Graduation Party Planning

If we are lucky, we get to watch our kids graduate through many phases of their lives where graduation party planning is necessary.  It is important to celebrate each graduation.  So whether it is from elementary school, middle school, high school or college, all are worth celebrating.  Graduation recognition is important for special memories and child development in their early lives.  As the child grows, these celebration milestones will look different.  So you may have larger parties for high school and college, but all are important.

In this post I will be focusing on high school graduation/college planning but you can reduce the planning activities for middle school, elementary or smaller gatherings.  I find that whether you are planning a graduation party for 20 or 100, the basic planning that needs to be considered is basically the same.  For instance, the food, location, entertainment, favors, decorations, etc.

Start by jotting down ideas in a notebook as a brainstorming session.  Then write down your ideas, and discuss with others that may help you with the party.  Then organize those ideas into a timeline with a To-Do list from current date, to the date of the party.  The checklist action items start usually from 3 months, to the date of the party.  Below are a few ideas on what needs to happen and when.

 

To see my available Party Label Bundle Downloads, click here:  https://majorgates.com/product-category/party-bundles/

 

 

One of the best things to play at a high school or college graduation party is Graduation Trivia Jeopardy.  It engages the whole party and is tons of fun.  You can get the download here:  https://majorgates.com/product/graduation-trivia-jeopardy-game-download/

 

I also have a party game bundle with more than what is shown available here:  https://majorgates.com/product/graduation-party-game-bundle-download/

Customize you party with great labels for 2-Liter bottles, wine or other large bottles here:  https://majorgates.com/product/graduation-party-2-liter-bottle-label-bundle-download/

 

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For more DIY party ideas or craft ideas, click here:  https://majorgates.com/category/do-it-yourself/

 

For another great party planning post, check out my Party Planning Tips and click here:  https://majorgates.com/do-it-yourself/party-planning-tips/

 

General Supplies

• Centerpieces
• Balloons
• General Decor
• Cool Cups & Serveware
• Table Linens
• Other

 

Graduation Party Planning Tips

 

• First, start off by determining the number of people you plan to invite to the party.  Make a rough guest list and do a rough estimate count.  This will help you with a lot of planning.  Smaller parties can be at a home or a relatives home.  But the larger the graduation party, the more planning is needed.
• Next, determine the date and time.  Keep in mind, during graduation season, others will be having parties too.  So bounce dates off the graduate, family and graduates best friends that are also graduating at the same time.  Also, start discussing the party in early March to start your planning.
• Location is important if not at a home.  Many venues and restaurants are also booked for many graduation celebrations. So book the venue early.

 

• No matter the size of the party, you have to consider the menu.  What will you be serving your guests?  Will it be something light or a full meal.  The menu will depend on the size of the gathering, the time of the party, location, and your budget.  Determine if you will cook some of the food, cater the rest, or have friends and family bring a dish.
• Now determine the entertainment for the party.  Then consider if you will have music, location with a pool, lake, beach, park, party games, photo booths, scavenger hunts, etc.  Keeping your guests entertained make the celebration memorable.

 

• Next, research on-line decorating ideas and make a list of decorations to purchase.  Once you have the graduation theme and/or color, go ahead and start tracking down the decorations.  Some things become out of stock the closer you get to graduation.  Also, if you are having anything specially made for the graduate, get that order in at least 2 months prior to the event.  This includes, special photos, paintings, custom jewelry, and surprise trips.
• Place orders with vendors, bakeries and food vendors at least 2 months prior to the party but really I advise 3 months.
• Make a To-Do-List or check list that breaks down the planning:
  • 2-3 Months Ahead
    • includes sending out Save-the-Date notifications by email, text or mail  – this signals to others that might also be planning a party the time and date of yours, so they can keep that in consideration.
    • Start reserving vendors, venue and special orders
    • Order as many decorations as you can
  • 1 Month Ahead
    • Make any handmade items
    • Send out invitations
    • Check on vendors
  • 2 Weeks Ahead
    • Get graduation party outfits
    • Do as much as you can prepping for the party
    • If party is at a home, do all non-perishable shopping and borrow any serve ware that you don’t have
  • 1 Week Ahead
    • Confirm RSVP’s
    • Provide final head counts to vendors
  • Daily breakdown until the party
• Don’t forget to gather party outfits, hair, nails, etc.
• Also, if your party is planned to be outdoor, plan an alternative for rain.  Rain is not the end of the world, and in most cases, it is temporary.   You can also shorten the guest list at the start, so that everyone fits inside if it rains for an extended point of time.  Also, most people are attending multiple graduation parties during the graduation season, so the amount of people at the same time may not be an issue.

 

• I also like to create a rough agenda that has the timing of things.  So this keeps me on track and the party flowing, without large amounts of dead time.  The more entertained the guests are, the more fun they have.
• Also, don’t forget to take pictures and provide a location or QR code where party guests can upload their photos as well.
• Now, enjoy planning this party for the special graduate, congratulations on the celebration, and everyone have fun!

 

 

For another great party idea, read my post on Taco Bar Planning here:  https://majorgates.com/do-it-yourself/taco-bar-planning/

 

For more available Jeopardy/Trivia Party Downloads, click here:  https://majorgates.com/product-category/jeopardy-trivia/