Party Planning Cheat Sheets. Birthday Parties Made Easy

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Asher Martin Malone
5 years ago
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1 Party Planning Cheat Sheets Birthday Parties Made Easy

2 You ve Got this Party planning is not rocket science. You can totally do it. You just need a little kick-start, and that's what these worksheets are designed to do for you. I want you to start getting organized, but I also want you to get creative! You have got it in you. I'm just here to help get you started. Want even more birthday party planning advice? Buy my ebook, Birthday Party 101 at The book includes these worksheets and to-do lists, but also offers 40 more pages of party advice, tips and tricks. need more inspiration? Follow along with me online! Shop: Blog: Facebook: Twitter: Pinterest: Instagram: Google+: d o u b l e t h e f u n p a r t i e s 2 b i r t h d a y p a r t y 101

Table of Contents worksheets One Page Party Planner... 4 Brainstorming...5 Sketch Pad... 6 Budget...7 Vendors... 9 Guest List... 10 Party Grocery List.

3 Table of Contents worksheets One Page Party Planner... 4 Brainstorming...5 Sketch Pad... 6 Budget...7 Vendors... 9 Guest List Party Grocery List...11 Gift List / Thank You Notes to-dos Party Prep Checklist Party Schedule My Favorite Resources...17 New Year s Eve Block Party

4 One Page Party Planner Use this form to make notes about your party ideas. Occasion: Budget: Date and Time: Location: Theme: Colors: Helper: Printables Designer: Guest List: Outfit for Birthday Child: Food Menu: Sweets Menu: Beverages: Cake Style: Front Door Decoration: Dessert Table Decorations: Dining Table Decorations: Table Settings: Photo Booth: Hired Entertainment: Activity 1: Activity 2: Activity 3: Party Favor: Party Favor Packaging: d o u b l e t h e f u n p a r t i e s 4 b i r t h d a y p a r t y 101

5 PARTY BRAINSTORMING One idea leads to another. Start in the center circle, and jot down any ideas that emerge from your starting point. Learn more about this technique here: d o u b l e t h e f u n p a r t i e s 5 b i r t h d a y p a r t y 101

6 SKETCH PAD Try out your ideas here. Dessert Table Dining Table d o u b l e t h e f u n p a r t i e s 6 b i r t h d a y p a r t y 101

7 Budget Worksheet How much you spend on your party will depend on how much you are willing to do yourself, how many guests you invite, and how elaborate you wish the party to be. I am a firm believer in repurposing items you already have in your home. Your candle stand can display desserts. Your picture frame can hold an invitation. Your scrapbook paper can create a banner. So get creative, look around your house with new eyes, and you ll be amazed at what you can save by shopping at home. Of course, all the choices are yours and you can trim the budget to fit your needs. Maybe you don t need certain items, but you want a professional to take photos. Maybe you ll make your own cake. It s all up to you. On the following page is a list of essentials to get you started planning. d o u b l e t h e f u n p a r t i e s 7 b i r t h d a y p a r t y 101

8 Party Budget item where to buy cost Printables Envelopes Stamps Balloons Helium Ribbon Centerpiece Tablecloth Table runners Placemats Serving pieces Cake Ice cream Cookies Cake pops Candy Other treats Drinks Cups or bottles Straws Plates Napkins Forks & spoons Supplies for crafts Supplies for activities Favors Favor packaging Thank you notes Total d o u b l e t h e f u n p a r t i e s 8 b i r t h d a y p a r t y 101

9 PARTY VENDORS Keep track of who s helping you pull off the party. Name: Company: Website: Service or Product: Ordered on Date: Arrival or Pick Up Date: Phone: Name: Company: Website: Service or Product: Ordered on Date: Arrival or Pick Up Date: Phone: Name: Company: Website: Service or Product: Ordered on Date: Arrival or Pick Up Date: Phone: Name: Company: Website: Service or Product: Ordered on Date: Arrival or Pick Up Date: Phone: Name: Company: Website: Service or Product: Ordered on Date: Arrival or Pick Up Date: Phone: d o u b l e t h e f u n p a r t i e s 9 b i r t h d a y p a r t y 101

