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Best Guidelines On How To Plan For A Birthday Party [2023]

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How to plan for a Birthday Party

How to plan for a Birthday Party
How to plan for a Birthday Party

Planning a birthday party can be a very exciting task whether or not it’s yours or someone else’s. However, without proper planning and coordination, it can be quite a headache. There are so many aspects to planning a birthday party such as finding the perfect location, inviting all the guests, setting a budget, and much more. All these aspects when added together can seem very overwhelming. And that is why there is a need to plan all these aspects beforehand to ensure that the birthday celebration is a successful one! It is as they say, “Failing to plan is preparing to fail.” This also applies to planning the perfect birthday party.

However, you may be lost on how should you plan for a birthday party right now. Not to worry! To make your life a little less stressful, we have prepared for you a checklist and guide of 9 steps on how you should plan for a birthday party below. Follow this easy guide and you’ll be able to put an end to all your worries! Furthermore, birthdays are all about celebrating, there shouldn’t be a need to put any more stress on yourself.

For more information on potential birthday activities and venues, you can check out 44 Fun And Unique Kids Birthday Party Singapore Ideas And Venues

But before that, here are some key things to consider before planning a birthday party!

Key Things To Remember Before Planning A Birthday Party

  • Establish the budget: Before anything else, decide how much you’re willing to spend on the birthday party. This will help narrow down your options when it comes to venue and food choices that fit within your budget.
  • Select a suitable birthday venue: Depending on the age of the birthday celebrant, you may want to choose a suitable venue for the celebration. For example, if it’s a kids’ party, then you should consider looking for a playground or indoor play area. On the other hand, if it’s an adult birthday party, then finding an appropriate restaurant or bar would be more appropriate.
  • Choose an appropriate time and date: Once you have selected a suitable venue, decide on the most appropriate time and date for both the birthday celebrant and their guests. This is to ensure that everyone can make it without any problems.
  • Set up invitations for guests: After you have decided when and where the party will be held, you should start setting up invitations for your guests. You can either send physical or digital invitations depending on how formal or casual the celebration will be.
  • Finalize catering arrangements (if necessary): Depending on your chosen venue, you may need to finalize catering arrangements with the help of a professional caterer. This is especially important if the party will be held at a location without an in-house kitchen or dining facility.
  • Plan games and activities for children (or adults!): If the birthday celebration is for children, then you should make sure to plan out some games and activities for them. This will help keep them entertained throughout the party and ensure that it’s a memorable one!
  • Acknowledge special requests from the birthday person: In addition to the above, you should also take note of any special requests that the birthday celebrant may have. This could be anything from a particular theme or food preference, to special decorations or activities planned out for their special day.
  • Prepare decorations & Birthday cake/cupcakes or desserts: As soon as you have all the preparations sorted out, you should start preparing decorations to liven up the venue and make it more festive. For example, hanging streamers or balloons are always nice additions. Furthermore, don’t forget to get a birthday cake/cupcakes or desserts for everyone to enjoy!
  • Make sure to allocate enough time for clean up: Lastly, make sure to allocate enough time for clean up after the party. This is especially important if you’re planning a larger-scale event. You should also consider asking some volunteers to help you with this task as it can be quite laborious.

Now that you know what to look for, here are the Best Guidelines On How To Plan A Birthday Party!

Step 1: Choose the date and time

Choose the Date and Time (Credits:
Choose the Date and Time (Credits:

First and foremost, it is paramount to establish the date and time for the birthday party plan. As everyone’s schedule is different during the weekdays, it is highly advised against holding the birthday party from Monday to Friday. On the other hand, picking a weekend or public holiday would be more welcomed since most people are free from work and may not have many plans. Another tip is to select a date that’s far enough in advance so people will be able to mark their calendars. Next, just choose a preferred time to hold it and consider the amount of time the party will take especially if you’ve booked a venue.

