Birthday Party Supplies CheckList

A birthday party supply checklist is crutial to making sure you don't forget ANYTHING the day of the party! From decorations to fun-filled party favors, I've curated all the supplies needed for a birthday party so you are are organized as possible!

Print Your Party Supplies Checklist Below!

Scroll down to print your checklist before you start party planning!

Printable free birthday party supplies list graphic.

Click HERE to print your checklist! I also added other MUST HAVES items below that could not fit on the checklist!

Free Birthday Party Supplies Checklist

Before you start checking off items, I want to recommend a few things and offer some advice that would NOT fit on the checklist. I have planned a ton of parties and have made many mistakes before. Learn from my mistakes so you don't make them yourself!

Decorations

This soely depends on the party THEME.

Most decoration supplies on the checklist are traditional birthday party "must-haves". I will say streamers are a bit old school, there are other similar streamer-like decorations that they have these days.

Balloons/Balloon arches (latex or foil)- Latex balloons come in ALL different sizes. You can make your own balloon garland if you have different sizes and some garland STRING. Clear latex balloons with confetti inside are so classy.
Banners, streamers, hanging decor- Amazon has so many wall backgrounds and fun hanging items. Make sure to use TACKY PUTTY or COMMAND HOOKS if you don't want to ruin your walls.
Tablecloths- Plastic vs. cloth, what to use?? 🤔 I personally like to use cloth unless its a kids birthday. Then I'll match the theme with a cheap tablecloth and use TABLECLOTH HOOKS to prevent it from moving around or flipping up in the wind.
Centerpieces- Think of the theme. Is it for kids? If so, use something simple like THIS. If your party is more extravagant, I recommend like fresh flowers with a sign like THIS.
Wall decorations (posters, backdrop, curtains, etc.)- THIS backdrop is simple and an inexpensive way to frame a table. I like to set the cake or food on a table with a backdrop behind it. This FOIL CURTAIN is another trendy way to decorate walls for parties.
Neon Signs- Neon signs like the one pictures above, are VERY popular these days, not that expensive and easy to order from Etsy!

Pro Hosting Tip

Plan on hanging decorations AT LEAST 3 days prior. These items can and SHOULD be done in advance so you can focus on last minute items like food, drinks, cleaning and getting yourself ready!

Tableware

Plates- I highly recommend sticking with disposable plates. But spend money on sturdy plates that wont collapse when full of food. If you're serving food that is saucey, use plates with an edge or with separated sections. These WHITE PLATES are simple and sturdy. I prefer matching my theme to my plates if it's a themed birthday.
Cups- Don't forget to get plastic cups for kids and adults. Wine? Beer? Juice? What are you serving? This will determine the type of cups to get. And to go above and beyond your hosting game, set a SHARPIE for everyone to write their name on their cups!
Napkins- These should match your party's theme or at least be birthday inspired for a pop of color! Thicker square napkins are best.
Cutlery (forks, spoons, knives)- I always go BLACK. I think both look classy. If you are using colored cutlery, stick to your theme colors or use clear.
Serving platters and bowls- Plan your food menu and decide how you will be serving each item. Place a post-it note on each serving platter or bowl so you know everything has a place.

Party Favors

Goodie bags or favors for guests- These should be assembled at least 4-5 days prior so you don't have to worry about them. It can be anything from goodie bags filled with candy and tchotchkes to mini bottles of champagne for adults. Whatever suits the vibe of the birthday.

Pro Hosting Tip

Set the favors out near the exit so as guests leave, they can grab on on their way out! This saves you time running back and forth for each guest.

Cake and Dessert Supplies

Birthday cake or cupcakes- Decide if you will order or make your own cake/cupcakes. If you are making your own, make sure to get everything from cake mix ingredients, to frosting, to piping tips, to cake pans, to piping bags or sprinkles.
Cake stand, board or serving tray- How will you serve the cake? This is one thing I always forget. Amazon has these CAKE BOARDS that bakeries use so if you're making your own, make sure to order one!
Candles- Are you going simple or one that is like a firecracker?!
Cake knife and server- This is self explanatory but 100% necessary.
Dessert plates- Most people forget to pick up smaller plates for cake.

