Planning a graduation party has many elements of the regular event planning. But it also has some specifics that are critical to planning a successful graduation ceremony.
Here we will discuss graduation party planning to help committees and groups of friends to organize the best celebrations.
In this guide:
- The five pillars of graduation party planning
- General structure of a graduation party
- Graduation party theme ideas
- Dress code at for the graduation party
- Graduation party invitations
- Graduation party games and activities
- Best practices to budget a graduation party
- Graduation party checklist
- Frequently asked questions
- Graduation party gone wrong [VIDEO]
The five pillars of graduation party planning
Let’s now dive into things you need to keep in mind to organize a graduation party. There are five:
- What is your theme?
- Who is the target audience of your event?
- What priorities have you established for the event?
- What is your budget for your event?
- What challenges does your event face?
Every graduation event has a theme or key message. This theme should encompass a vision that impacts every one of the graduates. You will want to use colours to connect the theme to the school, the season or perhaps to a message, quote or song that has meaning to that year’s cohort. Your graduation party decoration is something that should be remembered.
Graduations naturally focus on the students who are graduating. However, the event you are planning will likely include teachers, parents, siblings, friends and even extended family. It is important for your planning committee to identify the size of the event and who will be attending.
Key planning priorities include: setting up your program, acquiring an appropriate venue, designing table and seating arrangements, decorating tables and the venue, assisting in the procuring and staging of entertainment and of course building a menu of high quality food and beverages to top off the occasion.
As with any event the budget will be important to have established early on in the process. Knowing your budget may cause you to adjust your priorities, your venue, your décor, your food choices or even the type of event you choose to host. Being flexible and open to new ideas will be an asset when working with vendors.
Finally, you must consider any challenges you might be facing for your event. Being aware of any special needs of your guests such as food allergies or special menu requirements might not have crossed your mind.
Accessibility could be an issue for some of the graduates or their guests. Security and chaperoning are also significant considerations that you will want to address. You also need to be aware of liquor laws and the implications of the consumption of alcohol at your event. These are a few examples of issues that might arise.
General structure of the graduation party
The structure of a grad party can vary depending on the preferences of the graduate and their family or friends, but there are some common elements that are often included. Here’s an example of how a graduation party works.
Arrival and greeting
Guests arrive at the party and are greeted by the graduate and their family or friends. There may be a guest book or sign-in sheet for guests to leave their names and messages for the graduate.
Food and beverages
Food and drinks are typically served at a graduation party, and there may be a buffet or catered meal. Common party foods include appetizers, finger foods, sandwiches, and desserts. Beverages may include soft drinks, juices, and alcoholic beverages (if the party is for college graduates and is hosted by someone over the legal drinking age).
There may be entertainment provided at the party, such as music, dancing, games, or a photo booth. The graduate may also choose to give a speech or a toast to thank their guests and acknowledge their achievements.
Guests may bring gifts for the graduate, such as cash, gift cards, or items that will be useful as the graduate moves on to the next stage of their life. Some graduates may also choose to have a gift registry or wish list to help guests choose gifts.
Departure and Thank-you’s
As the party comes to a close, guests say their goodbyes to the graduate and their family or friends. The graduate may give out thank-you notes or tokens of appreciation to their guests as a way to express their gratitude for attending the party and for their support throughout their academic journey.
Overall, the structure of a graduation party is meant to celebrate the graduate’s achievements and to provide an enjoyable and memorable experience for everyone involved.
Graduation party theme ideas
Here are some grad party theme ideas that you could consider.
Use the graduate’s school colors as the primary theme for the party. Decorations, balloons, and tableware can all be coordinated to match the school colors.
Graduation cap and gown
Use the graduation cap and gown as the inspiration for the party theme. You could create decorations that resemble diplomas or use black and white decor to mimic the cap and gown.
If the graduate plans on traveling or studying abroad after graduation, a travel-themed party could be a fun idea. Decorate with maps, globes, and travel souvenirs.
If the graduate is a sports fan, consider having a sports-themed party. You could use their favorite team’s colors and decorate with sports equipment and memorabilia.
A Hollywood-themed party could be fun for graduates who are interested in film or the entertainment industry. Decorate with movie posters, clapboards, and red carpets.
If the party is being held during the summer months, a beach party could be a fun idea. Decorate with beach balls, palm trees, and sand buckets.
If the graduate has a specific career path in mind, consider incorporating that into the party theme. For example, if they want to be a doctor, you could decorate with medical equipment and scrubs.
Remember, the theme should reflect the personality and interests of the graduate, and the goal is to create a fun and memorable experience that celebrates their achievements.
Dress code at the graduation party
The graduation party dress code can vary depending on the location, time (spring convocation vs. fall convocation) and theme of the party, but here are some best practices to consider.
Formal or semi-formal
Graduation parties are often considered formal or semi-formal events, so guests should dress accordingly. Women may wear a cocktail dress, a dressy skirt and blouse, or dressy pants and a blouse. Men may wear a suit and tie, or dress pants and a dress shirt.
Graduation parties often involve standing or walking around, so guests should wear comfortable shoes. Women may opt for dressy flats or low heels, while men may choose dress shoes that are comfortable for standing and walking.
