Other, Not So Minor, Details
Create a budget. Potential items that need to be budgeted include:
- invitations and postage
- decorations
- centerpieces
- balloons
- flowers
- food
- beverages
- tableware
- photography and video
- caterer
- catering hall
- entertainment
- tent rental
- equipment rental (such as popcorn machine, chafing dishes, karaoke machines, etc.)
- party favors
- thank you notes and postage
Order and send your invitations. You could send traditional, engraved invitations or go with something more whimsical such as an invite that looks like a diploma. At the same time as you order party invitations, you should order thank you notes. In that way the thank you's will be ready to be written and sent as soon as possible.
Plan your menu. If you're using a caterer, meet with her early to plan the menu which should match the theme or style of your party. If you plan to cook the food yourself, you should make a very detailed timetable for your party including when you will shop and cook. Accept offers of assistance from friends and relatives for the cooking as well as serving and clean-up. As you plan your menu, consider the age of the graduate and his or her friends. If their tastes are partial to "kid" food, be sure to include some on your menu, whether it's pizza, hot dogs, nachos, etc.
Choose your decorations. Balloons, streamers and flowers are popular party decorations. If you have a theme, plan your decorations based mainly around the theme. And, of course, the graduation is a theme in itself. Graduation caps and diplomas can be incorporated into all of your decorations. Your graduate's accomplishments can be celebrated as part of your decorations with photos, newspaper clips, and trophies set around the party in a tasteful way. Before you do this, make sure that it won't embarass your graduate.
Provide opportunities for guests to add their own personal touch to the party. Set up a large poster board in a place where guests can sign it with a message for the grad. You can also invite your guests to contribute to a memorable guest book that includes photos along with a message.
Schedule the entertainment you plan to hire. Will there be a band to entertain your guests? Are you using a dj for your party? For a grade school graduation, you may want to hire a magician to entertain your guests. High school grads will enjoy the opportunity to dance to their favorite songs played by a dj or band. Your theme may also lend ideas for entertainment. For example, if you're hosting a Hawaiian luau, see if you can find a local company that can give a hula dancing show. As with the food, consider the ages of your guests and be sure to have something that will appeal to them all. If nothing else, mix the music between young and older tastes.
