By Cara J. Stevens

No matter how good your intentions are for making your child's birthday the greatest, most memorable party ever, the actual party date has a way of just sneaking up on you. And you might find yourself scrambling to concoct a theme, corral all the decorations and favors and cobble together a menu.

A little forethought -- and a bit of work during the preceding months and weeks -- can yield a well-planned event and avoid these last-minute rushes.

Keeping Year-to-Year Momentum
Many kids start planning their next birthday party before the balloons get a chance to deflate from the previous party. Take advantage of that enthusiasm and creativity by having your child keep a list of party ideas throughout the year. They'll come in handy before you know it!

About two months before the party, narrow the list down to just a couple of themes and look around to see how actually do-able each one is. You'll probably be able to pin down one perfect theme that doesn't cost too much, won't take too much work to put together and will provide a great experience for everyone.

If your child has his or her heart set on a party at a certain location, reserve it as far in advance as possible -- all it takes is a phone call, and you'd hate to get second (or third or fourth) choice on your date and time.

Buy Supplies a Bit at a Time
Then shop at your leisure around for things that fit your theme or that you know you'll need. One day, a great decoration may catch your eye at the dollar store; that night, a party favor idea could jump out of a magazine.

You can grab paper goods on a trip to the bulk warehouse store and pick up a few candles on a trip to the grocery to slowly but surely building a party with very little effort.

If you're like many frazzled party planners with too many things to do and not enough time to fit them all in, a checklist is always a great help. After you pin down the date, post this handy guide near your calendar:

4-6 Weeks Before

1. Pick your theme
2. Set the date and time
3. Reserve a place (if necessary) or book entertainment
4. Create a guest list including all addresses

3-4 Weeks Before

1. Buy or make invitations and thank-you notes
2. Get stamps and mail out the invitations
3. Create a party agenda, including a list of games and activities

2 Weeks Before

1. Plan the menu and put together a shopping list
2. Pick up bulk party supplies such as paper goods, trash bags, soda, camera film and non-perishable snacks
3. Assemble decorations, favors, games, activities and craft supplies
4. Order cake and food, if necessary

1 Week Before

1. Put together chairs, tables, serving pieces, coolers, etc. that you'll need
2. Follow up with guests who haven't RSVP'd
3. Put together a list of all parents' home and cell phone numbers in case of emergencies during the party
4. Create a first-aid kit and have it available at the party
5. Confirm party location if the party is outside your home
6. If you're doing a craft or art project, try it out and create a demo to show what it should look like when completed

2-3 Days Before

1. Charge video camera
2. Get cash to pay for party location, entertainers and help, if necessary
3. Assemble food trays and platters
4. Create a plan to get supplies to and from party destination if the party is outside the house

1 Day Before:

1. Prepare food or confirm delivery time
2. Clean the party area if it's at home or visit the party area to make sure you bring everything you'll need for the big event.
3. Chill beverages
4. Childproof the area if it's in your home or yard
5. Set out clothes and a backup outfit for guest of honor

Party Day!

1. Finish last-minute food preparations (for safety and health reasons, food should not be left unrefrigerated for more than four hours total, including preparation time, so set heated or chilled food out right before it's time to eat)
2. Pick up ice, cake and balloons
3. Set up and decorate the party area and set up games and activities
4. Keep a list of presents when child opens them

1-2 Days After:            

1. Have child write and send thank-you notes
2. Begin planning next year's party

Remember Fun Over Function!

And remember, even the best planned party often has unexpected surprises, so once the party starts, go with the flow. The kids won't remember the mismatched napkins or the chicken nuggets you burned as much as they'll remember the games, activities and fun! So don't sweat it, sit back and ENJOY!