100 Ways to Plan a Birthday Party on a Budget
Plan a birthday party on a budget that's a memorable celebration for kids of all ages. Parents can avoid spending big bucks with these clever and cheap birthday party ideas. There are lots of ways to host a memorable birthday bash while still staying on budget!
Planning a Birthday Party on a Budget
I love to host birthday parties! The cake, the balloons, the coordinating table settings, the treat bags...I love planning it all. What I don't like is spending a ton of money on a few hour celebration! Fortunately, there are dozens of ideas on how to host a fantastic birthday party on a budget.
Don't allow the wildly over-the-top social media parties create FOMO when hosting a child's party. You can throw a great party on a limited budget!
Start party planning by setting your intent
- Finding ways to focus on the birthday celebrant.
- Creating a memorably good time for party guests.
- Showing a creative side with tasteful decor and thoughtful party favors.
- Limiting party costs while still creating a special birthday celebration.
I've included ideas depending upon how much you'd like to spend, how much time you have and how creative you'd like to get. Keep this in mind - the more time you invest and the more creative you are, the less money you'll have to spend! Keep reading for how to host a birthday party on a budget.
These are the top ten things to consider when planning a great birthday party on a budget.
- Party Location
- Choosing a Theme
- Guest List
- Invitations
- Cake
- Party Favors
- Table settings
- Decorations
- Food
- Games and Entertainment
Choosing the Best Party Location
Choosing the party venue as a first step will determine the rest of your party, in relation to the number of guests, party supplies, and budget.
If you are planning a birthday party on a budget this is obviously not the time to book an ice skating rink or take your child's entire class to the movies! These are some great locations to consider when planning kids' birthday parties:
Have the birthday party at your house
The best place to look first is hosting a birthday party at home, in the backyard or HOA clubhouse. It's a free location and you'll have access to a kitchen and all the comforts of home, like restrooms.
Host a party at the park
Public parks are free to host a party. If the weather is good, that can be your best bet. You'll likely have picnic tables and playground access. Some parks may have a clubhouse or gazebo available at an additional cost. Make sure you're choosing a location with nearby bathrooms.
"Borrow" a friend's house
If you don't have a location and booking a venue is a must, ask friends and family first. You may be able to "borrow" their home or yard for your event.
Book a venue
Community centers may have rooms available for rent on an hourly basis. A restaurant can also be the perfect location for a party.
Outdoor party planned? Have an alternate location ready!
If hosting outdoors, have an alternate location ready or risk having to cancel. Our kid's birthdays are in November, December and March. We often get rained out and require an alternate inside location in case of rain.
Choosing a Birthday Party Theme on a Budget
Having a theme allows you to pinpoint the feel of the party, which can make the event feel more lux (even on a budget). No pricey party planners needed - get ideas from Pinterest and Instagram that can then be adjusted to your budget-friendly birthday party at a low cost.
My kids love coming up with cool themes! In the last few years, I've created simple budget-friendly themes like Mickey in the Sorcerer's Apprentice, Sesame Street, Nautical, Wicked, and Sports.
Get input from kids about birthday party themes
Ask your child for input on the theme and then work with them to find perfect details that can be recreated for the party.
My son was really into the Seven Dwarves Mine Train at Magic Kingdom, so I created a very simple theme around that Disney attraction. Kids can be the catalysis for some fun activities and creative ideas!
Fun Theme Ideas that Translate into Budget-friendly Parties
Dress Up in the Party Theme
Request that party guests wear a costume or dress in the theme. This allows guests adds a personal touch that allows to be more invested in the party.
Consider requesting that guests wear the same colors, dress like a favorite Disney character, or that they wear pajamas.
Host a party with a craft theme
Request that party guests bring clean recycled items, like cardboard boxes and metal cans. Check out Pinterest for inexpensive ideas on making cool crafts with the addition of wrapping paper, glue, and scrap ribbons.
Movie night themed birthday party
Is there a popular movie being released on Netflix or Amazon Prime? Have guests bring a pillow and blanket, then host a movie night with a flavored popcorn bar and the feature film.
Brunch themed birthday party
No sleepover party required - Invite party guests to wear their pajamas for a morning brunch-time party. Serve doughnuts, chocolate milk, and juice as a light meal.
Sports theme party
Best held outdoors, include all different kinds of activities to keep children busy. Consider different stations that children can rotate through, including soccer, football, baseball, and tumbling.
