How to plan a milestone birthday party event

Are you planning a milestone birthday party like a 1st birthday or a 80th birthday party? If you are, it can be quite daunting to plan and organise. If you are planning a big event with 30+ people, we would recommend to start making an event checklist, booking suppliers and have a clear plan of the whole event as soon as possible. Planning a big event shouldn’t be planned too late but if you are unsure we have made a guide on how to plan a milestone birthday party event with the top five things to plan for your event.

1. Decide on and book the venue early

A party on a weekend is very common time to host a birthday party and venues will be booked out early so it is best to decide if you’re having a home event or at a venue soon. The sooner you have your venue locked down, the easier it will be to move on with planning the rest.

Most venues will have either a venue hire fee for exclusive use of the area, or otherwise may require a minimum spend to have a separate area privately reserved.

how to plan a milestone birthday party

2. Make a list of what you have, and what you’ll need to hire

Once you have the venue booked and planned, you will have a better scope of what else you’ll need as part of your event. For example, if you plan on hosting a home party, you’ll need to consider booking table and hiring chairs, marquees (if outdoors), sound systems and lighting if required. If you plan to have it at a venue like a hotel, they may already have the tables and chairs in a package deal.

If you’re also going to be doing your own catering or food and drink provisions, hiring glassware, crockery and table settings will also need to be included on your list.

how to plan a milestone birthday party
Convenient tiffany chair stacking


3. Send out your invitations with at least 3 weeks notice

It is recommended to send out your invitations with at least 3 weeks notice, first reason being is that you want to give your guests enough notice so they can get save the date. People could be busy on the day of your event and if sent out early it is possible that they can move their plans. Secondly, once you know how many guests are confirmed, you’ll be able to for this accordingly.

Facebook events are an easy way to keep track of RSVPs, and Facebook is also handy that it will remind your guests that your event is coming up.

4. Plan the menu and catering

Drinks are easier to organise at the last minute, or you may ask your guests to pay for themselves – however food usually requires more preparation time.

If your event is at a restaurant or bar, they will usually have a food menu that specifically caters for events that can be purchased in quantity amounts or as a pay per head option.

For a more relaxed party atmosphere, hosting a BBQ is always a popular, easy to organise and a great food choice as everyone are sure to love BBQs. BBQs are often outdoors and if you don’t have an awning or a shelter for your guests, Marquees at Event Hire Sydney is something that you should consider. We offer both popup marquees and framed marquees.


plan a milestone birthday party

Coconut bowls of fruit served on a cake stand

5. Don’t be afraid to ask for help!

The old saying “many hands makes light work” is very true, and very appreciated when it comes to big event planning. You may even be surprised at how willing friends and family are to chip in and help you plan your special birthday. It can be a great excuse to spend a bit of extra time together, and have some fun in the event planning and organising!



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