Planning your baby’s birthday can be magical, emotional, and—let’s be honest—a little overwhelming.
As a mom to my two beautiful children, Liam and Emily, I’ve planned my fair share of parties, and I’ve learned something new each time.
The biggest lesson I’ve learned? A solid birthday party planner changes everything.
That’s why I created this complete, stress-free checklist—to help you stay calm, organized, and focused on the fun.
Whether you’re celebrating a first birthday or just want a flexible party planning template you can reuse for any age, this guide is here to help.
As a total A-type who absolutely loves lists (and still prefers writing things down with a pen instead of using my phone for everything), having this template has made planning a party so much easier—and honestly, way more enjoyable. There’s just something satisfying about checking off each little box as things come together!
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Baby Birthday Party Planner: Step-by-Step Guide
1. Set a Budget
Before you dive into cake designs and party favors, sit down and figure out how much you want to spend.
Your budget will guide every part of your planning—from the venue to the food and entertainment.
It can range from simple decorations from the dollar store to hiring a professional event designer—everything depends on what you’re willing to spend.
For Liam’s party, I knew I wanted a beautiful setup but also needed to be cost-conscious, so I combined DIY decor with a local vendor for key items.
Tip: Make a list of categories (venue, food, decor, entertainment, etc.) and assign a max budget to each. This helps avoid overspending.
2. Pick a Theme (Or Not!)
Themes help tie everything together—invitations, cake, decorations, even outfits! But they aren’t a must.
Personally, I love choosing a theme because it helps me feel more focused and organized.
For Liam, I went with a Wild One theme, which made it easier to decide on the décor, games, and cake. But for Emily’s birthday, I was going through a tough time (a divorce, to be honest) and was super short on time—so I just went with an all-pink vibe. And you know what? That worked too!
If you’re unsure, start with your child’s favorite toy, animal, book, or color and go from there.
3. Picking a Date for Your Party
Before locking in a date, check in with your “must-have” guests. These could be grandparents, godparents, siblings, or best friends. Confirm their availability so you can plan a celebration with all the people who matter most.
Also, consider your child’s actual birth date. Some parents choose to celebrate on the weekend before or after, especially if the real date falls midweek.
4. Picking a Time for Your Party
Timing is everything! Especially with babies and toddlers.
Plan your party around naps and bedtimes. I always aim for a mid-afternoon slot after nap time—around 3 PM—when the kids are well-rested and happy.
For younger children, late morning (around 10:30 or 11:00 AM) with an early lunch works well too.
Evening parties often result in fussy toddlers and early goodbyes, so I usually avoid them.
5. Decide on the Location
Where you host the party will depend on your budget, guest count, time of year, and the vibe you’re going for.
Here are some great options to consider:
- At Home – Perfect for an intimate and budget-friendly celebration. You’re in control of everything, but keep in mind it requires more planning, setup, and post-party cleanup.
- Local Park – Ideal for spring and summer birthdays, especially for toddlers who need space to run and play. Bonus: built-in playgrounds and plenty of fresh air.
- Play Cafés or Indoor Playgrounds – A stress-free option, especially in colder weather. These venues often include entertainment, snacks, and even cleanup.
- Community Centers or Halls – Great for larger gatherings. They’re usually affordable to rent and give you a blank canvas to decorate and cater however you like.
6. Make the Guest List
When it comes to the guest list, less is often more. Inviting too many people can quickly become overwhelming—for both you and your baby.
I like to start with immediate family, close friends, and a few of your little one’s “baby friends” from playgroup or daycare.
Be sure to factor in your venue’s capacity and your budget before adding more names.
A smaller guest list often means a more relaxed, personal, and enjoyable celebration for everyone.
7. Send Invitations
I love designing digital invites using Canva—it’s easy, free, and theme-friendly.
Prefer something even simpler? You can also use digital invitation platforms like Evite or Paperless Post to send and track RSVPs effortlessly.