Make a splash themed party
Have guests bring their bathing suit and towel. Either go swimming or play in the sprinklers. And if there is no water, have a beach theme inside with inflatable beach balls to toss around!
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Inexpensive Birthday Party Invitations
The invitation really sets the theme for a fun birthday party! Once you've chosen the theme, picking the invite is a fun way to bring that theme to life.
Digital invitations can often be a cheaper alternative when compared to paper invitations. With a little creativity, it can be easy to make your own. Here are some simple invite ideas:
Design your own invitations in Canva and then print them at home on my HP printer (I love HP Instant Ink for at-home printing!).
Make your own invites with scrapbook paper and themed stickers.
Create personalized invites from Tiny Prints feature photos of your birthday child. If you buy in quantity they are only about a dollar each, ideal as a keepsake for close friends and family.
Send digital invites. Save a stamp and buy invitations that can be emailed or sent via text message, like the beautiful ones from Paperless Post. There is a way you can track RSVPs as well, which is handy if you are too busy to call and follow up with your guests.
Another inexpensive option is using an Etsy designer to custom create an image for you. These are generally low cost, then can be printed at home on sturdy cardstock. This Magical Disneyland Birthday Party Invitation is so cute for a themed party!
Tips for Creating a Guest List
Narrowing down the guest list can be a challenge. Every elementary aged child wants to invite all the kids in class to their parties! With budget and space restrictions, this isn't always possible.
Intimate parties for little ones
Babies, toddlers, and preschoolers can easily get overwhelmed at large parties. For very young children, consider only inviting family members and/or your closest friends. Remember to schedule parties for little kids that work around their usual nap time!
How many kids should you invite to a birthday party?
Common practice is to invite one child for every year of the birthday kid (ie: if your child is turning 7, invite 7 of their friends).
If you'd like to have a more elaborate party, keep the guest list to under 5. If you want to invite the whole class of kids, keep the celebration more simple with cake and punch.
Should you invite the entire class?
If you're able to invite everyone in your child's classroom, it can be very inclusive. It can also be very overwhelming, especially with younger guests. Consider asking parents to stay to supervise their own kids during the event.
When inviting a large number of guests, aim to host in a venue that can handle that many people. For my son's Mickey and the Roadster Racers we hosted his birthday party after school at the park, inviting the entire class!
The outdoor playground and gazebo with picnic tables made it easy to host lots of children and their parents. And it was exactly what my son wanted - just to play at the park with his friends!
Click for more Mickey and the Roadster Racers party ideas, including free printables.
Which Birthday Dessert is the Best?
Is cake a birthday party must-have? Is putting a large amount of budget towards a special birthday cake worth it?
If you've been to birthday party lately, you'll notice that not all the children eat the cake or cupcakes. Or they just nibble at the frosting, then toss out the cake!
It might not be worth splurging on a fancy cake when it won't be appreciated. There are many ways to save on a child's birthday party, including the cake. These are a few easy ways to save on the kid's birthday party cake expense.
Make Your Own Birthday Cake or Buy Premade?
Whether using a boxed mix or making a cake from scratch, preparing your own birthday cake is a great option to save money.
I have made many boxed cakes in my party days and believe me, nobody turns them down! I recommend following Tidy Mom's tip on doctoring up a boxed mix.
You could get canned frosting or whip up your own quite cheaply with a bag of powdered sugar. I usually go for plain vanilla or a cream cheese frosting and add gel food coloring to decorate with.
No need to get fancy, especially when kids rarely eat the entire cupcake. Buy a tub of white store-bought frosting and color it with gel food coloring. Simple, but bright and colorful!
Cost-friendly tips for store-bought birthday cake
If you simply don't have the time to spend baking, then store-bought is the way to go. I bought these cupcakes from the grocery store for less than 70 cents each and they were delicious.
You could certainly dress these up with some store-bought sprinkles, fondant toppers or royal icing flowers but I kept it simple for an adult party.
Add Unique Details to the Birthday Treats
Rainbow Cake - I've made this version several times with a boxed white cake mix. It is as easy as dividing the batter into separate bowls, adding gel food coloring in a variety of colors and then plopping a cupful of batter one color at a time on top of each other into the cake pans. Ultimate impact for no extra cost!
