How to Plan a Graduation Party in Simple 6 Ways

Are you thinking of having a graduation party? A graduation party is important because it marks the end of a period of study and the beginning of another life journey. 

This article will teach you how to plan a graduation party that everyone will enjoy. Also, this post is informative for hosting parties with other themes.

Things to Consider Before Planning Your Graduation Party

Many factors must be considered before planning a graduation party, such as the number of people, the location, the budget, the time, and a few contingencies. If they are well thought out, the graduation party can be perfect.

Guest List

The guest list is a basic factor in graduation party planning. You can ask the graduates who they’d like to invite and then add them to the list. The list can include all the people who helped them throughout their learning years, such as friends, teachers, and school staff.

In addition, the number of people will affect the activities, the venue size, the amount of food served, and the safety measures implemented.

If the number of guests is large, you need to make a detailed safety plan in advance, including an emergency evacuation plan, medical first aid measures, etc. If there are few guests, safety measures can be relatively simple but everyone still needs to be ensured safety.

Location

Tired of traditional graduation parties in hotel ballrooms? How about an outdoor graduation party on the lawn? Having an outdoor party saves a lot of cleanup. You can concentrate on enjoying your guests and making their day even more special. You can use a party tent if you don't want your outdoor party interrupted by the weather.

A party tent provides a safe shelter for guests because it is sunproof and waterproof. And buying a tent doesn't have to break the bank! The frame tent, the pole tent, and the high peak tent are the best sellers for parties.

• Frame Tent

Frame tents utilize a sturdy aluminum frame for support, eliminating the interior poles. So the interior space is spacious and flexible. Frame tents are also easier to carry and install because of their lightweight aluminum frame. They can be installed on all types of surfaces, including concrete, asphalt, and grass.

The tents can withstand various weather conditions, offering good protection against rain and sunshine, making them a reliable choice for outdoor events.

• Pole Tent

The core structure of a pole tent consists of a PVC fabric roof and multiple support poles crafted from aluminum alloy. Due to the tall center poles, the top of the tent forms an elegant arc profile.

Decorative elements, such as strings of lights and garlands, can be added to them to create ambiance for activities.

• High Peak Tent

The high peak tent is distinguished by its tall, central peak. It offers an elegant and sophisticated appearance ideal for outdoor events. The unique appearance of high-peak tents allows guests to enjoy the beautiful scenery while being sheltered.

The modular design allows it to be expanded flexibly into various sizes as needed to accommodate different sizes of events.

Budget

Now that you know the guest list and the location of your party, it’s time to set a budget. By setting and managing your budget wisely, you can control the costs of the party and ensure its quality and effectiveness, while avoiding waste.

The graduation party mainly costs purchasing tents, renting other equipment, food, etc. When setting up a budget, pay attention to setting aside a small section for ‘unexpected expenses’ so that if something comes up suddenly, you won’t overspend.

Time and Date

You'll need to set up the date and give your guests advance notice. Guests can plan their time and ensure attendance on the day. It also gives you plenty of time to prepare for the graduation party planning and book everything you need for the party in advance.

Generally speaking, the graduation party doesn’t have to happen on the exact weekend of the graduation, because everyone is busy and excited at that time.

But it’s also best not to postpone it for too long. You can pick a weekend when everyone is free within two months after graduation.

There are many details to consider when planning a graduation party. Being organized is a must in this process. Follow the graduation party timeline below, you'll be able to hold a truly memorable party!

1 Month Before the Party: Starting Preparations Early

How to plan a graduation party one month before it? Since it's a long time before the party, you can prepare things you need to book, such as hiring equipment, printing invitations, etc.

Send Invitations

You can send invitations to the guests according to your guest list. The invitations should include information about the party, such as the date, time, location, theme, and dress code.

You need to briefly describe the party's activities. Other notes should also be included, including details of transport, parking, food, etc. Remember to finalize the guest list based on RSVPs.

Make a Rental List

You may need to rent tables and chairs, portable toilets, the venue for the party, etc. So you can make a rental list. If your party is outdoors, you may want to consider booking a tent, as this will save you a venue fee.

Renting equipment in advance is essential, especially during the graduation season when many parties take place. And if it's too late, you may not be able to rent anything.

Determine the Party Theme

Of course, graduation is the main theme, but graduation party planning ideas can be various. By choosing a specific theme, you can make the party even more personal and fun.

Are most of the graduates bookworms? Then make it a literary-inspired party! If guests are fans of TV shows or anime, then you can have them dress up as different characters and throw a party similar to Comic-Con.

