Worksheet & Checklist
Master Birthday Party Day-Of Coordinator Worksheet
A clean, printable one-page clipboard sheet for party hosts and coordinators with hour-by-hour schedule, delivery checkpoints, and emergency numbers.
Birthday Event Day Coordinator Worksheet
Occasion Planner Hub • Physical Clipboard Organizer
Date: ________________
Guest Count: _________
Guest Count: _________
Key Contacts & Vendors
Cake Baker: __________________ Tel: ____________
Catering Lead: _______________ Tel: ____________
Venue Contact: _______________ Tel: ____________
Co-Host / Helper: ____________ Tel: ____________
Emergency Supplies Check
□ Matches / Lighter • □ Cake Knife • □ Candles
□ Extra trash bags • □ Wet wipes • □ First aid kit
□ Tape / Scissors • □ Bluetooth speaker charger
Chronological Run of Show
| Time | Activity / Milestone | Person Responsible | Done |
|---|---|---|---|
| T - 2.5 hrs | Food buffet & drink tables arranged; music tested | _________________ | □ |
| T - 1.5 hrs | Cake received, checked for damage, stored cool | _________________ | □ |
| T - 0.5 hrs | Welcome greeting station ready; lights & music on | _________________ | □ |
| 0:00 (Start) | Guests arrive, welcome drinks and passed appetizers | Hosts | □ |
| + 1.0 hr | Group activity, games, or social mingling | Activity Leader | □ |
| + 1.75 hrs | Cake gathering, candle lighting, birthday song & photos | All / Photographer | □ |
| + 2.0 hrs | Main dinner buffet opened | Catering Lead | □ |
| + 3.5 hrs | Favors handed out, departures, leftover storage | Hosts | □ |
Form ID: OPH-WKS-01
Generated via OccasionPlannerHub.com • Free Non-Commercial Planner Resource
Printing Instructions: Click the "Print / Save to PDF" button above or press
Ctrl + P (Windows) / Cmd + P (Mac). In your browser's print dialog, choose "Save as PDF" or select your printer. The navigation bar, header, and advertisements are automatically hidden for a crisp, professional printout.