Cake Topper - A cute cake topper can go a long way towards fancying up a plain birthday cake!
Toys or Action Figures - See what toys you have that you could buy or pull out of the toy box to use for decoration. Clean the toy really well if you're using one that's well-loved!
Skip the Birthday Cake
My kids have often had birthday dessert requests that lean away from the traditional birthday party cake or cupcakes. At my son's Thanksgiving Day birthday, he opted for birthday candles in his pumpkin pie instead of cake.
My daughter requested ice cream sundaes, which turned out to be a great choice! We set up an ice cream bar and allowed her party guests to create their own sundaes with brownie bites, cut fruit toppings, whipped cream, and sprinkle options.
Are Birthday Party Favors Important?
I'm not big on party favors, but kids LOVE them. I like to choose favors that fit my party theme. However they also should be fun, practical items that won't end up at the bottom of the toy box (ie: trash).
Aim for quality over quantity. Shop early and with your theme in mind to find the best bargains. Here are a few creative party favor ideas:
Saving Money on Treat Bags with Goodies
- Don't spend a ton of money on the bag itself. Even a plain brown paper lunch bag can be decorated with stickers or ribbons.
- Keep an eye on the dollar bins or sale sections for items to include in party bags that work for the age group.
- Save coupons for the craft store and use those 40% off offers to buy favors.
- Aim for about 3 items inside a treat bag, usually with something edible (like a sugar cookie or snack bag) being one of them.
- Stickers and temporary tattoos are an inexpensive add-in.
- Costume jewelry, a tube of lip balm. and hair accessories are perfect for girls.
- If you have a large enough treat bag, a coloring book from the dollar store in the party theme is perfect!
DIY Party Favors
Making your own party favors is one of the best ways to express your creativity on a budget. These do-it-yourself party favors might not cost you too much, but they are time consuming. While they do add a lot of charm to the event, you'll also need to set aside time to complete them all before the party.
Home-baked sugar cookies with royal icing
Pace yourself over several days when making cookie favors. Aim to bake the cookies one day, add icing another day, and adding details on a third. I follow the recipes and techniques from Sweet Sugar Belle. Practice makes perfect & my decorating skills have improved over the years!
For an Alice in Wonderland themed 7th birthday, I made little pastel flowers and mushroom shaped cookies. My baby son's It's a Small World party I used the same cookie cutter, adding colored candies to accent the center of each whimsical flower.
For my son's second birthday we had an Elmo theme and I made "Elmo-breadmen" out of Sweet Sugar Belle's gingerbread recipe. To save time I only frosted the faces and added small details. They came out so cute (and the gingerbread was yummy!).
Hand-painted wooden doll party favors
I found these little unpainted wooden peg dolls, which cost about $1.25 each.
For my baby's It's a Small World themed party I painted the dolls in Disney characters from around the globe. We had Lilo representing Hawaii, Merida from Scotland, Aladdin from India, and Woody from the USA among others.
I painted two dolls a night leading up to the party to pace myself, using acrylic paint and a small brush. I used the dolls as part of the party decor around the dessert table and then told the kids to choose one to take home. By far, the most popular favors I've ever given out!
Choose Party Activities That Are Also Party Favors
You don't need to create goody bags if you have a party activity that doubles as a favor. Kids can enjoy these items, then take them home with them as a special gift after the party. These are a few inexpensive and fun ideas that add to the special day!
Pinata
Inexpensive pinatas can usually be found in local markets or online. Choose one that's pre-filled or buy the goodies yourself at a discount. Stuff the pinata with candy and small toys. Don't forget to get treat bags for the kids to fill once the pinata breaks open!
Birthday party craft table activity
It's a great idea to have a craft table set up for children during a birthday party. Consider setting aside time to create an item that is both activity and party favor that the guests can take home.
Look for unpainted wood items at the craft store, then supply kids with cheap brushes, acrylic paint, and a tub of clean water. Look for picture frames or trays that children can decorate. These tiny wooden treasure chests would be perfect for a pirate themed party!
Create beaded bracelets with inexpensive stretch elastic, acrylic shaped beads and alphabet beads. Use egg cartons to hold beads and supplies. We did this activity for my daughter's 7th birthday. She and the other little girls loved making their own bracelets!
Purchase play equipment that party guests take home
If you have an outdoor venue and pleasurable weather, purchase items that the kids can take home after the party. Outdoor games are great entertainment, especially for active children that want to play with friends.
