How to plan a graduation party
Graduation season is crowded, so the biggest decision is the date: guests may have several parties the same weekend. After that it's food, a photo display and a short moment for the graduate to say a few words.
Graduation checklist
6 weeks before
- Draft the guest list
- Book the venue, or confirm the space at home
5 weeks before
- Book a caterer or food truck
4 weeks before
- Send invitations
- Choose the menu
- Pick a theme and décor
3 weeks before
- Print photo displays and a banner
2 weeks before
- Chase RSVPs from anyone who hasn't replied
- Confirm vendors in writing
- Order the cake
7 days before
- Lock the headcount
- Collect allergy and dietary notes
- Buy decorations and non-perishables
- Draft the party-day run of show
3 days before
- Confirm every vendor's arrival time
1 day before
- Send guests parking and arrival details
- Buy perishables and ice
Party day
- Set up décor and the space
2 days after
- Send thank-you notes
- Settle costs with co-hosts
- Share photos with guests
Add your date, guest count and budget and get this checklist with real due dates, plus a menu that respects dietary needs.
Plan mine freeHow to split the budget
A typical split for a graduation, shown for 40 guests and a $1,000 budget. The percentages hold at any size.
| Category | Share | Example |
|---|---|---|
| Food & drinks | 45% | $450 |
| Venue & rentals | 15% | $150 |
| Decorations & banners | 15% | $150 |
| Plates & supplies | 9% | $90 |
| Cake | 8% | $80 |
| Buffer | 8% | $80 |
Party-day schedule
A 3-hour party starting at 3:00 PM.
- 2:00 PMSet up the space and décor
- 2:45 PMFinal walk-through, music on
- 3:00 PMGuests arrive
- 3:30 PMA few words from the graduate
- 3:45 PMFood
- 4:45 PMCake and photos
- 6:00 PMParty ends, start clean-up
Menu ideas
- Beef sliders
- Chicken wings
- Caprese skewers
- Hummus and veggie platter
- Cheese and charcuterie board
- Mini tacos
- Dessert bar
- Mocktails and sparkling water
Shopping for 40
- Plates60 plates
- Cups120 cups
- Napkins120 napkins
- Drinks120 cans or bottles
- Ice4 10 lb bags
- Trash bags3 bags
- Cake40 servings
Tips from the plan
- Pick a date that doesn't clash
- Check with other families in the class. An off-peak weekend gets more guests.
- Book the caterer or food truck five weeks out
- They're in demand in May and June.
- Make a photo display
- Baby photos to cap and gown is a favourite. Print three weeks ahead.
- Keep speeches short
- A few words from the graduate early on, while everyone is there.
Questions
When should you have a graduation party?
Usually within a few weeks of the ceremony. Weekends right after graduation are busiest.
How long should a graduation party be?
Three hours is typical, and an open-house format works well when guests have several parties to attend.
What food is good for a graduation party?
A buffet, taco bar, barbecue or food truck: easy for guests to eat standing up.