First Birthday Party Planning Checklist (Sydney Edition)

Six weeks out

Lock in date, venue and rough guest count

Decide whether you're hosting at home, at a hall, or at a venue. Home is cheapest but logistically harder (parking, kitchen, photos). Halls (community centres, RSLs, function rooms) are $300–$800 to hire in Sydney and worth it for 30+ guests.

Lock the date — Saturday afternoons book up fastest. Send a "save the date" via text or a private Instagram story so out-of-town family can plan.

Decide on the theme

The two big questions:

• Themed (character) — Bluey, Cocomelon, Disney, dinosaurs, Paw Patrol. Easier to source decor, photos look cohesive.
• Aesthetic (colour palette) — pastel pink, sage green, neutrals, rainbow. More photogenic, less "kids party" feel.

Aesthetic palettes age better in photos. If you scroll back at age 5, the pastel pink first birthday looks beautiful — the Cocomelon party feels of-the-moment.

Five weeks out

Send invitations

Digital invites (Paperless Post, Canva, Greenvelope) work fine — but printed invites still feel more like an event. Whatever you choose, ask for RSVPs by 2 weeks out so you can finalise catering.

Book the cake

Sydney cake makers book out fast. Most home bakers need 3–4 weeks notice. Decide:

• Number of tiers (one is plenty for under 25 guests)
• Cake smash cake (separate small cake just for the photos)
• Dietary requirements (gluten-free, dairy-free)

Budget: $80–$300 for a single-tier custom decorated cake in Sydney.

Four weeks out

Book event hire and decor

This is when you should be browsing our catalogue and adding pieces to your Wishlist. For a typical 1st birthday, you'll want:

• A backdrop (themed or pastel) — from $75/day
• A light-up marquee "1" — $65/day
• A balloon garland (Kayalex) — $80–$200
• 1–2 plinths for the cake/gifts — from $33/day
• A custom welcome sign or cutout — $55–$150

Our Cake Smash Hero set bundles all of this for $378. Send a quote request 4 weeks out for plenty of time.

Plan the photo concept

Decide: are you doing a cake smash, milestone shoot, or both? Cake smash works best before the party (in clean clothes, no overstimulation). Hire a photographer or set up a phone tripod with good window light.

Three weeks out

Plan food

If hosting at home, decide between:

• Grazing board ($80–$250 from a Sydney supplier like Glory Days Grazing or DIY)
• Catered platters (typical $20/head from Tasti Mexi, Aram's, Bahsa, or local Lebanese caterers)
• Cooking yourselves (assume 3–4 finger foods + cake)

Don't forget kid-friendly options (fruit platters, baby-safe finger food, sippy cups of juice).

Order favours / kids activity

If you're inviting kids, plan a small activity (colouring sheets, sticker pack, sandpit area). Favour bags are optional — many Sydney parents skip them now.

Two weeks out

Final RSVP push + supplier confirmations

Chase any non-RSVPs. Confirm pickup or delivery times with us, the cake maker and the caterer. Forward delivery instructions and access notes.

Order extras

• Disposable plates, cups, cutlery (Kmart or Spotlight have themed options)
• Helium balloons if your hire doesn't include them
• Photo printing for a "from age 0 to 1" photo wall
• Any custom decals or signage (5–7 day lead from us)

One week out

• Confirm time slot with all suppliers (delivery, cake, photographer)
• Make a timing schedule for the day (see below)
• Pre-mix any drinks (mocktail pitchers, lemon water etc.)
• Buy birthday outfit — wash and iron 2 days ahead so it's ready
• If party is at home: do a deep clean, especially photo backdrop area

Day of the party

Sample timing for a 2pm party

Time	Activity
8–10am	HnK Party delivers and sets up backdrop, plinths, balloons
10am	Cake smash photos (good morning light + clean baby)
11am	Caterer arrives / you finalise food setup
12pm	Personal lunch, baby nap if possible
1:30pm	Final touches, music on, candles ready
2pm	Guests arrive
3pm	Cake cutting + Happy Birthday song
4–4:30pm	Guests start leaving
5pm	HnK Party returns for pack-down

After the party

• Send thank-you photos to suppliers (we love seeing how it all came together!)
• Share photos with guests via Google Photos / Dropbox link
• Book the photographer's edit delivery (usually 2–4 weeks turnaround)
• Tag us @hnkparty if you post on Instagram — we always re-share