- Hula hoops
- Football
- Jump rope
- Kickball
- Race cars
- Ribbon streamers - We bought this pack of 12 for my daughter's birthday. The kids danced and twirled in the yard, then were thrilled to take home the streamer at the end of the party!
What are the Best Budget-Friendly Party Decorations?
The decor sets the theme and it can be done simply for greatest impact. Decide on a color scheme of two or three colors to keep the look bright and lively. I've included a few tips and some ideas on decorations for a tight budget.
- Choose large decorations instead of tiny ones. The larger decor means you'll only need to add a few around the room.
- Use toys or decorative items that you already have around the house to complete the theme.
- Balloons, paper streamers, and oversized tissue paper flowers add a lot of color without a big price.
Papercraft Decor
Paper is a very inexpensive way to create DIY decorations with a little imagination. Choose festive colors to coordinate with the party theme and stay within the birthday budget.
- Crepe paper streamers are easy to twist and drape for great effect.
- Use sheets of colored tissue paper to create oversized flowers and decor that can be taped to the walls or in centerpieces.
- Punch out simple circles from scrap book paper. Easily sew them up on the sewing machine to make a paper streamer.
- Crafted simple paper pinwheels out of birthday themed scrapbook paper and hang them with twine. For my son's first birthday party, I taped a color print of a vintage It's a Small World poster in the center of one pinwheel.
Know What to Skip
When planning a birthday party on a budget, you'll need to make decisions on what to spend money on. Are there some items that are non-negotiables and what should you avoid? That answer will depend upon what is most important to you and your birthday kid.
Here are a few things you might consider not buying for a budget-friendly party:
- Party hats
- Tabletop centerpieces
- Balloon arch
- Life-sized cutouts
- Lawn yard signs
- Confetti
- Personalized banners
- Party poppers or Silly String
Themed Table Settings
Creating an exciting table setting as a focal point for your birthday party can be done in even the smallest spaces. Include a collection of foods or treats, colorful paper ware and maybe even a themed-toy. These are a great way to add party impact without spending a lot of money:
Skip the over-themed birthday party decorations.
Solid colored decorations are cheaper than themed ones. Instead of decking out your tables with every piece from a themed line, pick one item that fits the theme.
Whether it be the dessert paper plates, the table cloth, or the napkins - just pick one that's themed. Complete the look by choosing complimentary colors or designs to the themed item.
Buy higher quality serving ware
Choose sturdy paper ware and utensils. Don't skimp on cheap plates or flatware! Better to pay a bit more for durable versions than have to double up flimsy plates or replace plastic forks that break tines.
Add height and interest to your table
Create interesting heights by using cakes stands. Another alternative is to wrap cardboard boxes in coordinating wrapping paper to use for stacking items on the table.
Use cheap wrapping paper to decorate
Dress up the tabletop with a strip of wrapping paper as a colorful runner. Inexpensive wrapping paper can be found at the Dollar Store.
For my son's Elmo themed first birthday party, I used red as the main color for the plates and napkins and white on the tablecloths. I cut a strip of cheap rainbow wrapping paper to use as the table runner. A Tickle Me Elmo toy set the theme and we didn't require any expensive themed paper products from the party supply store!
Wrapping paper came in handy again at my adult birthday party. I used a roll of black wrapping paper and layered it over a gold tablecloth.
Writing with an inexpensive white Sharpie pen on the black paper looks like chalk and created a sophisticated element to the tables, all for $3.50 total!
Cheap Ways to Feed Guests at a Birthday Party
Food can easily be the most expensive part of party hosting. Depending on what you purchase you might be spending several hundred dollars feeding your guests. If you are budgeting, choose foods that are filling, but inexpensive.
- Even pizza can get expensive, especially if you add additional toppings. Find a location with a great coupon and save!
- For parties during cold weather, consider soup. I like to make a big pot of turkey-bean chili and pans of homemade cornbread.
- In warmer weather purchase sandwich fixings and include several loaves of bread or rolls, deli meat, and a few cheese selections.
- Steer away from prepackaged party platters because they also tend to be pricier. If you want to serve veggies and fruit, buy them whole and cut them yourself. This is always going to be cheaper than buying pre-cut.