10 guest list child /address parent phone yes no adult /address phone yes no d o u b l e t h e f u n p a r t i e s 10 b i r t h d a y p a r t y 101

11 party grocery list meats produce beverages dairy baking other bakery deli frozen d o u b l e t h e f u n p a r t i e s 11 b i r t h d a y p a r t y 101

12 Gift List / Thank You Notes gift from note mailed? d o u b l e t h e f u n p a r t i e s 12 b i r t h d a y p a r t y 101

13 Party Prep Checklist (do a little bit daily and you ll be ready but not worn out) Start at least four weeks in advance and earlier if you can. four weeks in advance Pick your theme, date and time. Determine your location. If your party will be at home, will you use your playroom, backyard, or dining room? Select an invitation. Most Etsy vendors can deliver a pre-designed printable invitation within one week, allowing you to mail your invitations three weeks in advance of your party. Confirm timing when you convo at checkout. The invitation can drive your party style and color scheme. If you keep your invitation s primary and accent colors in mind while shopping, your party will have a cohesive look. So, choose your party colors. If you want custom stamps, order now. Book a professional photographer, if your budget allows. Knowing a professional will capture all the details of your party and special moments with your child will take that pressure off of you. You ll be able to concentrate just on managing (and enjoying!) the party. If a professional is not in your budget, ask a friend in advance if he or she can capture photos for you. Book a bakery for your cake and any other baked goods. Or, for cookies, lollipops, etc., order through Etsy vendors. Order favors. If you need to declutter your space, begin now. Work at it 15 minutes a day, try to throw away 25 items a week, and you ll have a neat space by party day. d o u b l e t h e f u n p a r t i e s 13 b i r t h d a y p a r t y 101

14 three weeks in advance Gather addresses and phone numbers for your guests. Print, address and mail your invitations. Book table and chair rentals (if needed). Order tablecloth(s) and napkins. Shop for table settings (plates, napkins, forks, mason jars, straws). If you want balloons, buy a helium balloon kit. I ve found that WalMart has the best price. (Exception: If you are using 36" round balloons, have those filled locally on the morning of your party for about $8 per balloon.) Buy balloons in your party colors. Decide on your games and/or activities. If you have a housekeeper, schedule her for two days before the party. If not, treat yourself to a cleaning service. It will take so much off your plate, and you ll have more energy on your party day. I prefer to have the house cleaned two days before the party, because I know I ll be busy setting up the day before and don t want to work around someone. two weeks in advance Shop for any items needed for games and/or activities. Have any paper elements printed and trim them out. Finalize your menu and grocery list. Continue decluttering daily. Have carpets cleaned. Your carpet cleaning rotation may be different, but I like to have everything super clean before having guests. If a spill happens during the party, have seltzer and clean white cloths on hand. (Do not save this step until the week of the party because you ll be tired from moving furniture and other items on and off your carpets.) one week in advance Assemble favors in packaging. Work on any party decorations or craft samples. How does your front yard look? Do you need to spruce up flowerbeds or containers? Continue decluttering daily. Continue decluttering daily. d o u b l e t h e f u n p a r t i e s 14 b i r t h d a y p a r t y 101

15 two days before party Clean the party floor of your house (or have cleaned). Sweep your front stoop and wipe down your front door. Grocery shop. day before party Bake any food you will provide. Set up tables and chairs. Iron your tablecloth. Buy and arrange flowers. Wash your serving pieces. Pick up any baked goods previously ordered (if ordered locally). If your party is on a Sunday, your cake bakery may not be open. It also may not be open all day on Saturday. When you order your cake, confirm the pick up hours so you are not disappointed. morning of party You may not be able to pick up rentals until the morning of the party. If that is the case, assign someone to pick the rentals as early as possible so you aren t setting the tables at the last minute. Get yourself ready early; don t leave this to the last minute or you ll cheat yourself on time. Make any last-minute food. At lunchtime, feed your kids a snack and dress them. Set out drinks. Blow up balloons, attach curling ribbon and place in your setting. Also attach six balloons to your mailbox for guests who may be unfamiliar with your home. Set out food that doesn t require refrigeration. If your party is for small children, have paper towels handy. night before party Charge your video camera battery. Charge your camera battery if applicable or put extra batteries within easy reach during the party. Hang any decorations like poms or banner. Set your tables and lay out any serving pieces on your buffet area. Display your favors. d o u b l e t h e f u n p a r t i e s 15 b i r t h d a y p a r t y 101