Step 2: Settle on a budget

Settle on a Budget (Credits:
Settle on a Budget (Credits:

The next aspect is to settle on a budget. Breaking down the budget for your birthday party plan is very important as it is the aspect that impacts every other detail. You can start off by using a budget template in an Excel spreadsheet, followed by breaking down how much should be spent for each specific expense such as food, entertainers, decorations, etc. Remember to be realistic about your budget, it’s not necessary to spend a bombshell for the party! Having a fun-filled day is important but do make sure that all necessary costs are factored in. This is to avoid unplanned costs spiraling out of control and ruining the party.

Step 3: Create a Guest list

Create a Guest list
Create a Guest list

Creating a guest list helps you to cross-check if all invitations have been sent out and that no one had been forgotten. The guest list is important as it also affects other aspects as well. For example, if the number of guests increases, your overall budget also has to go up as well. This is due to the fact that you’ll probably need a bigger venue and more food options to accommodate all of them. Hence, keep in mind that more does not necessarily translate into merrier. Consider the budget and invite only people who are more than happy to celebrate your big day. One tip is to utilize an RSVP list so you can better keep track of who is attending and who isn’t, along with any dietary specifications.

Step 4: Pick a Venue

Pick a Venue (Credits:
Pick a Venue (Credits:

After selecting who you wish to invite, the next step for your birthday party plan is to pick a venue that will be able to accommodate everyone. As we mentioned earlier, the size of the invitation list and gathering will determine whether a bigger or smaller birthday venue is needed. The ideal venue would obviously be someone’s house. However, not everyone’s house is able to accommodate so many people. Hence, when push comes to shove, there may be a need to hold the birthday party at a separate venue instead such as at hotels. Here’s a list of possible birthday venues or event space rentals to consider:


  • Price: Venue starts from $99/hour, Activities starts from $15/pax.
  • Capacity: Up to 150 pax
  • Address: Hyperspace, 91A Lavender Street, Singapore 338719
  • Website:
  • Email:
  • Phone Number: 8769 1955

The Fun Empire

  • Price: Venue starts from $70/hour, Activities starts from $15/pax.
  • Capacity: Up to 80 pax
  • Address: The Fun Empire, 5B Guillemard Road, Level 3 Wing Fong Building, Singapore 399685
  • Website:
  • Email:
  • Phone Number: 6515 4146 / 6816 1998

The chosen location will also dictate the kind of activities that your guests will participate in. Where the birthday party is held will also be dependent on the demographics of the majority of your guests (e.g. kids cannot celebrate at the bar). Do note to also keep in mind any guests in need of certain accommodations, like wheelchairs, etc as well.

Step 5: Choose a birthday package (optional)

Choose a Birthday Package (Credits:
Choose a Birthday Package (Credits:

The next step is optional. While you can execute your own birthday party plan, we understand that sometimes it may be too time-consuming and complicated. So, another option is to outsource the planning and execution of your birthday party to an experienced birthday party planner or an events coordinator. It’s a one-stop solution for all your birthday party needs (games & activities, venue, food & drinks, and party decorations). 

Step 6: Pick a party theme

Pick a Party Theme
Pick a Party Theme

Who’s to say having a party theme is childish and a waste of time? It can really improve the overall party experience. If it’s your own birthday party, then you’ll have the freedom to plan whatever theme that you want. However, if you are planning the party for someone else, you should consult them first about whether they would even want this option. This is because while having a themed birthday party plan can be really unique, it can significantly increase the overall budget once you incorporate it into the food, decorations, and invitations. If it’s a child’s birthday, the theme can be based on their favorite TV show or movie. For adults, appropriate themes can include color themes such as black and white, or peach, etc. 

Step 7: Send out invitations & gather decorations for the party

Send out invitations (Credits:
Send out invitations (Credits:

Now is the time to start sending out invitations to your guests once the earlier details have been confirmed. However, you may be asking yourself, “When is it a good time to start sending out invitations?” Send them out at least one month in advance to give people time to prepare for it. Do note to provide RSVP details on the invitation and if you have a theme for your party, it is also highly advised to personalize and decorate them in conjunction with the theme!

