How much do you need?
Change the guest count and the list updates.
| Main food | |
|---|---|
| Large pizzas | 8 |
| Sides & snacks | |
| Chips & snacks (bags) | 3 |
| Fruit or veggie platter | 1 |
| Desserts | |
| Birthday cake (servings) | 22 |
| Candles & a lighter | 1 |
| Drinks | |
| Soft drinks & juice | 50 |
| Water (bottles) | 20 |
| Ice (10 lb bags) | 2 |
| Gear & equipment | |
| Cake knife & server | 1 |
| Speaker & playlist | 1 |
| Plates & disposables | |
| Plates | 40 |
| Forks | 30 |
| Napkins | 60 |
| Cups | 40 |
| Trash bags | 2 |
| Decorations | |
| Balloons | 10 |
| Birthday banner | 1 |
| Tablecloths | 1 |
| Games & activities | |
| Party games or an activity | 1 |
| Party favors (if kids are coming) | 20 |
Rules of thumb for a typical get-together, rounded up. Adjust for your crowd.
Rules of thumb
- Pizza
- About 3 slices per adult and 2 per young child. A large pizza has 8 slices, so one large feeds roughly 3 adults.
- Cake
- One serving per guest plus a few extra. A 9×13 sheet cake gives about 20 to 24 servings; an 8-inch round gives about 10 to 12.
- Drinks
- Two to three per guest over a three-hour party.
- Plates
- Two per guest: one for food, one for cake.
Planning timeline
Three to four weeks before
- Set the date, place and guest list.
- Send the invite link to anyone helping.
- Book any venue, entertainer or rentals.
One to two weeks before
- Order the cake.
- Assign food, drinks, decorations and activities.
- Buy favors and decorations.
The day before
- Confirm the cake pickup time.
- Send the reminder message from the plan.
- Charge the speaker and make a playlist.
On the day
- Decorate an hour before guests arrive.
- Put one person in charge of photos.
- Keep the candles and lighter with the cake.
Tips from people who’ve done it
- For a surprise party, give the plan a neutral name and share the link only with the people in on it.
- Put candles, a lighter and a cake knife on the list as their own items, so someone owns them.
- For kids’ parties, plan one activity every 20 to 30 minutes and a quiet corner for anyone who’s overwhelmed.
- Ask about allergies before ordering the cake.
Common questions
How many pizzas do I need for 20 people?
About 8 large pizzas for 20 adults, at 3 slices each. For young kids, count 2 slices each.
How much cake do I need for 30 guests?
About 33 servings: two 9×13 sheet cakes or one half-sheet cake is plenty.
Can I use this to plan a surprise party?
Yes. Plans are private and only people with the invite link can open them, so share it only with the people helping.