graduation party checklist free printable
Determine the date and time of the party
Select a venue or location
Create a guest list
Design and send invitations with RSVP details
Choose a theme for decorations
Purchase or rent decorations like banners and balloons
Plan the menu including food and beverages
Arrange for catering or prepare food in advance
Decide on music and entertainment options
Organize activities such as games or speeches
Set up a photo booth or photography area
Buy party favors or gifts for guests
Prepare seating arrangements and tables
Create a budget and track expenses
Assign tasks to helpers for setup and cleanup
Ensure parking and accessibility for guests
Send thank-you notes after the event
Double-check all supplies like plates, utensils, and napkins
Test any equipment such as sound systems in advance
graduation party checklist pdf
1. Choose a date and time for the party, ensuring it doesn't conflict with other events.
2. Select and book a venue, such as a home, garden, or rented hall.
3. Create a guest list, including family, friends, and classmates.
4. Design and send invitations, either digital or printed, with RSVP details.
5. Plan decorations, including balloons, banners, caps, and gowns themed items.
6. Decide on a menu, covering appetizers, main dishes, desserts, and beverages.
7. Arrange for food preparation, whether catering, potluck, or DIY.
8. Organize entertainment, such as music, a DJ, speeches, or games.
9. Set up photography, including hiring a photographer or using a photo booth.
10. Prepare party favors or gifts for guests.
11. Plan seating arrangements and tables for comfort.
12. Check for any necessary permits if the event is public.
13. Ensure safety measures, like first aid kits and emergency contacts.
14. Coordinate transportation if needed for guests.
15. Schedule clean-up tasks and waste disposal after the event.
16. Budget for all expenses and track costs.
17. Test audio-visual equipment in advance if using.
18. Confirm attendance via RSVPs a week before.
19. Prepare a timeline for the day's activities.
20. Have a backup plan for weather or other issues.
graduation party checklist excel
Graduation party checklist items:
- Finalize date, time, and theme
- Select and book venue
- Create and manage guest list
- Design and send invitations
- Plan menu for food and beverages
- Shop for or rent decorations
- Arrange entertainment or activities
- Prepare speeches or toasts
- Set up music playlist
- Organize photography or videography
- Purchase party favors or gifts
- Buy necessary supplies (plates, utensils, etc.)
- Confirm RSVPs and dietary needs
- Assign tasks to helpers
- Day-of setup (tables, seating, decor)
- Greet and manage guests
- Serve food and drinks
- Clean up and breakdown after event
- Send thank-you notes post-party
graduation party planning checklist
1. Determine the date and time of the party, considering graduates' schedules and potential conflicts.
2. Choose a venue, such as a home, backyard, park, or rented hall, and book it if necessary.
3. Create a guest list, including family, friends, teachers, and any special guests.
4. Design and send invitations, either digital or physical, with RSVP details.
5. Select a theme, like school colors or a specific style (e.g., tropical or elegant).
6. Plan decorations, including banners, balloons, table settings, and photo backdrops.
7. Arrange food and beverages, deciding on catering, DIY options, dietary needs, and a cake.
8. Organize activities and entertainment, such as games, music, speeches, or a photo booth.
9. Set a budget and track expenses for all elements, including venue, food, and decorations.
10. Arrange for photography, either hiring a photographer or using a group phone setup.
11. Prepare any necessary supplies, like plates, cups, seating, and party favors.
12. Handle RSVPs and confirm attendance closer to the date.
13. Plan for setup and cleanup, including timelines and any hired help.
14. Consider contingencies, like weather plans for outdoor events or backup entertainment.
15. Follow up after the party with thank-you notes or photos for guests.
graduation party planning template
Graduation Party Planning Template
Event Details
Date
Time
Location
Theme (if applicable)
Budget
Total estimated budget
Venue cost
Food and beverages cost
Decorations cost
Entertainment cost
Miscellaneous costs
Guest List
Number of guests
List of invitees
RSVP tracking
Invitation method and timeline
Venue and Logistics
Venue selection and booking
Parking and transportation
Seating arrangements
Audio-visual equipment needs
Food and Beverages
Menu planning
Catering or DIY options
Dietary restrictions
Beverage selections
Serving schedule
Decorations and Supplies
Theme-related decorations
Table settings and centerpieces
Signage and banners
Party favors
Required supplies list (e.g., plates, utensils)
Activities and Entertainment
Schedule of events (e.g., speeches, games)
Music and playlist
Photo booth or activities
Speakers or performers
Timeline and To-Do List
Pre-event timeline (e.g., weeks before: send invitations; days before: buy supplies)
Day-of schedule
Post-event tasks (e.g., cleanup, thank-yous)
Contingency Plans
Weather backup if outdoors
Emergency contacts
Budget overruns or shortages
Guest cancellations
high school graduation party checklist
Date and time of the party
Venue selection
Guest list compilation
Invitations and RSVPs
Theme and decorations
Menu planning for food and beverages
Entertainment options like music or games
Party favors and gifts
Budget tracking
Seating and table arrangements
Parking and transportation details
Safety measures and emergency contacts
Photo booth or memory keepsakes
Cleanup and post-party tasks
planning a graduation party at home
To plan a graduation party at home, first select a date and time that works for the graduate and most guests, considering school schedules and weekends. Create a guest list with family, friends, and key people like teachers, then send invitations through email, social media, or cards, including details like the theme, dress code, and RSVP instructions.
Choose a theme that reflects the graduate's interests or achievements, such as school colors or a favorite hobby, and decorate your home with banners, balloons, lights, and personal photos to create a festive atmosphere—use the backyard or living room based on space and weather.
For food and drinks, plan a budget-friendly menu with appetizers, main dishes, desserts, and beverages; options include cooking at home, ordering takeout, or hosting a potluck to share the load. Set up serving stations, seating areas, and a designated spot for gifts or cards.
Organize activities to keep things engaging, such as speeches from the graduate or family, a photo booth with props, games like trivia about the graduate's life, or a music playlist—keep it light and fun to celebrate milestones.
Prepare for the event by purchasing supplies in advance, arranging parking if needed, and assigning tasks like setup and cleanup to helpers; monitor the guest flow to ensure everyone has a good time and follows any safety guidelines, such as social distancing if applicable.
college graduation party checklist
Set the date and time
Choose a venue
Create a guest list
Send invitations with RSVP details
Decide on a theme
Plan decorations like banners and balloons
Arrange food and beverages menu
Hire a caterer or prepare DIY options
Organize entertainment such as music or games
Prepare speeches or presentations
Set up seating and tables
Arrange for photography or videography
Plan for parking and transportation
Purchase party favors or gifts
Track budget and expenses
Ensure safety measures are in place
Schedule clean-up and thank-you notes