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Graduation Party Checklist


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Graduation Party Checklist This Graduation Party Checklist will be helpful to those who wish to organize a festive event to celebrate this significant stage in life of every student. With a help of this all-round checklist you can be guided through the main tasks to be accomplished when organizing such an arrangement to be fun, safe and well-planned.

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 1. Preparations:

  • Decide on a format for the party:
    The event is to be held depending on a character and amount of public you want to invite, as well as depending on your ideas on appropriate party styling. Take a count of guests and check your sources for budgeting – you may ask a core number of guests to chip in. The initial amount of money can be saved in a bank as a deposit to be added a little each week/month.
  • Make a Guest List for the Party:
    Of course, you cannot prepare an exhaustive list in one time, but you can get just an idea of how many guests you can have. This will help you to know a core group of your potential guests (but don’t forget to obtain their prior commitment) – those are people who will actually make your party!
  • Estimate the Budget:
    Once a question with the format and number of guests is clarified you need to estimate the scale of event you wish to organize and calculate approximate expenses. This will include renting a party venue, invitations and announcements, catering (food and drink), decorations, and entertainments
  • Create a network of the Party “activists”:
    You need to plan and assemble a group of active people who will be responsible for different organizational issues on the party arrangement (the party planning committee). They can help you in making decisions, carrying out different missions, engaging more guests to party, and making sure that everything will be just safe, organized, and really fun.
  • Choose a Venue:
    You can rent a hall, restaurant or a night club. If you are having lots of people to be invited then a hall or nigh club will be sufficient, while a restaurant or someone’s house will be good for a smaller number of guests. As far as June is a traditional wedding month (as well as graduation) you need to book a venue early and put down a deposit to reserve it. If this is not acceptable then plan a party at someone’s home.

 2. Organization (6-8 weeks before the event):

  • Prepare the Party Budget:
    Since you have some funds at hands and you obtained an idea of what needs to be bought, it is time to create a more realistic budget layout. It is necessary to assign appropriate moneys for the categories listed in this section.
  • Stock-up the Party Supplies:
    Some party inventory can be acquired much earlier prior to the party. For example decorations or congratulatory tags can be designed and created beforehand.
  • Legalize the Banquet:
    When organizing the party in a public place (for example in a banquet hall) you may need to obtain special licensing for liquor. Also, it can be required to sign certain official agreements on maintaining order in premises, etc.
  • Catering and Liquor:
    You need to decide on menu and drinks to be booked, as well as to find the appropriate vendors to deliver all the required products. The bigger a volume of supplies to be ordered, the earlier the bookings should be done to avoid possible deficit of vehicles or some supplies right before the party season when your local vendors can be just overscheduled with orders.
  • Entertainments and Support:
    • Involve local DJ and bands to provide musical entertainment and dancing.
    • Think of contests to be organized.
    • Book the MC and other performers beforehand.
    • Book all the necessary scenic equipment.
    • Book a professional photographer/cameraman.
    • Book special guests and speakers, if appropriate.

 3. Prearrangements (2-4 weeks before the event):

  • Print and send out the party invitations to everyone concerning;
  • Decide on dress code to support the party style. Announce the dress code beforehand to prevent any embarrassments;
  • Set up and check all necessary party equipment – especially sound and lighting systems;
  • Prepare everything necessary for games and contests. Fun games are called to break the ice and to set up a party mood;
  • Make sure it is enough of seating places and table space to place all guests, foods and drinks;
  • Make sure there is enough of table utensils and dishes (including napkins, tablecloth, etc);

 4. Graduation Party Eve (2 to 3 days before the party):

  • Order the party cake and schedule a time to pick it up from bakery;
  • Take care of any extras that are not ...

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