Free Party Planner Printable

Updated on May 3, 2024

Party Planner Printable. Use these free party planning printables to prepare for your next party, birthday, or event. You can print out a schedule for what to do when, a guest list tracker, an expense tracker, plus details about the theme, favors, decorations, and games.

I am in full-force party planning mode for my son’s LEGO Ninjago birthday party next month.

I tend to go a little overboard when throwing parties, so this year, I wanted to be more realistic and organized so I don’t stress myself out. Birthday parties should be fun, right?

Free Party Planning Printables

I created a free party planner set to keep it all together. My home management binder has a holiday and event planning section, so these will go there.

I had this information for other parties I have thrown in the past, but it was written down all over the place – in notebooks, on paper, and Post-its.

These printables will help you plan and organize your next event. The small details, like a menu planner, to-do list, grocery list, and more, are easy to keep track of.

Helpful tips to make them reusable:

• Laminate and use a dry-erase marker
• Place in a transparent page protector and use a wet-erase marker

Party Planning Schedule

First, I created a party checklist to help with the planning process. This is how I stay on track and ensure I have enough time to complete everything!

You might not need as much time as I do to plan your parties, but since my family’s birthdays happen around the busiest time of the year, I need a lot of time to prepare.

And if you are a crafter like me, you probably make a lot of party decorations which requires more time.

Schedule:

• 2 Months
  • Choose a date and time of the party, and theme, and create the guest list
• 6 Weeks
  • Create or order invitations
• 1 Month
  • Reserve event space, mail (or online) invitations, choose food and gather recipes, make shopping lists
• 3 Weeks
  • Purchase supplies and decorations, clean serve ware, choose activities or games, order cake
• 1 Week
  • Follow up with guests, make space in the refrigerator, assemble favors, deep clean house (if party will be at home)
• 3 Days
  • Purchase food
• 1-2 Days
  • Bake the cake, decorate the house, prepare food, charge cameras, quick clean up of the house
• Day of the Party
  • Prepare the rest of the food, and final decorations, and set up games or activities

RELATED: More Party Ideas

Printable Party Guest List

Next, I created a guest list tracker. This is the place to record anything and everything about who is coming and includes a gift tracker.

You can check if an invitation has been sent, whether the guest can come, and record how many people will be coming, what gift the person gave, and whether a thank you card has been sent.

Note: I have seen some printables with places to list addresses, but I have an address book (both paper and online), and it would be redundant to have to write all that information down for a party.

RELATED: Gift Wish List

Party Details Printable

The following page has a place to record the event details, such as the party theme, date, time, and place.

There is also a section to record what food and drinks you will serve at the party and a place to jot down a shopping list as you think of things you need to purchase.

What is a party without decorations, games, and favors?

The following page has sections to record what party supplies you need, decorations, fun party games you will play, and what to include in the party favors. There is also a small section at the bottom for any additional notes.

Expenses Printable

Every party has a budget. If you are not careful, it is easy to overspend and purchase more for a party than you can realistically afford.

This budget planner can be used for party planning but could also be used for everyday expenses. I like to tally up how much I am spending on our parties as I go to help me keep my budget in check.

This sheet lets me keep all that information in one convenient location.

Helpful tip: Tape an empty envelope to the back of the page to store receipts. This helps me stay organized and makes receipts easy to find in case I need to return or exchange anything!

So, there you have it. All your party planning in one convenient, organized location. This printable planner can be used for any party, birthday, baby shower, dinner party, or holiday entertainment, like Thanksgiving and Christmas!

Enjoy a stress-free party!!

How to Download the Free Printable

Fill out the form below with your email address. You will receive an email asking you to confirm your subscription. Once you confirm your subscription, you will receive the link to download your printable.

If you are already a subscriber, head to the free printable download library and enter the password you received in your welcome email.

This download is for personal use only. Do not share the direct link to the .pdf/.jpg file. When sharing, please link back to the original post.

You may also like:

• Party Planner (Colorful Version)
• Free Printables: Home Management Binder
• Organize Your Holiday Binder Printables