Birthday Party Planning Checklist for Pittsburgh Hosts

A birthday party is mostly small decisions. They're easy in the right order and stressful when they all land in the last week. This is the order that works for a backyard or a hall, with the seating decisions where they belong.

Four to six weeks before

• Pick a date, and a backup date if it's outdoors.
• Draft the guest list and send invitations with a reply-by date.
• Decide where it's happening and walk the space.
• Ask for a rental quote. Popular weekends go first, and a date isn't held until the deposit is paid (how far ahead to book).

Two to three weeks before

• Chase the replies and settle a guest count, rounding up for the maybes.
• Work out chairs and tables with the counting guide, plus a table for the cake and one for gifts.
• Confirm the order and pay the deposit.
• Decide how the food is served, since that sets how many tables you need.

The week of

• Watch the forecast and settle the rain plan (outdoor party notes).
• Tell the rental company about any change in numbers as soon as you know.
• Mark where the tables and chairs will go and clear the space.
• Confirm the delivery window and who will be home for it.

The day before

• Move cars and clear the path from the street.
• Mow if it's a lawn, and give it time to dry.

The day itself

• Be reachable during the delivery window.
• Check the order when it arrives and tell us right away if anything looks wrong.
• Put the tables out first, then the chairs, then everything else.
• Keep the items out of standing water if the weather turns.

Afterwards

• Stack everything roughly where it was dropped, out of the rain.
• Wipe up spills, which also avoids the cleaning fee.
• Be around for the pickup window.

We describe delivery and pickup step by step in what to expect on delivery day. Birthday parties are often small, and that's fine; there's no minimum order. Send your date and guest count through the quote form.