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Birthday party planning checklist

A week-by-week birthday party timeline, with the InviteBird features that help at each step — including the games and keepsakes picked for the birthday star's age.

Last reviewed 3 min read

On this page7 sections
  1. 3 to 4 weeks before
  2. 2 weeks before
  3. 1 week before
  4. A few days before
  5. On the day
  6. After the party
  7. Related articles

Every birthday comes together more smoothly with a little runway. Here's a simple timeline from a month out to the day itself, with the InviteBird tools that lighten each step. The dates below are general suggestions — adjust them to fit your party.

3 to 4 weeks before

Lock in the essentials: the date, a rough head count, and the place. This is the moment to design and send your invitation so guests have time to plan.

  • In InviteBird, design your invitation for free and send when it's ready — you're charged only at send, sized to the guests you expect.
  • Before you send, open Birthday Party Essentials and check the age band — the games follow it. Keep the ones that suit the party switched on: guests play them as they reply, so they need to be ready before the first RSVP. See Birthday party games.
  • Set an RSVP deadline about a week before the party so you have time to finalize numbers.

2 weeks before

As replies come in, shape the day around them.

  • Turn on Gift hints to share what the birthday star is into — favorites, sizes, current obsessions — so guests arrive with a gift that lands.
  • If Who knows the birthday star best is on, send the private link to the birthday star — or to a parent, for a little one — so the answers are ready by the party.
  • If you're serving a meal, use Menus to collect dinner picks and note dietary needs, and plan Seating for a sit-down affair.

1 week before

Confirm the count and get the props ready.

  • Send a friendly reminder to anyone who hasn't replied (host-to-guest messaging is included).
  • Running Guess the jar? Fill and count the jar — or switch on "Count it at the party" and do it on the day.
  • Running the Prize drawing? Add your prizes, and try a practice spin — it doesn't count.

A few days before

  • Set up the Event Day kiosk on a tablet or a laptop by the TV, so the reveals have a big screen.
  • Do a final grocery and supply run, and confirm any vendors or entertainment.

On the day

  • Use the check-in kiosk to greet guests as they arrive, and the photo wall to gather everyone's pictures in one place (guests upload free).
  • From the Games list on Event Day: enter today's answers for Guess the birthday star and reveal, reveal Who knows the birthday star best and the jar, show how the room split in This or that, and draw the prize.
  • Then relax and enjoy it.

After the party

  • Send your matching thank-you card the morning after — the thank-you page can show who knew the birthday star best and the jar's winner.
  • Download the Wishes & memories keepsake, and share the event photo album — it holds up to 100 photos and stays hosted for a full year, so everyone can revisit the day.

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