13 January 26 - The Ultimate Grad Party Planning Guide

The Ultimate Graduation

Party Planning Guide

A step-by-step handbook for parents

Compliments of Preferred Party Rentals

We sincerely hope you will find this guide helpful and that it will reduce the stress of planning a celebration of your child's accomplishment.

Choose Your Party Style

The two typical options are Open house or set start/end time?

• Open house (most common): Guests drop in throughout the day
• Set time: More structure, fewer people at once
• Indoor, outdoor, or both?
• Casual backyard, tented event, or rented venue?
• Games and Entertainment

  👉 Tip: Most grad parties run 3–6 hours, with peak traffic in the first 2–3.

Guest List

Things to think about:

• Graduation day (people are exhausted)
• Major holiday weekends (unless intentional)
• Conflicts with other popular grad party dates
• Saturdays are most popular; Sundays are a close second

  📌 Pro move: Check school calendars and local community events before locking in.

Things to think about:

• Family (immediate + extended)
• Friends of the graduate
• Parents of friends
• Teachers, coaches, mentors
• Neighbors
• Only 60–80% of invitees will actually attend
• Teens come in clusters; family tends to stay longer

Invitations

• Printed invites
• Facebook event
• Text message invite
• Graduation announcement with party details

Remember to include:

• Date
• Time (or open house window)
• Address
• Parking instructions
• RSVP info (even “regrets only” helps)

Food & Drinks

• Open house = light meal, heavy snacks
• Plan for guests eating small portions multiple times
• Taco or nacho bar
• Sliders or pulled pork
• Sub Sandwiches
• Pasta salad & green salad
• Veggie trays & fruit
• Chips & dips
• Dessert table or cupcakes
• Water (more than you think)
• Pop
• Lemonade/iced tea
• Coffee for adults

📌 Pro move: Reduce your stress by renting coolers to keep beverages cold and trash cans for all of that trash. Consider renting blue recyclable cans to keep the pop and beer cans separate from the trash. Click here to see all of the things that will make your life a little easier.

Decorations & Theme

Pick a simple theme

• School colors
• College/career theme
• “Class of 20XX”
• Photo timeline (“Then & Now”)

Things to consider

• Grad banner or yard sign
• Tablecloths (we rent the spandex covers, so you don't spend the day chasing table clothes down the street)
• Balloons (weighted!)
• Memory table
• Photo display (we rent these too)
• Candy table

Set up a photo backdrop. Guest will love it.

Seating, Layout & Flow

• You do NOT need a chair for every guest
  
• Aim for seating for 50–60% of expected guests. Click here to see our chair options.

Remember to include:

• High-top tables
• Folding chairs
• Tables - rectangle or round (rectangle tables take up less room)
• Shaded seating if outdoors

Plan a separate area for each

• Food line
• Gift area
• Seating
• Avoid bottlenecks near the entrance

Consider the following:

• Designate a clear gift table
• Card box (lockable if possible)
• Basket for cards only
• Assign one adult to monitor gifts

💡 Consider immediately move cards to a secure location during the party.

Memory-Making Moments

Ideas guests love:

• Advice jar (“Words of Wisdom for the Grad”)
• Photo guestbook
• Video messages recorded on a phone or tablet
• Polaroid photo station

These become priceless later.

Games & Entertainment

Most guest will stop by, grab a quick bite and be on their way. Some will stay the full time, while others, generally the ones you don't want to stay will arrive early and leave just before the clean-up work begins. if you do not want to entertain them you may want to consider renting some Yard games. We have the following available to rent, click here to see all the games we have available

Giant 4 in a row (think Connect Four)

Giant Ladder Ball

Profession league size Cornhole boards

Fowling (it's bowling with a football)

Lawn Yardzee (think Yahtzee on steroids)

Giant Checker

Assign Jobs (Don’t Do This Alone)

Create a simple helper list:

• Food patrol
• Trash patrol
• Gift watcher
• Parking guide (for busy streets)
• Grad escort (helps them move through crowds)

💡 Teens love having a “job”—use siblings or friends.

Clean-Up Plan (Future You Will Thank You)

Before the party:

• Extra trash cans + liners
• Recycling bins clearly labeled
• Paper towels & wipes stocked
• Leftover containers ready

After:

• Have a next-day plan (not same night)
• Delegate clean-up help ahead of time

Budget Breakdown (Realistic)

Typical spending areas:

• Food & drinks: 40–50%
• Decorations: 10–15%
• Rentals (tent, tables, chairs): 20–30%
• Invitations & signage: 5–10%
• Miscellaneous buffer: 10%

📌 Pro tip: Rent tables/chairs early—grad season sells out fast. Book online 24/7 at www.preferredpartyrentalsmi.com or call 248 621-4400.

