Start from a template
Pick your occasion — birthday, wedding, shower, graduation, retirement — and a full, phased checklist drops in, already dated from your event day.
Never miss a step
Your party planning checklist, kept in order.
A party planning checklist keeps tasks, due dates and co-host responsibilities beside your event. Start with a template for your occasion, make it your own, and work through phases from first plans to thank-yous. Tasks linked to your invitation tools mark themselves done as you set those tools up, and you can override their status whenever you need to.
- Counts down to your date
- Start from a template
- Linked tasks self-complete
The countdown
A plan that counts itself down.
Your tasks sort into phases that march toward your date — kickoff, six weeks out, two weeks, the week of, the day before, the day itself, and after. Set your event date and every phase shows the real day it lands on, so "two weeks before" reads as an actual Tuesday. Work top to bottom and you're never guessing whether you're ahead or behind.
- Phases from kickoff to the morning after
- Each one dated from your event day
- "X of Y done" up top, overdue tasks flagged in red
A head start
Never plan from a blank page.
Or let Magic build it
InviteBird Magic can generate a checklist around the exact features you're using, then hands you a review list to confirm — and merges in new tasks later without duplicating a thing.
Details for every task
Start with a title, then give a task a phase, a due date, an owner and notes. Your whole plan stays together as the details take shape.
Take it off-screen
Download a branded PDF grouped by phase, a checkbox beside every task — for the fridge, a helper, or the day-of binder.
Planning a party is less about doing everything and more about not forgetting anything. That's exactly what a good list is for.
The part paper can't do
Tasks that finish themselves.
When a task matches something you do elsewhere in InviteBird — send the invitations, build the menu, arrange the seating, set up the album — it carries a link straight there and ticks itself off the moment you've done it. Finish your seating chart and "plan the seating" quietly marks itself done. You stay in charge: if you'd rather a task stayed open, one tap overrides it.
- Linked tasks jump straight to the tool that handles them
- They check themselves off once the setup's done
- Override any task with a tap — your choice sticks
Better together
Plan it with your people.
Add your co-hosts
Bring in up to five co-hosts — no extra accounts, just an invitation to help run the event.
Hand out the tasks
Open any task and assign it to a co-host. Their initial rides along on the task, and one screen lists every task by owner, so everyone can see who's got what.
Everyone stays on theirs
Co-hosts get a "Mine" filter that narrows the list to just their jobs, so nothing falls between you.
Nothing forgotten
Everything, ticked off.
A smart checklist that keeps every task in view — so the little things never slip through.
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Common questions
Good to know.
Do I need to set an event date first?
It helps. With a date, each phase shows the real day it falls on and due dates are worked out for you. Without one, the phases still order your tasks first to last — add a date later and the calendar fills in.
Does it cost extra?
No. The Event Checklist is included on every plan. Invitation sending is priced by guest count.
How do linked tasks know they're done?
They watch the matching feature on your event. Finish your menu, seating or album and the linked task marks itself complete — and you can always override it with a tap.
Can I hand tasks to a co-host?
Yes. Open any task and assign it to a co-host you've added. Their initial shows on the task, and each co-host gets a "Mine" filter for just their own jobs.
What details can I add to a task?
Give a task one of eight phases, a due date, an owner and notes. Assign it to yourself or a co-host, and update the details as your plans change.
Can I print or share it?
Yes — one tap gives you a branded PDF grouped by phase, with a checkbox and due date on every task and finished ones already ticked.
Goes well with
More from the toolkit.
- Expense trackerSet a budget, log expenses, and watch what's committed, paid and still to pay update live.
- Co-hostsInvite up to five people to run the event with you — full parity, minus the owner's calls.
- Event DayOne tab for the whole day — the check-in kiosk, your run of show, and the room at a glance.
Ready when you are
Build it free, send when it's ready.
A plan that counts down and ticks itself off — pick a design and get ahead of the day.
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