You can also ask for assistance from confirmed guests to aid you in setting up, providing food, decorating, transporting, etc. Shop and gather decorations together for the party such as balloons, party banners, and more. Do note that you can save money by using existing decorations that you already have or by borrowing them from friends.

Step 8: Plan the Food & Beverages

Plan Food & Beverage (Credit: Shutterstock)
Plan Food & Beverage (Credit: Shutterstock)

Last but not least, it’s never good to have a birthday party plan without food! Decide the type of food best for the party. Find out dietary restrictions or preferences from guests. Bear in mind, the length of the party affects the amount of food you’ll need to order as well. For a party that lasts for an hour, you’ll probably require only drink refreshments. On the other hand, for a longer and larger party, you have the choice to make the food yourself or order from a caterer. Ordering from a caterer offers a wider range of menus to choose from, although you need to consider your budget again. Another tip is to consider doing your birthday party food options in a buffet style! This ensures that everyone feeds themselves whenever they want, which increases convenience!

Step 9: D-DAY


It’s the day of the party! However, before the celebration starts, call up and gather the people you’ve organized for help. Begin by setting up the decorations and the food (if necessary). Next, ensure that the food gets to the venue on time. Remember to give yourself enough time to set up as rushing will only stress you out. Lastly, just enjoy the party! However, let’s not forget to clean up, tear down and thank everyone once the party’s over! Be sure to seek help from the guests should the workload be too heavy!

How to Plan for a Birthday Party

In conclusion, these are some of the guidelines you should follow for a birthday party plan. But if you are looking to dive deeper into more potential activities for your birthday party, you can check out the following links below 🙂

Visit Us on our company website for more exciting activities and inspiration before you plan for your next outing!

Frequently Asked Questions

How far in advance should I send out my birthday party invitations?

It is generally recommended that you send out your birthday party invitations roughly one month before the event. This gives your guests plenty of time to plan for the party and make sure they are able to attend. You should also include RSVP details on the invitation and if possible, mention a date by which you should receive their response.

What are some tips for planning a surprise birthday party?

Planning a surprise birthday party can be tricky! It’s important to keep the guest of honor in the dark and ensure that no one else spills the beans. If possible, try to plan the party for a time that the guest of honor is unlikely to expect. You should also try to keep the guest list small, as it will be easier to keep things under wraps. Lastly, make sure you have a backup plan in case something unexpected comes up!

What are some good ideas for kid’s birthday party?

Kid’s birthday parties can be a lot of fun! Popular ideas include having a theme for the party, such as a movie or superhero-themed party. You can also consider including activities like scavenger hunts, science experiments or arts and crafts projects for the kids to enjoy. Lastly, you could hire an entertainer and have them perform special activities like face painting, balloon twisting or magic shows.

What are some good party favors for birthday parties?

Party favors are a great way to thank your guests for attending your party and add an extra special touch! Popular ideas for party favors include items such as bubbles, t-shirts, water bottles, notebooks and pencils. You could also consider giving out personalized items such as keychains or mugs with the guest’s name on it. If you’re feeling creative, try making your own party favors using paper, fabric or even clay!

What are some tips for finding a good birthday party venue?

Finding the perfect venue for your birthday party can be a challenge! Firstly, consider the size of the party and make sure that the venue you choose is able to accommodate all your guests. Secondly, think about what type of atmosphere or ambience you’re looking for. Lastly, make sure that the location is convenient and easy to access for all your guests.

What should I do if the workload for my birthday party plan is too heavy?

If you feel like the workload for your birthday party plan is getting too heavy, it’s important to take a step back and consider outsourcing some of the tasks. You could consider hiring an event planner or delegate some of the tasks to other family and friends who are willing to help out. Doing this will help you manage your stress levels and ensure that the party is a success!

Rachel Tan - FunEmpire

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Rachel Tan is the editor at FunEmpire Media Singapore. She has over 8 years of experience in the media industry discovering the best local businesses, places and things to do in Singapore. From lifestyle, entertainment, food, travel, education and more, Rachel is a trusted source to curate the very best Singapore has to offer.