Having a Birthday Party On Location

Photo: Momologie

Photo: Momologie

From Momologie

Yes, location is everything.  And, when planning a birthday party knowing where your party will be is half the battle.  The beauty of having a party out of your home is you’ll have less to clean before and after, AND many locations provide the food, invitations, and party favors too. With a little planning, and our handy checklist, it’ll be smooth sailing.

The Basic Details

Location:
Date:
Budget:
Theme:
Menu:
Favors:
Invitations:
Entertainment/Activities:
The Guest List:

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2.
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15.

Party Timeline

Four Weeks Ahead

  • Finalize your guest list and head count
  • Choose a location and get the details (timeframe, rules, what’s included)
  • Pick a theme and brainstorm on decorating ideas
  • Order, purchase, choose invitations

Three Weeks Ahead

  • Distribute/send invitations
  • Plan your menu (if the location provides food, discuss your options)
  • Pick activities for the kids, if not built-in, and book entertainment

Two Weeks Ahead

  • Finalize your plans for décor (if not included) and start creating any homemade items/working on projects
  • Shop for decorations, favors and miscellaneous items to fit the theme
  • Place a catering order (if food isn’t provided or prepared by you)

One Week Ahead

  • Collect RSVPs
  • Final shopping trip for favors and decorations
  • Shop for anything that can be purchased ahead (non-perishable food, umbrellas, canopies, BBQ, table coverings, paper goods, etc.)
  • Order birthday cake/cupcakes/dessert (if location doesn’t provide or you aren’t baking cake)

Three Days Before

  • Order balloons, if appropriate
  • Assemble party favors (if not provided by location)

Two Days Before

  • Buy your fresh groceries
  • Prep food, as needed and appropriate

The Day Before

  • Pick up birthday cake/cupcakes/dessert, if needed
  • Prep food
  • Charge your camera battery

Morning Of

  • Pick up food, ice, balloons (anything that needs to be last minute because it’s perishable or short-lived)
  • Pack your food carefully for transport
  • Frost and decorate cake/cupcakes, if needed
  • Pack the car

Checklist:

  • Food & beverage (cooler & ice)
  • Table cloths (may need clamps)
  • Plates, cups, flatware, serving pieces
  • Favors
  • Cake & candles (lighter)
  • Activities
  • Balloons
  • Sunblock (if needed)
  • Tape, scissors, markers
  • Garbage Bags
  • Camera

The Clock is Ticking

  • At a park or the beach, set up your space
  • For an indoor location, double-check the party set-up
  • Set up cake, food, party favors, activities

Party Time!

  • Don’t forget to take lots of pictures
  • Have fun!!  Your work is done (at least until clean-up)

The Shopping List

  • Invitations (or you can e-mail invites)
  • Decorations – table covers, décor (paper lanterns, streamers, balloons, banners)
  • Paper plates, cups, napkins
  • Disposable flatware, serving pieces
  • Party Favors & packaging (ribbon, buckets, paper bags, cellophane bags, Chinese takeout containers, stickers, etc.)
  • Groceries (food, cake, dessert, beverages, ice)
  • Candles
  • Kid activities, if needed (art supplies, piñata, games)

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