How to plan a birthday party: checklist, venues, ideas and what it costs

The best birthday party ideas depend far more on the age than the budget. An 18th needs a licence and a taxi plan, a 30th needs somewhere children can come early and leave, a 60th needs step-free access and chairs for everyone. Same party, three completely different jobs.

This page is the full planning run-through: the checklist in order, what to book and when, what a birthday party costs in the UK right now, and then the age-by-age guides. Work down it and nothing important gets left to the last week.

So the guides below are organised by age. Each guide below covers venue options with UK prices, themes worth using, a week-by-week countdown and what the whole thing realistically costs — written for British venues, licensing and weather rather than borrowed from American blogs.

Start with the age you're planning for, or read the general ideas first if you're still deciding between a big night, a long lunch and a weekend away.

Party planning guides by age

• 18th birthday party: licensing, function rooms and getting everyone home safely. Shop this card
• 21st birthday party: picking a date that works when half the guest list is away. Shop this card
• 30th birthday party: running an early family half and a later drinks half. Shop this card
• 40th birthday party: choosing the scale first, and how to keep a surprise secret. Shop this card
• 50th birthday party: a guest list spanning three generations in one room. Shop this card
• 60th birthday party: access, seating and why afternoon often beats evening. Shop this card
• 70th birthday party: long family lunches, accessible venues and posted invitations. Shop this card
• 80th birthday party: two to three hours, seated, in the daytime. Shop this card

Birthday party ideas that work at any age

• Book a function room above a pub — free hire in exchange for bar takings. Shop this card
• Run a garden party with a hired gazebo as insurance against the weather. Shop this card
• Do a long lunch instead of an evening, and halve the drinks bill. Shop this card
• Build the playlist from the year they turned twenty-one. Shop this card
• Put up a photo wall — the one decoration every guest stops at. Shop this card
• Pick one colour and apply it to everything, instead of a costume theme. Shop this card
• Book an activity — bowling, karting, crazy golf — for a group that hates standing around. Shop this card
• Hire a food van or hog roast rather than catering it yourself. Shop this card
• Hold an open house across an afternoon so guests come and go. Shop this card
• Swap the party for a weekend away with the closest twelve people. Shop this card

The five decisions that make or break it

• The date — set it around whoever has to travel, not whoever lives nearby. Shop this card
• The venue — book it before you tell anyone the date. Shop this card
• The food — serve it earlier than feels necessary; it paces the whole night. Shop this card
• The finish time — put it on the invitation so people can plan babysitters and lifts. Shop this card
• The clear-up — agree who's doing it before the party, never during. Shop this card

How much does a birthday party cost in the UK?

• Village or community hall hire: £10 to £35 an hour on current UK hall rate cards. Shop this card
• Pub function room: usually free against a £250 to £500 bar minimum, £1,000+ in central London. Shop this card
• Buffet catering: £10 to £35 a head. Served meal: £35 to £80 a head. Shop this card
• DJ: £350 to £800, around 20 to 40% more in London. Live band: about £1,100 on average. Shop this card
• Marquee hire: from £170 a day. Cake: £9 to £16 supermarket, £38 to £165 from an independent baker. Shop this card
• Totals: roughly £900 to £2,400 for a 50-guest party, £2,500 to £6,000 for 80 guests with catering and a band. Shop this card

Birthday party planning checklist

• 12 weeks out: agree the date, the rough guest number and the budget ceiling. Shop this card
• 10 weeks out: book the venue, then the caterer and the DJ or band. Shop this card
• 8 weeks out: send invitations with a start and finish time on them. Shop this card
• 6 weeks out: order the cake and confirm numbers with the caterer. Shop this card
• 4 weeks out: buy decorations, the banner and the card, and build the playlist. Shop this card
• 2 weeks out: chase the non-repliers and confirm final numbers. Shop this card
• The week of: print a running order, sort the taxis, and pack a box for the venue. Shop this card
• The day before: decorate if the venue allows it — never leave it to the morning. Shop this card

Milestone birthday cards

The big-number designs for the guest of honour.

Funny birthday cards

For everyone else at the party who forgot theirs.

Pin badges for the birthday person

A small extra that posts in the same envelope.

Where to shop next

• Buy party supplies
• Happy birthday banners
• Bunting & banners
• Cake toppers
• Table confetti
• Party bag fillers
• How to plan an 18th birthday party
• 21st birthday party ideas
• 30th birthday party ideas
• 40th birthday party ideas
• How to plan a 50th birthday party
• How to plan a 60th birthday party
• How to plan a 70th birthday party
• How to plan an 80th birthday party
• Milestone birthday cards
• Buy a birthday card online
• All birthday cards
• Pin badges
• How to make a balloon arch
• How much helium do you need for balloons?
• Party bag ideas for adults
• Photo booth prop ideas
• Hen party decorations
• Engagement party decorations
• Christening decorations
• Retirement party decorations
• Gifts to make someone smile
• Thinking of you gifts
• Birthday pin badges
• Funny Birthday Cards for Dad - shop the range
• Funny Birthday Cards for Her - shop the range
• Funny Birthday Cards for Him - shop the range

Frequently asked questions

How do you plan a birthday party step by step?

Set the date and budget about twelve weeks out, book the venue first, then catering and music, send invitations at eight weeks with a finish time on them, order the cake at six, buy decorations and the card at four, confirm final numbers at two, and decorate the day before rather than the morning of.

What are good birthday party ideas?

The ones that suit the age and the guest list: a function room and late licence for an 18th or 21st, a split early-and-late party for a 30th, a black tie evening for a 40th or 50th, and a daytime lunch or afternoon tea for a 60th and above.

How much does a birthday party cost in the UK?

For 50 guests, £900 to £2,400 is typical, and £2,500 to £6,000 for 80 guests with catering and a band. The building blocks: hall hire £10 to £35 an hour, or a pub room free against a £250 to £500 bar minimum, buffet £10 to £35 a head, DJ £350 to £800, cake £9 to £16 from a supermarket or £38 to £165 from a baker.

How far in advance should you plan a birthday party?

Eight weeks for a restaurant or hall booking, twelve for a milestone with a venue, caterer and band. Saturdays between May and September go first, so book those earlier still.

What's the best birthday party theme?

A light one. A colour scheme, a decade, or a playlist from a particular year gives the room a look without asking guests to buy costumes they'll wear once.

How long should a birthday party last?

Five to six hours for an evening party at one venue, three to four for a daytime lunch, and two to three for an 80th or 90th. Longer than that and people drift off before the cake.

How do you plan a surprise birthday party?

Give one trusted person the single job of getting them to the venue, invite guests by group message rather than post, keep the guest list off shared calendars, and put a decoy plan in the diary. Most surprises leak in the final fortnight.