The theme should be something that the young graduates will really enjoy and appreciate, and which will make the party even more exciting for them. This will also help you choose decorations, activities, menus, and venues later.

Plan Fun

Graduation parties are not only about music but also about fun. Based on the theme of the party, you can plan some simple but interesting games, such as UNO, White Elephant, and Holiday Trivia. Everyone can participate in these games, with prizes and fun punishments.

There should be a wide variety of games at the graduation party to cater to the interests and needs of different participants. In this case, everyone can enjoy the party!

Plan Your Help

If you're hosting a party and have a lot on your plate, ask your friends and family for help ahead of time. They can help prepare food, set up tables and chairs, make drinks, and more.

You can also hire professionals such as a chef, DJ, photographer, etc., to make the party perfect and memorable.

1 Week Before the Party: Finalizing Details

As the graduation party approaches, there are a lot of things that have been finalized. It's time to start preparing the food, gifts, and timetable.

Plan the Food

How to plan for graduation party food? Consider guests' preferences and special dietary requirements, such as vegetarianism, food allergies, etc. The buffet offers a variety of food choices to ensure there is something for everyone.

In general, parties offer specialty buffets that are convenient to eat and meet everyone's needs.

The buffet menu includes main courses such as potatoes, spaghetti, and rice; desserts such as ice cream, tiramisu, and pumpkin puree; and beverages such as coffee, tea, and soft drinks. Then you can buy the food in advance according to the menu.

Prepare Graduation Party Favors

If you’re planning to give party favors to your guests to take home, you can start shopping for them. You can send out thank you cards after the event, which you can prepare ahead of time.

If you have great ideas, you can prepare personalized gifts such as handmade soap. If you are struggling to choose gifts, flowers are a better choice. Personalized gift bags and custom gift bags are also creative.

Make Graduation Party Day Timeline

A clear graduation party timeline for the event can help ensure that everything runs smoothly. It is a general schedule to keep the party on track and ensure that all the important moments aren't missed. Here is a simple graduation party timeline.

The Day Before the Party: Getting Everything Ready

Now that everything is in place, you can start setting up the venue and tents. After finishing the party tent for graduation, here are some outdoor party tent decorating ideas to create a unique atmosphere.

• Decorate your outdoor party tent with a stylish look and add garlands, lights, or flowers to make it attractive.

• Use balloons or green plants to hide less attractive elements such as poles.

• Choose decorations such as lighting, rugs, and flowers that match the graduation theme to amaze and impress all your guests!

By the way, don't forget to check the music and weather forecast, check your equipment, and make sure everything is ready to go.

Day of the Graduation Party: The Big Day

The Big Day is here! What you need to do is organize the event according to the timetable and ensure that every guest enjoys the party.

Don’t worry about what you forgot or what didn’t work out. Focus on the people. Enjoy every single moment. Bring out the food half an hour before the party starts. Be sure to include cups, plates, napkins, and cutlery!

Graduation is a big milestone in the life of a person, so it’s worth celebrating in style. Your careful plan will leave them with unforgettable memories. We hope our graduation party checklist will come in handy with your party planning!

Graduation Party Planning Checklist: Don’t Miss These Key Tasks

How to plan a graduation party? Let's review the tasks following the timeline.

1 Month Before

• Send invitations. They should include a lot of information.

• Make a rental list and rent earlier.

• Determine the party theme.

• Plan various interesting activities.

• Ask friends and families for help.

1 Week Before

• Plan the food according to the menu.

• Prepare graduation gifts.

• Make a graduation party day timeline.

1 Day Before

• Set up Your Venue or Tent

• Decorate your party.

• Check the music.

• Check the weather forecast.

Here is the graduation party planning checklist. If you're unsure what to do next, look at this guidance. Hopefully, it will help you have the best graduation party!

Throw an Unforgettable Graduation Party with Sheltent

A perfect event tent is essential for a successful party. You can get one from Sheltent.  As a leading tent manufacturer and service provider, Sheltent provides high-quality party tents made from sturdy aluminum alloy frames and durable PVC materials.

In addition, customized service is ready for you. You can choose your favorite colors or add a personalized logo to make your graduation party tent stand out.  

Conclusion

After reading this article, I'm sure you already know how to plan a graduation party. Planning a graduation party checklist is important. Make a guest list, plan a budget, set a date, and then choose a suitable tent for your party.

A party tent that is aesthetically pleasing, practical, and meets individual needs, will definitely help you create happy and unforgettable memories. Come to Sheltent now to learn more about your tents.