Graduation Party Planning Checklist

Why these items are on the list

1. Set a budget and rough headcount. RaiseRight starts here. Together & Company says the headcount guides everything else, especially food.
2. Pick the date and time. It doesn't have to be graduation weekend. RaiseRight suggests checking for clashes with classmates' parties.
3. Build the guest list with your grad. Ask for the school friends and teachers they want, suggests For Your Party.
4. Book the venue or prep the yard. Look for indoor and outdoor options in case the weather turns, advises RaiseRight.
5. Book caterer, tent and big rentals. Together & Company says caterers book up fast. RaiseRight says the same of rentals.
6. Rent tables, chairs and linens. Confirm the quantities once you have a final headcount, says RaiseRight.
7. Send invitations three weeks ahead. For Your Party aims to have invitations in the mail with about three weeks to spare.
8. List hotels for out-of-town guests. Herff Jones includes this for anyone travelling in.
9. Plan the full menu, not only cake. Together & Company says hosts often plan the cake and forget the rest of the food.
10. Pre-order the cake and desserts. For Your Party puts this about two weeks before the party.
11. Buy plates, cups, napkins and utensils. Herff Jones also lists tablecloths and decorations in the same shopping trip.
12. Make a playlist and find a speaker. Herff Jones lists both separately, so the music isn't stuck on a phone.
13. Build a slideshow or memory table. Gather photos, awards and trophies, per Herff Jones and For Your Party.
14. Set out a card or guest book. For Your Party suggests a giant card or a guest book that loved ones can sign.
15. Gather lawn games. Bean bag toss, bocce and badminton come up in RaiseRight and For Your Party.
16. Book pet boarding if needed. Depending on location, Herff Jones suggests reserving a kennel spot early.
17. Make a rain plan. For Your Party checks the forecast a week out and again one to two days before.
18. Follow up on outstanding RSVPs. RaiseRight confirms the headcount in the final week.
19. Confirm vendors and delivery times. RaiseRight, Herff Jones and Together & Company all include this final check.
20. Cook freezable food a week ahead. For Your Party suggests dishes that reheat easily on the day.
21. Tell neighbours about parking. For Your Party suggests this one to two days before, or inviting them along.
22. Clean the house and tidy the yard. This is on both the For Your Party and Herff Jones lists for the final days.
23. Charge camera and phone. For Your Party says to clear storage space for photos and videos too.
24. Set out bins with spare bags. For Your Party puts extra bags in the bottom of each bin.
25. Hand day-of tasks to a helper. RaiseRight suggests delegating and writing a simple timeline for the day.
26. Get ice and label the coolers. Fill the coolers with drinks and plenty of ice before guests arrive.
27. Set up a gift and card table. For Your Party includes a card box and party favours here.
28. Stock the bathrooms. Check toilet paper and towels before guests arrive, per For Your Party.
29. Put balloons or signs outside. Herff Jones and For Your Party both mark the house or venue so guests can find it.
30. Send thank-you notes within two weeks. Herff Jones also thanks everyone who helped set up, cook and clean.

The checklists that rank for this phrase are printable PDFs from shops selling napkins, invitations or catering. Each one covers part of the job. This list merges them into one sequence with the reason for each step. You can tick tasks off over several weeks and share the list with a co-host or helper so you can see who has done what.