Send them at least 3 weeks in advance.
Include all the important info: date, time, location, RSVP details, dress code (if any), and anything else helpful (like parking tips).
For Liam’s party, I even included a link to a shared photo album where guests could upload their pictures after the event!
8. Plan the Menu
Food sets the tone for the party—and it doesn’t have to be complicated. Just keep a few key things in mind:
1. Know Your Guests
Unless it’s everyone’s first baby, most birthday parties will include a mix of adults and kids.
I always try to strike a balance: adult-friendly dishes alongside fun, easy-to-eat snacks for the little ones.
Avoid anything too messy or hard to eat one-handed (parents of babies will thank you).
If you have guests with allergies, be mindful of labeling food.
2. Match the Theme (If You Want To!)
This is totally optional, but if you’ve picked a theme, you can use it to guide your food choices too.
At Liam’s WIild One party, I made a sandwich snake to match the jungle vibe.
For Emily’s Two Sweet birthday, I wanted a sweet aesthetic even in the savory items—so I swapped the bread in the sandwiches for savory croissants.
3. Cook or Cater?
This really depends on your budget, time, and comfort level in the kitchen.
If you enjoy cooking or want to save money, stick to dishes you know and love—no need to stress or overdo it. You can also mix it up: prepare the savory food yourself and order the sweets and cake from a bakery.
9. Decorate Like a Pro (Even If You’re Not)
Decor doesn’t have to be expensive to be impactful.
I love working with balloons, banners, photo walls, and a few key themed pieces. Whether it’s a statement backdrop or a cute cake topper, a little goes a long way.
Need ideas? Pinterest is packed with DIY inspiration, and if crafting isn’t your thing, you can find pre-made décor kits online that look amazing and save tons of time.
10. Entertainment: Keep It Simple
Babies don’t need much to be happy. A few bubbles, soft music, and space to crawl or toddle around is more than enough. Avoid loud music or too much stimulation—aim for gentle, interactive fun that suits their age.
For toddlers and older kids, boredom can creep in quickly. If you don’t want them glued to screens or constantly pulling on their parents, prepare a few simple, self-guided activities—like coloring pages, puzzles, or board games.
And if you’re like me and love hosting games with prizes (did I mention I’m the queen of party games?), you can organize fun age-appropriate games like bingo, freeze dance, or musical chairs. Just match the games to the age group and vibe of your crowd.
11. Make or Buy Party Favors
I love sending our little guests home with something fun and sweet to end the day on a high note.
It’s a small gesture that leaves a big impression. I usually include things like mini books, bubbles, crayons, or a snack. For toddlers, soft toys, stickers, or playdough are always a win.
They don’t need to match the party theme (though it’s cute if they do), and they definitely don’t have to be fancy. Just something simple and cheerful to keep the smiles going even after the party’s over.
12. Capture the Memories
You’ve planned every detail—now it’s your turn to actually enjoy it and be part of it.
Whether you hire a professional photographer or ask a friend to be the designated shutterbug, make sure someone is in charge of capturing the day.
I like to set up a mini “photo booth” with a cute backdrop and some fun props so guests can snap their own pics too.
Pro tip: Put your phone down and be present. You worked hard to create these memories—don’t miss them because you’re stuck behind the camera.
13. Use a Birthday Planning Template
This is my ultimate party-planning secret weapon!
I created a birthday planning spreadsheet where I list every task, set deadlines, track RSVPs, and keep an eye on expenses. It helps me stay organized—and (mostly) sane.
Want to use the exact template I swear by?
The truth is, the most memorable parties aren’t about perfection—they’re about love, laughter, and presence.
Your baby won’t remember every detail, but you will. And so will your guests. When your party is warm, joyful, and thoughtfully planned, it leaves a lasting impression.
Need a little help getting started? Download the birthday party planner I personally use—and plan a celebration that’s just right for you and your baby.
With love,
Shely