TOP 5 Things Most Parents DON’T Think About

1️⃣ Parking & Neighbor Relations

Grad parties can overwhelm the street fast.

• Notify neighbors ahead of time
• Provide parking instructions
• Consider cones or signage

2️⃣ The Graduate Gets Pulled in 100 Directions

They’ll barely eat or enjoy the moment unless you:

• Schedule short breaks
• Assign someone to bring them food
• Plan a private family moment before guests arrive

3️⃣ Bathroom Logistics

This is a big one.

• Stock extra toilet paper
• Place hand soap & paper towels out
• Consider limiting indoor access if outdoors
• For very large parties: portable restroom = game changer

4️⃣ Weather Backup Plan

Even “perfect forecast” days can change.

• Tent or garage access
• Fans for heat
• Extra towels if rain hits
• Weighted decorations for wind

5️⃣ Post-Party Emotional Crash

After weeks of planning, parents often feel:

• Exhausted
• Emotional
• A little sad it’s over

💙 Build in a recovery day and plan something small for just your family afterward.

📌 Final Pro Tips

• Keep it about celebrating the graduate, not impressing others
• Guests remember warmth, not perfection
• Remember the yard games or you will be stuck entertaining them
• Something will go wrong—and no one will notice but you

Grad Party Week-by-Week Planning Timeline

18–24 WEEKS BEFORE THE PARTY

☐ Choose party date & time

☐ Decide party style (open house or set time)

☐ Choose location (home, yard, venue)

☐ Set rough budget

☐ Draft guest list

☐ Check school & community calendars for conflicts

☐ Talk with neighbors if parking may be an issue

☐ Reserve rentals (tent, tables, chairs, portable restroom if needed) Book online 24/7

12–16 WEEKS BEFORE THE PARTY

☐ Finalize guest list

☐ Decide invitation method (printed, digital, social media)

☐ Order invitations or create digital invite

☐ Choose theme/colors

☐ Begin food planning (menu ideas)

☐ Decide if catering, homemade, or a mix

☐ Order custom items (banner, cake topper, yard sign)

8–12 WEEKS BEFORE THE PARTY

☐ Send invitations

☐ Plan layout (food area, seating, gift table)

☐ Plan parking strategy & signage

☐ Decide on photo display or memory table

☐ Start collecting photos for display

☐ Book entertainment if using (music, games, inflatables)

4–5 WEEKS BEFORE THE PARTY

☐ Confirm rentals

☐ Finalize menu

☐ Create food & drink shopping list

☐ Order cake/desserts

☐ Buy or order decorations

☐ Plan drink stations

☐ Decide on keepsake activity (advice jar, guestbook, video messages)

3 WEEKS BEFORE THE PARTY

☐ Follow up on RSVPs if needed

☐ Create helper list (who does what during party)

☐ Confirm food responsibilities

☐ Purchase non-perishable food & supplies

☐ Plan weather backup (tent, garage, fans)

2 WEEKS BEFORE THE PARTY

☐ Final headcount estimate

☐ Confirm cake/dessert order

☐ Create party day timeline

☐ Buy drinks (water, soda, lemonade, coffee)

☐ Prepare signage (parking, food labels, directions)

☐ Gather photo display materials (frames, boards, tape)

1 WEEK BEFORE THE PARTY

☐ Confirm rentals delivery/pickup

☐ Grocery shop for food & snacks

☐ Prepare make-ahead food (freeze if possible)

☐ Clean house & yard

☐ Set aside gift/card security plan

☐ Stock bathrooms (toilet paper, soap, towels)

☐ Charge camera/phone for photos

1–2 DAYS BEFORE THE PARTY

☐ Set up tables & chairs

☐ Hang decorations

☐ Set up photo display

☐ Prep food that can be refrigerated

☐ Create drink station

☐ Prepare trash & recycling stations

☐ Touch base with helpers

☐ Mow the grass if it is an outdoor event

PARTY DAY CHECKLIST

☐ Clean up pet waste in the yard

☐ Pick up cake/desserts

☐ Set up food stations

☐ Put out signage & parking instructions

☐ Assign helpers their roles

☐ Put gift/card box in place

☐ Take family photos before guests arrive

☐ Feed the graduate early

☐ Enjoy the celebration

AFTER THE PARTY

☐ Secure gifts & cards

☐ Store leftovers

☐ Clean up trash & recycling

☐ Return rentals

☐ Send thank-you notes (or plan timeline)

☐ Save photos & keepsakes

☐ Rest and celebrate your graduate

QUICK REMINDER LIST

☐ Extra extension cords

☐ Ice (more than expected)

☐ Paper towels & wipes

☐ Sharpies & tape

☐ Phone charger

☐ Extra serving utensils