It’s time to celebrate the achievements of the student in your life by throwing a graduation party. After their long and storied scholastic journey, you don’t want just a boring graduation party for them but a memorable one. But what elements go into a memorable or even an unforgettable graduation party? Here are some must-haves, and more about how to plan the big day!
Step-by-Step Graduation Planning for an Unforgettable Event
Graduation planning is a lot like studying for a big exam: the more you prepare, the more successful you’ll be. And much like a big exam, it can feel like an overwhelming event to prepare for. So, feel as confident as you possibly can by moving into the big event with these easy-to-follow steps.
1. Start the Planning Process Early
Eight to twelve weeks may seem like a lot of time to plan a big graduation party. However, if possible, you may benefit from starting to plan even earlier. If you want to hire a caterer or rentals like tents or photo booths, try to secure those vendors at least six months ahead. Yet, if you wait too long, you risk paying huge premiums or settling for alternative options.
2. Include Your Graduate in the Planning Process
It can be very easy to forget exactly who and what you’re celebrating when planning a big party like this. To help prevent that from happening, keep in touch with the graduates to learn what kind of event they want. This can be an opportunity for both of you to contribute to making the most memorable event possible.
3. Set a Budget
Setting a budget upfront helps prevent things from getting out of hand during the party planning process. It also can help you figure out how many guests you can realistically accommodate. Here are some budget line items to consider:
- Catering and/or food and beverages.
- Venue rental fees.
- Other rental fees (tables, chairs, etc.)
- Entertainment (DJ, photo booth, etc.)
- Videography and/or Photography (if hiring a professional)
- Decorations.
- Plates, napkins, cutlery.
- Invitations and thank you notes (and don’t forget postage!)
- Party Favors and Gifts.
Staying Organized with a Graduation Party Planning Checklist
A memorable party like this will require a lot of preparation and details. So, with this graduation party planning checklist, you can stay organized and prepared for the big day!
8 to 12 Weeks Before the Graduation Party
☐ Set the party’s date and time.
☐ Select and reserve a venue.
☐ Reserve a caterer.
☐ Book rentals and any entertainment. This includes tables, chairs, a photo booth, a DJ, etc.
☐ Choose a party theme and color scheme (if any).
☐ Create a guest list.
6 to 8 Weeks Before the Graduation Party
☐ Order invitations and thank you cards.
☐ Plan a menu and create a grocery list.
☐ Purchase decorations, paper products & cutlery.
☐ If you plan on making table displays, start gathering any memorabilia (like photos) to use on them.
4 to 6 Weeks Before The Graduation Party
☐ Send out invitations.
☐ Finalize the menu.
☐ Confirm all rentals and bookings.
☐ Designate or hire a photographer.
☐ Make arrangements for parking if possible, or notify neighbors of extra cars on the party date.
2 to 4 Weeks Before The Graduation Party
☐ Determine the table/chair layout.
☐ Decide the layout for food/beverage stations.
☐ Order desserts, like cakes or cookies.
☐ Purchase beverages and any non-perishable food.
1 Week Before The Graduation Party
☐ Confirm the final guest count. If you have a caterer, make sure they know as well.
☐ If hosting your party at your home, make arrangements for pets to stay offsite on party day. Alo deep clean your home.
☐ Begin decorating and creating a memorabilia display.
☐ Create any needed signage.
The Day Before The Graduation Party
☐ Complete decorating.
☐ If you have a tent, set it up.
☐ Finish any last-minute cleaning tasks.
☐ Prepare any food that can be made the night before.
The Big Day!
☐ Set up tables and chairs and table decor.
☐ Arrange entertainment displays.
☐ Designate food/beverage stations.
☐ Pick up last-minute items.
☐ Display signage.
Planning a Graduation Party? Salero Can Help!
It can take a lot when planning a graduation party that’s truly unforgettable and tracking every detail. Working with the right venue, they can assist with those details, allowing you to host the most memorable graduation party possible.
Salero offers a seaside venue for all kinds of events, striving to provide one-of-a-kind impeccable experiences. Once you see Salero’s scenic Rehoboth Beach venue, the choice will be clear. Call or contact us today to schedule your graduation party today.