If the party is held outdoors, guests should dress for the weather. This may mean wearing a light jacket or bringing an umbrella in case of rain. If the party is indoors, guests should consider the temperature of the venue and dress accordingly.
While it’s not a hard and fast rule, guests should generally avoid wearing white to a graduation party. The focus should be on the graduate, and wearing white can draw attention away from them.
If the graduation party has a specific theme, guests may want to dress accordingly. For example, if the party has a beach theme, guests may wear casual summer attire, such as shorts and a Hawaiian shirt.
Ultimately, the dress code for a graduation party should be appropriate for the occasion and reflect the celebratory nature of the event.
Graduation party invitations
Here are some best practices to consider when creating and sending out graduation party invitations to guests attending your convocation ceremony.
Include all relevant information
The invitation should include all relevant information about the party, such as the date, time, location, and RSVP details. Be sure to also include any special instructions, such as dress code or parking information.
Send invitations early
Send invitations out at least a few weeks in advance to give guests enough time to plan and RSVP. For out-of-town guests, consider sending invitations even earlier to allow for travel arrangements.
Use clear and concise language
Use clear and concise language that is easy to understand. Avoid using overly formal language or too much text. Be sure to proofread the invitation for any typos or errors.
Consider digital invitations
Consider sending digital invitations, such as through email or social media. Digital invitations can be more convenient for guests and may also be more environmentally friendly.
Personalize the invitation
Personalize the invitation by including the graduate’s name and photo. This can help make the invitation more memorable and special for guests.
Set a clear RSVP deadline
Set a clear RSVP deadline so you can plan for the appropriate number of guests. Be sure to also include contact information for guests to RSVP.
Follow up on RSVPs
Follow up with guests who have not responded to the invitation by the RSVP deadline. This can help ensure an accurate headcount and avoid any last-minute surprises.
By following these best practices, you can create invitations that are clear, concise, and memorable, helping to ensure that your graduation party is a success.
Graduation party venue considerations
When selecting a venue for a graduation party, here are some key considerations to keep in mind.
The venue should be appropriate for the number of guests you plan to invite. Make sure the space is large enough to accommodate everyone comfortably, without being too crowded.
Choose a location that is convenient for your guests to get to. Consider factors such as parking availability and public transportation options.
Indoor or outdoor
Decide whether you want an indoor or outdoor venue. An indoor venue can be more versatile in terms of weather and decoration options, while an outdoor venue can offer a unique and picturesque setting.
If you choose an outdoor graduation party in Calgary, make sure to consider Waterfront Park. It’s a great outdoor setting in the Northwest of Calgary with plenty of parking and amenities. Protect your party from weather by getting a large tent.
Consider what amenities the venue offers, such as tables, chairs, lighting, sound system, and catering options. These can save you time and money in renting and setting up these items yourself.
Determine your budget and look for venues that fit within your budget. Keep in mind that some venues may require additional fees, such as a security deposit or insurance.
Be aware of any restrictions the venue may have, such as noise restrictions or alcohol policies. Make sure these align with your party plans and preferences.
Consider the atmosphere of the venue and how it aligns with the theme or mood you want to create for the party.
Ultimately, the venue should be able to accommodate your needs and preferences for the graduation party, while also being accessible and affordable for you and your guests.
Graduation party games and activities
Here are some ideas for games and activities at a graduation party. These are designed to ensure your entire graduating class remembers your ceremony.
Set up a photo booth with props and backdrops to give guests the opportunity to take fun and memorable photos. Calgary graduation parties choose to hire local photo booth vendors like Hip Image Photo Booth and Silly Booth.
Create a trivia game that focuses on the graduate’s achievements and interests. Guests can form teams and compete against each other.
Graduation cap decorating
Provide guests with plain graduation caps and art supplies, such as stickers, markers, and glitter, to decorate their own cap.
Set up a karaoke machine or have a live band or musician to provide entertainment for guests.
Set up a giant Jenga game that guests can play in groups.
Provide guests with a memory book where they can write messages and share memories with the graduate.
Create a bingo game that features graduation-related terms and symbols, such as diplomas, caps, and gowns.
DIY s’mores station
Set up a DIY s’mores station where guests can create their own s’mores using graham crackers, chocolate, and marshmallows.
Set up a board game area with a variety of board games for guests to play.
Set up outdoor games such as cornhole, ladder toss, or giant Connect Four for guests to play.
These games and activities can provide fun and entertainment for guests, while also celebrating the graduate’s achievements and creating memorable experiences for everyone.
Best practices to budget a graduation party
Here are some best practices for how to plan a graduation party on a budget.
Determine your budget
Decide on a total budget for the party and make sure to include all expenses such as venue rental, catering, decorations, entertainment, and invitations.
Determine which expenses are most important to you and allocate more of your budget to those items. For example, if you prioritize food, then allocate a larger portion of your budget to catering.
Research different vendors and compare prices to find the best deals. Look for discounts or package deals that can help you save money.
Consider doing some things yourself, such as making decorations or preparing some of the food, to save money.
