Free printable
Graduation party checklist
Eight weeks of tasks in the order they matter. Print it and tape it to the fridge.
Eight weeks out
- Pick the date and check it against the school ceremony and other graduates in the family
- Set a rough guest count and a budget per guest
- Choose indoors, backyard or a rented space and confirm it is free that day
- Ask the venue about tent, power, tables and cleanup rules
Six weeks out
- Send invitations or an online invite with the time window
- Decide on the food style: buffet, trays or sandwiches and sliders
- Call your caterer for a date check; late May and early June weekends fill first
- Order tables, chairs and a tent if you need them
Four weeks out
- Collect RSVPs and update the guest count
- Ask guests about food allergies and vegetarian needs
- Plan the photo display, card box and any slideshow
- Book the date with your caterer and pay the deposit
Two weeks out
- Confirm quantities with the caterer from the current RSVP count
- Buy drinks, ice, cups and a cooler or two
- Confirm tent, tables and chairs delivery times
- Make a rain plan
One week out
- Give the caterer a final headcount
- Pay the balance when it is due
- Clear fridge space for cold trays
- Map out where food, drinks, gifts and the guest of honor will sit
The day before
- Set up tables and signs
- Chill the drinks
- Check the weather and move things if you need to
- Confirm the pick-up or delivery time with the caterer
Party day
- Set out serving spoons and plates
- Receive the food and set the hot trays on warmers
- Keep cold items covered until guests arrive
- Assign one person to watch the food table and refill
- Take photos before the crowd arrives
After the party
- Pack leftovers within two hours
- Return rentals
- Write thank-you notes from the card box list
- Save the headcount and what ran out for next time
Upper Crust Catering, 109 E Hydraulic Ave, Yorkville IL. (630) 553-9533
Ready when you are