Whether it’s a milestone 18th, a fabulous 40th, or a surprise 60th, birthdays are a chance to celebrate with family and friends. But anyone who’s hosted a party knows this truth: the best nights don’t just “happen”, they’re carefully planned.

If you’ve ever wondered how to plan a birthday party that feels memorable, stress-free, and uniquely Australian, this guide will walk you through every step. From choosing entertainment like DJs and magicians to setting up photo booths and marquees, we’ll help you throw a party that people will be talking about long after the candles are blown out.

Here’s our 8-step guide, to plan a birthday party perfectly

Whether it's for your children, yourself, or a loved one - this guide works for every occasion. (Including a printable checklist at the end!) 

Step 1: Set your budget

Before getting into the details, decide how much you want to spend. Your budget will shape every decision, from the venue to the entertainment, so it is important to set it early.

Here are some things to consider while setting the budget.

• Food: Will you cook or hire a caterer? Preparing your own food cuts costs, while catering usually starts from around $15 per person.
• Drinks: Think about whether you will stock a self-serve bar or hire a bartender to keep the drinks flowing.
• Decorations: Decide if simple streamers and balloons will do the job. Or if you want to invest in personalised items such as banners, napkins, or signs.
• Entertainment: Match your entertainment to your guests. Children might love a magician or face painter, while adults may prefer a DJ or live music.
• Games: Add a bit of fun with activities like cornhole, trivia, or classic Aussie backyard games.
• Cake: Every birthday needs a cake, whether it is homemade or a custom design from a local baker.

Example: A relaxed backyard barbecue in Brisbane might cost around $500 for food and music, while a marquee 50th on Sydney’s Northern Beaches could run into several thousand once catering, entertainment, and decorations are included.

Step 2: Choose your venue 

Your venue sets the tone. You’ve got plenty of options, that can work for your chosen budget: 

• Host it at home: Budget-friendly, personal and flexible. Perfect for smaller gatherings! 
• Hire a space at a venue: Bars, restaurants, and function centres handle catering and cleanup.
• Outdoor parties: Public parks or beaches offer space, but you may need council permits. 
• Marquee hire: Ideal for creating a private party space in your backyard, especially for larger groups or unpredictable weather.

Step 3: Choose a theme 

Themes aren’t just for kids. They help guide your decorations, food, and music. Here’s some ideas for a theme depending on who the party is for: 

Birthday party ideas for kids:

• Under 5’s: Fairyland, Under the sea (mermaids, mermen), Superheroes, Dinosaurs, Paw Patrol, Bluey or something magical. 
• Under 12’s: Superheroes, Princesses & Princes, Art parties, Science parties, Sports Day or even a dance party! 
• Teenagers: Bowling, Become a star (Karaoke), Glow in the dark, Spa Day, Harry Potter or a costume party (their favourite TV show or movie)! 

Party ideas for grown-ups:

• Something beginning with “x”: A classic costume party where everyone comes dressed in something beginning with the letter of the birthday person’s name! You can also serve food and drinks that only begin with that letter.
• White party: Keeping it elegant, and making way for some great photos. Everyone has to come dressed in white, the host/birthday person can even choose to be different with a bit of colour! The decorations, food, drinks and entertainment can all be white too. 
• Murder Mystery: Great for those who love to solve a challenge and add a bit of fun to an event. Give everyone a character and work out who the murderer is! These can be hosted with a sit down meal or a classic drinks reception style affair. 
• Casino Night: Bring the buzz of a real casino to your party with a touch of glamour. Encourage guests to dress to impress and get ready for an evening of high stakes and fun surprises. For food, take inspiration from the tables themselves. Create themed platters based on poker or roulette for a playful twist that feels far more exciting than a standard buffet.
• Throwback: To the 60s/70s/80s or 90s - throw it back to a decade of fun, dance, vibes and retro outfits. 

Step 4: Plan your entertainment

Entertainment makes or breaks a party. Consider what fits your crowd, space, and style. Here are some options: 

• Band entertainment: Add some live music to your event and choose a playlist that will bring the atmosphere to the party! 
• DJ: Keep the energy high with a professional who knows how to read the room and create seamless playlists.
• Magician or performer: Confuse your guests with magic and use great ice-breakers and conversation starters.
• Photo booths: A hit at parties, let guests take home fun, instant memories.
• Children's entertainers: From a classic clown to lookalikes for your child's favourite character to balloon artists to bubble experts. Choose an entertainer that will add joy and fun to your child's birthday party. 

Example: For a 30th in Melbourne, you could book a marquee in the garden, hire a DJ, and set up a photo booth, creating a festival-style party without leaving home.

Step 5: Organise the food and drinks

Food is one of the biggest parts of planning and a part of a party everyone remembers. You can choose to provide food yourself or hire a caterer to take the weight off! 