Set realistic expectations
Keep in mind that a graduation party doesn’t need to be extravagant to be enjoyable. Set realistic expectations for what you can afford and focus on creating a fun and memorable experience for the graduate and guests.
Keep track of expenses
Keep track of all your expenses as you plan and prepare for the party. This will help you stay within your budget and make adjustments if needed.
If you’re planning a large party, consider co-hosting with friends or family members. This can help split the costs and reduce the financial burden on any one person.
By following these best practices, you can create a budget that works for you and help ensure that your graduation party is a fun and memorable experience without breaking the bank.
Graduation party checklist
From selecting a venue to creating a guest list and planning the menu, there are many details to consider to ensure your party is a success. That’s why we’ve put together this graduation party checklist to help you stay organized and make sure you don’t miss any important details.
We’ll let you in on a little secret. There’s no one checklist that fits all graduation parties. The checklist with the timeline and actions will depend on the type of your graduation celebrations. A large hall graduation gala checklist will be different from a backyard graduation party for friends and family.
Having said that, here’s a few examples of graduation party checklist you can look at and adapt to your event.
College life made easy party checklist
A checklist suitable for a smaller party with friends, family and classmates.
Graduation party planner checklist
Suitable for a medium-size event at a restaurant, event hall or a larger venue outdoor party.
Oh my! Creative graduation party checklist
This one we liked the best as the most thought-through and visually appealing checklist.
Frequently asked questions
With so many details to consider, it’s not uncommon to have questions about how to make your party a success. That’s why we’ve put together this FAQ section on graduation party planning to answer some of the most common questions and concerns that people have when organizing a celebration for their graduation.
What is a graduation party?
The purpose of the party is to recognize the accomplishments of the graduate and to mark the end of their academic journey. It is often a time for family and friends to come together and celebrate the graduate’s achievements with food, drinks, music, and decorations.
What types of graduation parties are there?
There are many different types of graduation parties, and they can vary depending on the level of education that has been completed, the personal preferences of the graduate, and cultural traditions. Some examples include high school, college, virtual and family graduation parties.
What are the key differences between high school and college graduation parties?
Here are some key differences between high school and college graduation parties for a graduation party planner:
- Age group: High school graduation parties are typically attended by teenagers, while college graduation parties are attended by young adults who are usually 18 years or older.
- Venue: High school graduation parties are often held at the graduate’s home or a relative’s home, while college graduation parties may be held at a larger venue such as a rented event space, restaurant or a bar.
- Guest list: High school graduation parties usually include family members and close friends, while college graduation parties may include a wider range of guests, such as friends, acquaintances, and coworkers.
- Formality: High school graduation parties tend to be more formal, with dress codes and traditional graduation elements like caps and gowns, while college graduation parties may be more casual and focus on celebrating the achievements of the graduate.
- Activities: High school graduation parties may include more family-oriented activities, such as dinner and speeches, while college graduation parties may include more adult-oriented activities like dancing and drinking.
- Budget: College graduation parties may have a higher budget than high school graduation parties due to the larger guest list and possibly renting a venue.
It’s important for a graduation party planner to consider these differences when planning a graduation party to ensure that the party is appropriate for the graduate’s age group and interests, and that the event meets the expectations of the guests.
Who organizes graduation parties?
The responsibility for organizing a graduation party usually falls on the graduate and their family or friends. However, the specific person or group in charge of planning the party can vary depending on the circumstances and preferences of those involved. Here are a few examples:
- The graduate: Some graduates may take charge of planning their own graduation party, especially if they have a specific vision for how they want to celebrate their achievement.
- Family members: In many cases, family members such as parents or grandparents may take charge of planning the party as a way to honor the graduate’s accomplishments.
- Friends: Friends of the graduate may also play a role in planning the party, especially if they are part of a larger social group that wants to celebrate together.
- Graduation event planners: For larger, more elaborate graduation parties, graduation party event planners may be hired to help with the planning and execution of the event.
Ultimately, the person or group in charge of planning a graduation party will depend on factors such as the size of the party, the budget available, and the preferences of those involved.
What are graduation party committees?
A graduation party committee is a group of individuals who come together to plan and organize a graduation party for a student or group of students. The committee is usually made up of family members, friends, and sometimes faculty or staff from the school or university. The purpose of the committee is to share the responsibilities of planning the party and to ensure that all aspects of the party are coordinated and executed smoothly.
The committee may have various roles and responsibilities, such as choosing the venue, deciding on the food and beverages, arranging for entertainment, creating decorations, sending out invitations, and managing the budget. Members of the committee may also take on specific tasks, such as coordinating transportation, setting up the party space, or managing the guest list.
A graduation party committee can be a great way to involve multiple people in the celebration and to share the workload of party planning. By working together, the committee can ensure that the party is a memorable and enjoyable experience for the graduate and their guests.
Graduation party gone wrong
While most graduation parties go off without a hitch, sometimes unexpected mishaps can occur, turning what should be a joyous occasion into a nightmare. Whether it’s an unexpected weather, or unruly guests, a graduation party gone wrong can be a stressful and challenging experience. Here’s a video with some glaring graduation party mistakes.