16 Party Schedule (rough break-down of a two-hour party) It helps me keep track of the momentum of the party if I have a rough schedule to go by. Here s how I break down a 2-hour party. 2 p.m. Guests arrive. Get your early birds busy with an activity like coloring pages. 2:10 p.m. Now that all guests have arrived, begin your first activity or craft. 2:30 p.m. Begin your second activity or craft. 2:50 p.m. Begin your third activity or craft. 3:10 p.m. Direct everyone to the dining table, sing Happy Birthday, and serve cake and other treats from your dessert table. 3:30 p.m. Open presents while your guests finish eating cake. 4 p.m. Pass out favors and send your guests home with a smile and the birthday child s thanks. I also like to have an extra activity or two planned in case things move faster than anticipated. d o u b l e t h e f u n p a r t i e s 16 b i r t h d a y p a r t y 101

17 MY favorite resources printables I work with so many wonderful printables designers that I hesitate to name just a few favorites. My best advice is to go to and in the search field enter your party theme plus the word printables. You ll get loads of options. envelopes You ll want to purchase A7 size envelopes for 5" x 7"invitations. Archivers Annex: Paper Source: Amazon: stamps Zazzle: party shops Shop Sweet Lulu: The TomKat Studio: Kara s Party Ideas: The Party Fairy: Smash Cake & Co: cookies Creating Awesomenessity: Guilty Confections: Flourish Sweet Shop: Arya's Cookies: Sugar and Flour: d o u b l e t h e f u n p a r t i e s 17 b i r t h d a y p a r t y 101

18 tip These are the supplies I use in creating almost every party. I also keep them in a special tote to have on hand at the party in case something requires a last minute repair. These can be found at any craft store. Ribbon (3/8 and 1.5 ) Power Glue Stick Scotch tape Double-stick tape Poster tack Safety pins Scissors 12 paper trimmer Corner rounder 2 circle or scallop craft punch Lollipop sticks Aleene s Thick Tacky Glue Glue Dots (thick) Scrapbooking paper Full sheet label paper CAKE POPS Sparkling Sweets Shop: fondant Edible Details: Krazy Kool Cake Designs: chocolate The Frosted Petticoat: candy in bulk Candy Warehouse: Zurchers: Oh Nuts: accessories shops Halo Heaven: Always Underpay: tablecloths, napkins, runners, chair ties Linen Tablecloth: Tablecloth Factory: serving pieces Olivia Dru Cake Stands: d o u b l e t h e f u n p a r t i e s 18 b i r t h d a y p a r t y 101

19 Let One of My Party Plans Make It Even Easier! My Party Plans are downloadable PDFs that explain how you can create every DIY party detail. Each plan features hundreds of color photos, plus: 1. Custom paper goods or printables recommendations 2. Decorating suggestions 3. Food, cake and dessert table ideas and resources 4. Games and activities suggestions 5. Favor ideas and packaging recommendations 6. Budget estimator (and ways to reduce your costs) 7. Shopping list (and links to our vendors) 8. Advice on picking the party location, day and time 9. Tutorials for creating your own party elements 10. Step-by-step guide on how to prepare for your party 11. Day of the party schedule Party Plans are available as instant downloads from my shop at: d o u b l e t h e f u n p a r t i e s 19 b i r t h d a y p a r t y 101

20 Letters To Santa Party P lan Charlie Brown Thanksgiving Party Plan Letters to Santa Party Plan Dress Up Party Plan Flower Fairy Party Plan Junie B. Jones Party Plan Mystery Party Plan OZ PARTY PLAN of party Night Owl pl an Vintage Tea Party Plan Wizard of Oz Party Plan Night Owl Slumber Party

21 let us know how it went! I d love to see your pictures. Just send them to Jennifer@thepartyteacher.com. photography Viridian Images Photography ( The Party Teacher D/B/A Double the Fun Parties LLC For personal use only. Not for resale.

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