Food and Drink

Ingredients for any homemade dishes or snacks- I suggest always offering chips or snack like items for people to pick on throughout the birthday.
- These mini party sandwiches are perfect for parties!
Beverages (sodas, juices, wine, beer, water)- I HIGHLY recommend offering mini bottles of water. The large ones never get finished. Not having water at a party is a huge mistake. If it's a kids party, you don't need booze but have something like sparkling water, iced tea or lemonade. This way everyone has something to enjoy even the kiddos.
Ice (if needed)- Unless your party is inside and the drinks are not being served individually, ice is always a must. Especially if the birthday party is outside. Offer ice on the side for guests to use in their drinks. This ICE MACHINE is the best way to serve ice without it melting. And you can place it inside or outside!
Coolers or containers for drinks- These ACRYLIC BEVERAGE TUBS are versatile for any party and lightweight too. This DRINK DISPENSER is a great way to serve lemonade or margaritas!

Kids hitting a pinata at a birthday party.

Entertainment and Activities

Games and activities suitable for the age group: Pin the tail on the donkey is the most common kids birthday party game. Same with a birthday pinata. If it's an adults birthday party, I suggest having cornhole, ladderball toss or jumbo jenga.
Music playlist or speakers- Music is a MUST! How will you be playing music? Do you have speakers? An Alexa works perfectly. Just connect it to your best Spotify playlist!
Props for photo booth or themed activities- All props can be found on Amazon. They should match your PHOTO BACKDROP if possible. Place props on a small table with a sign to encourage guests to snap a photo! Add a hashtag to it and encourage guests to share the photos on social media so everyone can see them and save them forever!

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Guests playing cornhole at birthday party.

Pro Hosting Tip

Whoever the birthday kid/adult is, find out their favorite songs prior to the party and add them to your playlist!!

Safety and Clean-Up Supplies

Trash cans- Most parties don't have trashcans BIG enough to last the duration of a party without needing to be emptied. Place extra around the party especially outside if it's an indoor/outdoor birthday party.
Cleaning supplies (paper towels, wipes, etc.)- In case of a spill, have a broom, dustpan and tide stick ready to go!
First aid kit- Most hostesses don't have this available at the drop of a hat so before the party, make your own DIY first aid kit by adding bandaids, gauze, antiseptic spray, cloth tape/bandages and a few lollipops for the kiddos. 🙂

Pro Hostess Tip!

If you're throwing a kids birthday party, have plenty of BANDAIDS available in different sizes! This will make you look like a boss hostess!

Optional Extras

Pinata and fillings: Don't forget that MOST pinatas do NOT have candy inside them! I suggest that you purchase a large bag asap to stuff in there! Make sure to have a few items that are not candy for those with allergies.
Themed costumes or accessories: If the birthday party is a themed party, make sure to offer some costume items or accessories for guests to throw on if they didn't have time to get something themselves. This could be hats, glasses or costume jewelry depending on the theme.
Party favors for specific games or activities- If you are having games and things get competitive, have a prize for the winner! It can be a $10 gift card or a box of fancy chocolates. Competition always encourages people to get out of their comfort zone and laugh a bit!

Personalized Items

Customized banners, invitations, or party favors with the birthday person's name or age: Customizing birthdays these days is easier and easier with Amazon and Etsy. The most popular customized items are tshirts, for the birthday boy/girl or the entire family! Other items are cups, stickers, favors or banners/backdrops.

Backup Supplies

Extra plates, cups, and utensils in case of unexpected guests or accidents- Always order 20-30 MORE cups/plates/utencils/napkins than the amount of guests you have.
Extra tables and chairs- You may need to borrow or rent extra tables if you are lacking counterspace. Facebook marketplace has many local rentals. Or ask your neighbors to borrow some!