Saving Money on Party Drinks
When it comes to beverages, fill a jug with ice water as the main refreshment. Guests can grab drinks as needed and it's cheaper than individual bottles.
Write names on reusable plastic cups. Encourage guests to refill their cup rather than grabbing a new one each time they get a drink.
Rather than purchasing a bunch of soda liters, consider creating a "themed punch" as a special party drink. For my daughter's farm-themed birthday party, we made what she nicknamed "Piggy Punch", a combo of pineapple juice, cranberry juice, and Sprite.
Ways to Budget at Party Meal Time
Salad bar
Consider a salad bar for older kids, teens, or adults. For this party, I chopped a few romaine heads and tossed in a box of spring mix. A little lettuce went a long way!
Each one of the toppings cost an average of $1.50 each and I placed them in glass dishes, each with their own spoon. The most expensive item was the chicken, which my husband seasoned & grilled. I was able to feed 25 guests for about $50 and we had quite a few leftovers.
Tea party birthday
Host a tea party with small bites and appetizers. Party guests will expect light fare to be served when attending a tea party theme.
Skip the meal and just serve dessert
If the budget is very tight, consider hosting your party at an off-peak time (like 2 pm). Don't offer food other than cake with beverages. Make sure you note on the invite that guests are joining you for dessert, so they don't expect to be served a meal at that time of day.
Reserve party food just for kids
At parties with young children, parents will generally attend and stay with their kids. If you don't have much food for the adults, mention in the invite that a meal will be served to kids only. This way, grown-ups can bring their own snacks and not plan to eat at the party with their kids.
It can be a tricky situation for sure, but one that I personally had to deal with recently. One child attended my daughter's party and came with the entire family, including both parents and two siblings! As a result we had to be frugal when serving party guests to ensure there was enough food for everyone (I ran out of food and was unable to serve seconds).
Best to share that information up front so that adults aren't expecting to be served a meal alongside party guests. It's a lesson I learned for sure!
Games, Activities and Party Entertainment for Party Guests
Parents often over think keeping guests busy and tend to plan too many activities during a party. You don't need zookeepers, pony rides, or a magic show for birthday parties to be successful.
Kids are more easily entertained than you think. If you host the party at a local park, let the playground be the entertainment. The most simple things are the best, here are some tips -
- Pinatas are cheap enough, but then you have to fill it and that can get really expensive. Use leftover Halloween or Easter candy or skip this party activity.
- Pipe cleaners from the dollar store are fun to bend into headbands or silly glasses.
- If you have an outdoor space, Play-doh is always fun for little kids.
- Go old school on party activities. Try simple games like "keepy-uppy" with balloons, musical chairs and Pin the Tail on the Donkey (draw your own game on a large sheet of paper).
- Search Minute to Win It games on Pinterest. You'll find a wealth of things you can do with older kids by using things from around the house.
- Jot up a scavenger hunt or treasure hunt list and have kids search either inside or outside.
- Turn on a playlist of favorite songs and dim the lights to host a dance party.
- Gather fun accessories from around the house or costume box for a photo booth. Take pictures of the guests being silly. The photos can be printed quickly on an HP Sprocket (which makes a great gift for a tween or teen!).
Budget-Friendly Party Entertainment
Booking entertainment for birthday parties is usually very low on my checklist. I'm of the opinion that kids enjoy each other's company so that playing together is often fun enough!
Making a birthday party more like a play date can really take some pressure off the budget too. I hosted a Disney Preschool Playdate and offering a few snacks, cupcakes, and juice was just perfect for these little ones.
If you must have a certain type of entertainment, these are some suggestions for sticking to the budget.
Characters, princesses and party clowns are popular for parties. But sorry, Elsa & Anna from Frozen probably won't be greeting guests at your party if you're budgeting! That is unless you can convince a cool family member to dress up and act out the part.
Check your local Groupon website first if you'd like to get a bounce house or hire entertainment. These discount sites often have great deals at deep discounts.
Want to include face painting but don't want to hire out? Buy your own kit and offer simple face painting designs yourself (or ask an artistic family member or friend for their assistance).
Hosting the Best Birthday Party (Budget or Not)
The bottom line is to focus on the birthday kid and not get too wrapped up, running around that you actually miss the special moments. It's all about making memories and not the hoop-la, after all. Take lots of pictures and have fun!
This article originally published September 9th, 2014 and has been updated and republished with a new date.
