graduation party checklist pdf
Graduation Party Checklist
Date of party:
Time of party:
Number of guests expected:
Budget:
Pre-Event Planning
- Select theme (e.g., school colors, caps and gowns)
- Choose venue (home, hall, outdoor space)
- Set up guest list and RSVPs
- Send invitations (digital or printed)
- Order or make decorations (balloons, banners, tablecloths, centerpieces)
- Arrange for photographer or photo booth
- Plan menu (appetizers, main dishes, desserts, drinks)
- Decide on music and entertainment (playlist, DJ, speeches)
- Book any necessary rentals (tables, chairs, tents)
Two Weeks Before
- Confirm RSVPs
- Finalize food and drink list
- Order cake or special treats
- Purchase party favors (graduation caps, keychains)
- Buy supplies (plates, cups, napkins, utensils)
One Week Before
- Send reminders to guests
- Prepare any DIY items (signs, garlands)
- Confirm vendor deliveries (catering, rentals)
- Test audio equipment if needed
Day Before
- Set up decorations
- Prepare food (if not catered)
- Charge camera or phone batteries
- Arrange seating and tables
Day Of
- Set out food and drinks
- Greet guests
- Manage activities and timeline
- Take photos
- Handle any last-minute issues
After the Party
- Clean up venue
- Send thank-you notes
- Review budget and expenses
- Store or distribute leftovers
graduation party checklist excel
Graduation Party Checklist Items
Task
Set date and time
Choose venue
Create guest list
Send invitations
Plan menu and food
Arrange decorations
Book entertainment or music
Prepare speeches and program
Organize photography and videography
Set up budget and track expenses
Purchase supplies and materials
Confirm RSVPs
Plan activities and games
Arrange transportation if needed
Hire or assign cleanup crew
Final walkthrough and setup
Distribute thank you notes afterward
Columns for Excel Sheet
Task, Deadline, Responsible Person, Estimated Cost, Status (e.g., Not Started, In Progress, Completed)
free printable graduation party checklist
Determine the date and time of the party
Select a venue or location
Compile a guest list
Design and send invitations
Plan the food and beverage menu
Purchase or create decorations
Organize games or activities
Prepare speeches or presentations
Follow up on RSVPs
Arrange music and entertainment
Set up photo opportunities
Buy party favors or gifts
Create a timeline for the event
Assign tasks to helpers
Budget for expenses
Plan for cleanup after the party
graduation party planning checklist
Determine the date and time of the party, ensuring it doesn't conflict with other events
Select a venue or location, such as a home, park, or rented hall
Create a guest list, including family, friends, and teachers
Send out invitations with details like date, time, location, and RSVP information
Choose a theme, such as school colors or a specific style
Plan decorations, including banners, balloons, and table settings
Arrange for food and beverages, deciding on catering, DIY options, or a potluck
Organize entertainment, like music, games, or a photo booth
Set a budget and track expenses for all items
Purchase or rent necessary supplies, such as plates, cups, and seating
Coordinate any special activities, like speeches or award presentations
Handle RSVPs and adjust plans based on responses
Arrange for photography or videography to capture the event
Prepare for contingencies, such as weather if outdoors
Ensure safety measures, like first aid and supervision for children
Plan for clean-up and waste disposal after the party
Send thank-you notes or gifts to attendees and helpers
graduation party checklist free
Create a guest list and send invitations early
Choose and book a venue that fits your budget and guest count
Decide on a date and time that works for most attendees
Plan the menu including food, drinks, and any dietary needs
Shop for groceries and supplies to prepare meals
Order or make graduation-themed decorations like banners and balloons
Arrange music, playlists, or a DJ for entertainment
Prepare activities, games, or speeches to keep things engaging
Set up photo areas or hire a photographer if desired
Confirm RSVPs and account for any last-minute changes
Purchase or gather party favors and gifts
Ensure safety measures like first aid and emergency contacts
Organize seating, tables, and any necessary rentals
Test audio-visual equipment if using
Assign tasks to helpers for setup and cleanup
Prepare a timeline for the event flow
Buy or make thank-you notes for attendees
Double-check weather plans if outdoors
Gather cleaning supplies for after the party
Review the budget to ensure everything is free or low-cost where possible
graduation planning checklist
1. Verify that you have completed all required credits and met your degree or program requirements.
2. Schedule a meeting with your academic advisor to review your progress and get approval for graduation.
3. Submit your graduation application by the specified deadline.
4. Check and fulfill any outstanding financial obligations, such as tuition fees or library fines.
5. Register for and complete any remaining courses or exams needed for graduation.
6. Order your cap, gown, and other graduation regalia if required.
7. Prepare and send out graduation announcements or invitations to family and friends.
8. Confirm details for the graduation ceremony, including date, time, location, and any rehearsals.
9. Arrange transportation and accommodations if the ceremony is not local.
10. Update your resume, portfolio, or LinkedIn profile for post-graduation opportunities.
11. Research and apply for jobs, internships, or further education programs.
12. Attend any pre-graduation events, workshops, or orientations offered by your institution.
13. Gather necessary documents, such as transcripts, diplomas, or certificates.
14. Plan personal celebrations, like a graduation party or photos.
15. Ensure you have a backup plan for any potential delays or issues.
planning a graduation party at home
To plan a graduation party at home, start by selecting a date and time that works for the graduate and most guests, considering school schedules or family commitments. Create a guest list that includes close friends, family, and teachers, then send out simple invitations via email, social media, or printed cards to keep things organized. Choose a theme like "school colors" or "future adventures" to make it fun, and decorate with affordable items such as balloons, banners, and DIY signs using household items or budget store purchases. For food and drinks, prepare a menu of easy-to-make dishes like finger foods, salads, grilled items, and a graduation cake, opting for a mix of homemade options and store-bought goods to stay within budget; set up a self-serve station to simplify serving. Plan activities such as games, photo booths with props, speeches from the graduate, or a slideshow of memories to keep everyone engaged, and include background music from a playlist. Manage the space by arranging seating in your yard or living room, ensuring there's enough room for mingling, and consider logistics like parking, weather backups if outdoors, and safety measures for any children. Finally, allocate time for setup and cleanup, enlisting help from family to make the process smoother and more enjoyable.
graduation party planning template
Graduation party planning template
Event details: date, time, location, and theme
Guest list: names, contact information, number of attendees, and RSVPs
Budget: estimated costs for venue, food, decorations, entertainment, and total allocation
Menu: food and drink options, dietary restrictions, catering needs, and serving plan
Invitations: design, distribution method, deadline for responses
Decorations: theme-related items, supplies list, setup instructions
Activities: schedule of events like speeches, games, music, and photo opportunities
Timeline: day-of schedule including setup, main events, and cleanup
Post-party tasks: thank you notes, expense reconciliation, and feedback collection
Contingency plans: alternatives for weather, attendance, or other issues