Some food-prep ideas: 

• DIY: Prep a menu beforehand that guests will love, making sure to provide food that suits the audience. 
• Kids party - Keep it simple with crowd favourites - pizza, pasta, ice cream, chicken nuggets, sandwiches, chocolate crackles, and fairy bread! 
• Adult party - Tailor your menu to the audience, consider whether you want to do a “help yourself” set up with paella or lasagne or pizza, or a sit down meal like beef wellington or fajitas! 
• Hire a caterer: For larger events, or even if you just want to make your day easier, consider hiring a caterer. Caterers start from $15 a head for simple canape type options and increase to $150 a head for a sit down meal. 
• Hire a food truck: A modern option is to hire a food truck which specialises in particular cuisines, whether you want pizza, Mexican, Chinese, or BBQ - there’s options for every need! 
• Tip: Always have vegetarian, vegan, and gluten-free options

Some drink-prep ideas too:

• DIY: To save on money, you could just pre-buy all of the drinks and let guests serve themselves. To make it feel more special you could design a menu (on Canva for example) - and print it off so people know what the options are.
• Hire a bartender: A nice in-between is to hire a bartender who can serve your pre-bought drinks. This is a cheaper way of feeling like you have a full bar without the extra cost of buying the drinks on the day. 
• Mobile bar: Becoming more popular, similar to food trucks, are mobile bars - where the provider supplies the drinks and bartender. 
• A bar tab: If your event is at a hired venue, it’s likely you will need to add a pre-paid tab at the bar. This means you can set which drinks people ate allowed to get on the tab (for instance you could rule out spirits so the money goes further) 

To make your event unique you could ask the bar to do bespoke cocktails for your party, tailoring names based on the birthday year or the person!

Step 6: Send your invitations

Decide whether you want physical invitations, digital invites, or a Facebook event. Send them out 4–6 weeks before the party, especially if it’s a milestone birthday where guests may need to travel.

Step 7: Decide on your decor and atmosphere

The look and feel of your party matters just as much as the music and food - especially if you’ve set a theme! 

The key pieces of decorations to consider:

• Lighting: Set the mood with fairy lights, lanterns, or uplighting if you are using a marquee. The right lighting instantly adds warmth and atmosphere.
• Classic decorations: Balloons, banners, streamers, table runners, pom poms, or bunting always bring colour and energy to a space.
• Flowers: Fresh flowers lift any setting, adding beauty and a touch of luxury. Even a few bunches from your local supermarket can make a big difference.
• Functional pieces: Items like napkins, coasters, plates, or signs can be personalised to match your theme and double as practical decorations.
• Personal touches: Create a photo wall of the birthday guest through the years or even a life-sized cut-out for a bit of humour and surprise.

Extra additions to bring more detail to your event:

• Pick ’n’ Mix Station – “You’re so sweet, take a treat” Set up a colourful lolly station where guests can fill a bag to enjoy during the party or take home as a sweet keepsake.
• Polaroid Station – “Say cheese!” Create a photo corner with a Polaroid camera and a guest book. Guests can snap a picture, stick it in the book, and write a message for the birthday star.
• Crafts Station – “Let’s get creative” Perfect for kids (and adults who love to join in), set up a table with paints, pencils, glue, and paper for everyone to make their own masterpieces.
• Jewellery Making Station – “The Sparkle Station” Invite guests to design their own bracelets or necklaces. It’s a hands-on activity that doubles as a personal souvenir.
• Face Painting Station – “Say roar!” Bring in a face painter to transform little ones into their favourite animals, superheroes, or sparkly fairies, always a hit at any party.

Step 8: Don’t forget the cake! 

This one might be obvious but when there is so much to plan its an easy one to forget. Don’t forget to make, order or buy a cake for their special birthday. 

Step 9: The big day

On the day itself, make sure you’re not stuck in the kitchen or behind the decks. Delegate setup tasks, hire professionals where possible, and focus on what matters: celebrating with your guests.

Bringing it all together: The ultimate birthday party checklist

3-12 months before: 

• Book venue (ideally 1-3 months in advance) 
• Hire the marquee (ideally 2-4 months in advance) 
• Book the entertainment (DJ, band, magician, photo booth - ideally 3-6 months in advance) 

2-3 months before: 

• Send invitations
• Book catering company (if using one) 
• Book bartender (if using one) 

1 month before: 

• Confirm catering menu 
• Confirm drinks menu 
• Purchase drinks (if DIY)
• Buy decorations and station bits 

1 week before: 

• Finalise playlists (DIY, with the band, with the DJ)
• Finalise decorations 

A few days before: 

• Set up marquee
• Test sound system 
• Decorate 
• Set up stations 
• Purchase food (if DIY)
• Make as much food in advance! 

On the day

• Final touches
• Relax and enjoy!

We can help! 

The hardest part of learning how to plan a birthday party is finding trusted suppliers. Whether you need a DJ, magicians, marquee hire, live band, photo booth, etc. Bark makes it simple to connect with professionals in your local area. With the right support, you can focus on celebrating, not stressing.