Stress Free Grad Party Planning (and free checklist!)
Graduation Party Planning can be fun - and a bit overwhelming - all at the same time! Here are a few not-so-secret-tips to planning a stress-free grad party. Download this free party planning printable time line to help you get started.
Click here: for your free grad party planning checklist
That's right, time is on your side when you begin way ahead of time! Give yourself three or four months to plan and organize and revise your plan. If you are having your party at a popular venue or catering company you may need to book up to a year in advance! Be sure to leave a deposit to secure your reservation.
This is a very popular time of year for parties (not just graduation - showers and weddings too!) This means popular party venues and caterers will be booked months (if not years!) in advance. Make your phone calls as early as possible...and have a back up plan if your favorite is already booked.
Here is a short list of essential GRAD PARTY MUST HAVE things to consider:
LOCATION of event: home or venue? book 4-6 months ahead
TABLES/CHAIRS & TENT borrowing or renting? book 4-6 months ahead
FOOD & BEVERAGES...using a caterer? book 4-6 months ahead
INVITATIONS print and mail at least month before your party
ACTIVITIES and games: entertain your guests for a memorable event
GOODIESand take-home-treats: thank your guests for attending
PHOTO BACKDROP & GUESTBOOKwill help you remember your special day. Check out this awesome Jenga Block guestbook idea and printable from Sarah at musthavemom.com.
...now include a few items, special to the grad, from yourdream grad party Pinterest board.
FIRST THINGS FIRST - SET A DATE!
Secure your event location at least three months ahead of time. If you are hosting your party at your home, check with your besties and family members also planning parties. Check their dates way ahead of time to avoid disappointment.
NEXT - BOOK YOUR RENTAL ITEMS!
If you are hosting at home will you need to rent a tent and tables and chairs? Be sure to arrange your rentals several months ahead of time. Also consider whether you will be cooking the food or use help from a caterer. This is a very busy time for popular food catering companies - be sure to secure your date months ahead of time.
MAKE A LIST!
This probably isn't news to you....you have probably already been on Pinterest for months (maybe a year or more!) gathering your fave ideas for your party. Now is the time to actually write down the things you want at your party. This is your "dream grad party list".
REVISE THE LIST!
Whittle your dream list to the TOP 8 things you NEED at your party. The first thing is the location. If you are having a home party don't forget tables and chairs! Next think about what food and beverages will you serve.
Yup...even though you are picturing a dream party with amazing party swag and favors...it's time to get real. Once you narrow down the must have items be sure to include at least two special things from your dream list.
SELECT PARTY THEME & DECORATIONS!
Now is the time to visit Pinterest Graduation Ideas and narrow down how you want your event to look. Will you go with school colors? Maybe the graduates favorite color? Perhaps the colors from the college or university the grad is going to attend? Anything goes - have fun with it! There are so many clever and creative ways to arrange your event. Etsy is a great place to shop for personalized printable and instant download party decorations. It's easy to DIY your own grad party banner and more!
INVITATIONS!
Your graduation invitationis a great way to show off some favorite photos! Perhaps you had a special graduation photo session, a recent sports action shot...or a special event with a group of besties. If you are planning to have invitations printed, start this process a couple months ahead of time. Mailed invitations should be sent out about a month before your party. You can also ask for a digital copy to use social media to invite some friends and save postage and printing cost.
Yes, you DO need to send these out. It may seem old-fashioned, but a hand written, personal thank you note is still the best way to show your appreciation. Make it a goal to write out your thank you notes within a day or two of your party. You can use this as an incentive: do not deposit any gifts of money until the thank you note has been mailed. Create a personal thank you with a great photo...and a few personal words from the graduate themselves. Yes, there is the cost of printing and postage...but that is small in comparison to the time and resources many of your guests have invested in you and your party. Be sure to thank them properly!
Tip: purchase photo thank you notes at the same time as your invitations!
ENLIST A COUPLE OF HELPERS!
Trade favors with a friend! Enlist help from your best friend...a sister...a favorite aunt...or a close neighbor. It is much more fun to plan with someone you enjoy working with - - and you can even trade favors!
TIP: looking for a way to minimize the budget - - share decorations with a friend who is also throwing a party this year!
PUT IT ALL ON A CALENDAR!
This is the one thing that will greatly reduce your stress. Once you have your TOP 10 must-have items, put each of them onto a calendar. It can be a digital calendar or a paper calendar. Avoiding surprises is the best way to minimize the stress of planning a party. Using your calendar will help you to visually see and plan for each item on your list. With a digital calendar you can set reminders for each task...with technology on your side you won't forget a thing!
Tip: if you create a digital calendar share it with anyone who is helping you plan your event! Divide and conquer your task lists!
HAVE FUN!
No matter what kind of graduation party you are planning, the number one thing is to HAVE FUN with the planning! A well planned party helps you to enjoy your event to the fullest and create great memories of your special day. Be sure to spend time visiting with each of your guests and personally thank them for attending your party.