more commonly enacted by birthday girls as opposed to boys. The newly turned 16-year-old enters wearing a pair of flats, then switches them for a pair of high heels and a tiara, usually brought in by her father.

• The candle-lighting ceremony. The birthday girl or boy invites 16 guests to help light their 16 birthday candles. It’s usually an opportunity to thank important family members, friends and a romantic partner if there is one.

• The daddy-daughter dance. Traditionally, a teenage girl turning 16 will share a dance with her father. It’s a precursor to the dance they’ll share if she gets married.

How can I organise my birthday without a party?

Of course, just because it’s your birthday, that doesn’t mean you have to host a massive party. If you’d rather celebrate in a subtler way, here are a few ideas that could be equally special.

• See a show

• Go to the cinema

• Go out for dinner

• Spend the night in a hotel

• Enjoy a spa day

• Go to an amusement park

• Have some friends round for dinner

What is the best gift for my birthday?

If being asked what you want for your birthday each year fills you with fear, don’t worry. Here, we’ll give you some all-important inspo for your birthday wishlist (top tip: birthday gifts don’t always have to be items!). 

Wishlist ideas for your birthday

• Subscriptions (eg. flowers, coffee or magazines)

• Replacements for your old or outdated belongings

• Experiences (eg. hot air balloon ride, spa day, meal out)

• Charity donations

• Sponsoring someone or something

• Vouchers (eg. for your favourite restaurant, shop or beauty treatment)

Moonsift also gives you the option to add details of a cash fund to your birthday wishlist. That way, you can encourage your friends and family to chip in towards a bigger gift, such as a big holiday or a new car!

Save your birthday wishlist ideas with Moonsift

If you’re getting ready to celebrate a birthday, big or small, Moonsift is the tool for you. Not only can you use it to collate all the products you need for your party, but you can also use it to create the perfect birthday wishlist.

Simply set your list to ‘gift registry’ function and send your friends and family the link. They’ll be able to view your wishlist with one quick click and buy you a gift they know you’ll love.

Ready to create your birthday wishlist? Just sign up to get started. 

Psst! Did we mention that it’s free?!